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For circulation policy information go to the Circulation Wiki Page for Study Rooms
Overview
All aspects of the Group Study rooms are managed by the Room Coordinator and circulated by the Circulation Desk.
Study Rooms: 40 (+up to an additional 23)
- 20 on 1st Floor
- 2 on 2nd Floor
- 18 on 5th Floor
- Up to 23 on 6th floor. Varies by term
- User Groups: Students, Staff, and Faculty. (Requires an ONID Account)
Schedule of Room Coordinator Duties
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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, 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
Look over furniture audit spreadsheet submitted by the student employee and take care of any maintenance needs
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Per Term
Set the hours in LibCal for the next term.
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Annually
Summer term unlock the 5th floor study rooms
Maintenance
Key Card Replacement
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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 will be checked by Spaces student employees. Extra furniture should be removed.
- Use the Small Rooms Specs spreadsheet (found in the Library Maintenance 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 Reset and Follow-Up Forms
- Check Library Maintenance inbox for follow-up forms about reported damage
- Coordinate with the Library Spaces Manager.
Hours
Hours for the study rooms are set in LibCal each term.
Summer Unlock
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 this manual and in the Library Spaces WikiAll other documentation is in the Shared Drive:
- S: >Library Spaces Planning & Mgmt. > Rooms > Room Maintenance or the Library Maintenance Box folder Room specs, room capacity, maintenance history, furniture audit sheet, signage, and nearly anything else you need is here.
- "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.