Page Comparison

Overview

Study rooms and Research rooms have several aspects to maintenance. This page will break down the different aspects of maintenance. 

• There are weekly, per term, annual, and as needed tasks.
• Some tasks are maintenance of physical items and some tasks are software maintenance or scheduling
• Some tasks are managed by Circulation Unit. Some are managed by Building Unit. 
• Some tasks are staff only tasks and some can by done by student workers. 
• Some tasks will have child pages that give detailed instructions and/or have documents associated with them.
• Some tasks have detailed explanations in other parts of the manual. You will find a link to those pages in this section as well.

The role of the Room coordinator is to literally "coordinate" all this maintenance.

Maintenance Schedule

As Needed (LEAD)

• Make a room unavailable for maintenance or repair in

  Open Room

  LibCal

• Contact library maintenance when rooms need repairs

  Create replacement key cards when a key cards is physically damaged or non-functioning

Weekly (

...

Library Admin)

• Inspect Study Rooms and Research Rooms to:

  • make sure the rooms have the correct furniture

  • look for unusual damage or anything clearly needing repair

  • Collect Research Rooms lock data (audits)

Per Term (Combined)

• Set

  Cleaning

  Hours and Extended Hours in

  Open Room

  LibCal (LEAD)

• Clean tables and walls (Library Admin)

• Update signage as needed

Annually

• Replace batteries in electronic locks
• Set Summer Unlock hours for 5th floor study rooms

  (Library Admin)

Inspecting Research Rooms and Study Rooms

Research rooms and study rooms need to be inspected regularly. These inspections look for several things.

• Cleanliness

  • Are research room patrons keeping their rooms reasonably clean?

  • Is ABM getting the study rooms and research rooms clean?

• Furniture

  • Is the correct furniture in the room?

  • Are there things in the room (such as white boards) that shouldn't be there?

• Damage

  • Has a research room patron damaged their room? Is there excessive damage to a study room?

  • Do any of the study rooms or research rooms need maintenance due to usual wear and tear?

• Policy Enforcement (mostly for research rooms)

  • Has the patron used their research room at least 8 times per month?

  • Is the patron violating any other policies such as unauthorized small appliances in the room, things pinned to walls, etc.

Cleanliness

• ABM cleans the research rooms once per week and study rooms twice per week during Fall, Winter, and Spring Terms.

• During the summer all the rooms are only cleaned once per week.

• Research rooms that are left overly dirty by patrons need to be reported to the Room Coordinator. This can be done with a follow-up form.

• Rooms that have not been properly cleaned by ABM need to be reported to library maintenance either via email or with a follow-up form.

• During breaks between terms, you should have building crew students go through all the study rooms to clean the tables and walls.

Furniture

• Study rooms are checked once a week to ensure the proper furniture is in each room. This is done by Library Spaces student employees.

  • ADA rooms should be checked more than once a week to ensure compliance.

  • You can find the small rooms spec spreadsheet here.

• Research rooms should be checked every 1-2 weeks to make sure there isn't extra furniture.

  • Extra furniture should be removed from the rooms and patrons should be notified.

  • Look for electrical appliances which are not allowed in the room, such as hot pots, space heaters, etc. Personal lamps are allowed.

  • Check for whiteboards or any other equipment that should be available to the public when not being actively used. 

    • If there is a whiteboard with extensive notes on it, contact the patron and allow them a few days to transfer their notes before removing the whiteboard.

  • Make sure there are no coverings or obstructions on the door.

  • Room Coordinator or the back-up can contact patrons regarding any policy violations.

Damage

• If there are exposed wires, damage to the outlet that could result in shock, smoke damage, or bodily fluids, the room should be closed and unavailable to reserve.

  • Follow procedures outlined here for moving reservations and closing the room.

  • Contact library maintenance via email or through a follow-up form

  • If it needs urgent attention, you can call Rachel Burgess, Library Spaces and Planning Manager, at 7-8914 or her back-up, Lucinda Amerman at 7-7324.

• Damage that should be reported promptly: holes in the wall, a large chunk of paint peeling, damage to the light switch, extensive or offensive markings.

  • This is reported the same way, email library maintenance or fill out a follow-up form.

• Normal damage that does not require immediate attention includes: wear and tear on the walls at the height of tables and chairs, including markings and peeling paint, a loose doorstop, odor from food garbage, and dry erase marker on walls around the dry erase boards/walls.

Policy Enforcement

• This applies to Research Rooms more than Group study rooms.

• To enforce policy, we do the following:

  • Collect door lock data from the research rooms to enforce minimum usage requirements.

    • This is done by Library Spaces student employees at the end of the term.

    • The Handheld device can be found in Lucinda Amerman office.

    • It should be returned to Lucinda Amerman after data has been collected so she can download and analyze the data.

• Lucinda Amerman will inform patrons who have not met minimum usage requirements when needed.

Additional Information

• The following rooms are not included in this inspection process because they are managed by other departments:

  • 1420–SMS (Their equipment is managed by ETS.)

  • 1563–Childcare and Family Resources

  • 1559, 1561–Special Use Rooms

  • 5167–Currently being used as an office by Cliff Mead

  • 5420–SCARC

  • 6559, 6169, 6171, 6172–Faculty offices

  • 6420–Grad Student Commons

• Library Spaces and Planning Manager is Rachel Burgess, 7-78914. Library Facilities Coordinator is Lucinda Amerman, 7-7324.