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Overview
All aspects of the Group Study rooms are managed by the Room Coordinator and circulated by the Circulation Desk.
Study Rooms: 40
- 20 on 1st Floor
- 2 on 2nd Floor
- 18 on 5th Floor
- User Groups: Students, Staff, and Faculty. (Requires an ONID Account)
Schedule of Room Coordinator Duties
As Needed
located on 1st and 5th floor. In agreement with the Graduate Student Commons, up to 11 of the research rooms on 6th floor may also be used as study rooms when available. Management of study rooms is shared between LEAD and Library Admin. A detailed breakdown of responsibilities between the two departments can be found here.
Study Room Management Tasks
Lock Management
| LEAD | Library Admin |
|---|---|
| Create replacement key cards (non-functioning |
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| , physically damaged, or missing) for group study rooms |
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Remove rooms from circulation for maintenance or repair
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Communicate policy and problem solve with patrons regarding questions and concerns they have over various rooms.
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Weekly
Inspect key cards for peeling/worn labels or barcodes when study room back-up is out.
Look over furniture audit spreadsheet submitted by the student employee and take care of any maintenance needs
Check for unreturned study room key cards. See Billed and Lost Key Card Procedures for instructions for Group Study.
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Per Term
Audit the Alma records for billed key cards that can be withdrawn. Cards can be withdrawn if it has been 15 months since the patron has been billed.
Set the hours in LibCal, including extended hours, for the next term. Do this before making the rooms available for the term.
Coordinate with the Circulation student supervisor to schedule a student employee to conduct the furniture audit.
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Annually
Summer term unlock the 5th floor study rooms
Maintenance
Key Card Replacement
- This is the most common task of study room management.
- When a key quits working, a follow-up form will be completed and the key card will be put in the Circulation inbox behind the Circulation desk.
- A copy of the follow-up form will be sent to library.maintenance@oregonstate.edu.
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| Monitor and replace lock batteries | |
Basic troubleshooting: Battery replacement, Key card replacement. | Advanced troubleshooting: Door won't lock, lock is completely unresponsive, won't accept new programming, etc. |
LibCal
| LEAD | Library Admin |
|---|---|
| Set hours in LibCal for Valley Library Location. | All other space settings and management in LibCal |
| Open and close all study rooms as needed (active vs. inactive status). Manage emergency room closures due to safety or room damage. | |
| Once trained by Admin, LEAD will manage space settings for study rooms (description, photo, capacity, etc.) with support from Admin as needed. |
Maintenance
| LEAD | Library Admin |
|---|---|
| Signage for summer unlock | Signage for study rooms through Graphics with input from LEAD |
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| Determine furniture and room configuration based on user need, accessibility, and furniture availability. | |
| Repairing furniture and room damage after LEAD has closed the room in LibCal. Admin reports to LEAD when a room is ready to be reopened. | |
| Update emergency exit maps | |
Room Furniture Reset
- Once a week, the furniture in the study rooms should will be checked and extra by Spaces student employees. Extra furniture should be removed. (In the past this has been done by a 24/5 student but it is unclear at this time if 24/5 will return. 2/16/21)
- Use the Small Rooms Specs spreadsheets spreadsheet (found on in the shared drive under - Library Spaces Planning & Mgmt > Rooms > Room Maintenance > Small Rooms SpecsMaintenance Box folder) that lists all the study rooms and the number and type of chairs in the group study rooms.
- Furniture removed from the study rooms should be redistributed throughout the library. It is important that the furniture is not left right outside the rooms. Any furniture left outside the rooms is considered a fire hazard and may not comply with ADA rules of leaving a 36" walkway.
- Any major damage to the rooms should also be noted at this time.
Replacing batteries in door locks
- Batteries should be replaced at least once per year. If doors seem to start failing earlier, then consider changing the batteries twice per year for study rooms due to the heavy usage. The battery change checklist is a tab in the Small Rooms Specs spreadsheet referenced above.
Signage
- Signage should be refreshed at least once per year.
- All rooms should have signage about policy and keeping the rooms clean.
- ADA rooms should also have an ADA sign (blue wheelchair)
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- Needed room repair will be reported two different ways: Room Furniture Audits Reset and Follow-Up Forms
- Check Valley Circ email Library Maintenance inbox for follow-up forms about reported damage
- Coordinate with Building Coordinatorthe Library Spaces Manager.
Hours
Cleaning Hours and Extended Hours: Hours for the study rooms need to be set in LibCal. Hours are adjusted for cleaning and extended hours during the weekend between Dead Week and Finals Week.
During the summer, the 5th floor study rooms are left unlocked for drop-in use. You will program the doors for Summer Unlock using SMS Express "Smart Time".
Documentation
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Documentation
- "How to" documentation for Admin responsibilities is in the Circulation and Circulation Staff wikiAll other documentation is in the Shared Drive:
- S: >Library Spaces Planning & Mgmt. > Rooms Room specs, room capacity, maintenance history, furniture audit sheet, signage, and nearly anything else you need is herethis manual and in the Library Spaces Wiki.
- "How to" documentation for LEAD responsibilities are in this manual, Library Spaces Wiki, and LEAD's internal documentation. Matthew Schuck is the current study room coordinator in LEAD.