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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 (+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
Have students reset the study room furniture.
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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| 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.
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Summer Unlock
During summer term, the study rooms on the 5th floor are unlocked since there are fewer students using the study rooms.
- Contact the kiosk coordinator to schedule slides letting patrons know the rooms are unlocked. The coordinator should have a slide on file.
- Leave the 5th floor rooms unavailable for reservation in LibCal when opening the rooms for the summer.
- Ask the Electronic Locks Coordinator to set SmarTime hours in SMS Express software and reprogram the locks.
- Place summer unlocked door hangers on door handles. These are kept in the Room Coordinator's files.
- Email LEAD and post on the Circulation wiki for the student workers about the change
- Pull key cards for the 5th floor room from the drawer at the Circulation Desk and store them in the Room Coordinator’s desk.
Documentation
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Documentation
- "How to" documentation for Admin responsibilities is in this 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.