Maintenance
- 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 or on the Room Coordinator's desk.
- You can check the Valley Circ email inbox for the follow-up form.
Room Furniture Audit
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Overview
Study rooms are 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 | 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. |
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| 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 |
- LEAD students prioritize ADA rooms during building checks in the evening.
- LEAD students report to Admin other problems observed during evening building checks.
| |
| 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. There is a laminated copy on a clipboard on the Room Coordinator's desk. The student will remove any extra chairs/furniture in the study room and redistribute it
- 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 but is moved to a different location. Any furniture left outside the rooms is considered a fire hazard and may not comply with ADA rules of leaving a 36" walkway. (attach file?)
- The student should also look out for any major damage and make a note of it.
- 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.
- Any major damage to the rooms should also be noted at this time.
Signage
- Signage should be refreshed at least once per year.
- All rooms should have signage about : policy and keeping the rooms clean.
- civility campaign
- ADA rooms should also have an ADA sign (blue wheelchair)
Repairs
- Needed room repair will be reported two different ways
- Furniture Audits
: Room Furniture Reset and Follow-Up Forms- Check Valley Circ email Library Maintenance inbox for follow-up forms about reported damage
- Coordinate with Building Coordinator and/or the person assigned to monitoring the "Library maintenance" email account.
Hours
- Cleaning hours are set using Open Room.
- Study rooms are cleaned on Tuesday and Friday.
- During Dead Week and Finals Week there are special cleaning hours set to ensure there are always rooms available to be reserved.
Extended Hours
- Open Room pulls hours from Alma
- The weekend between Dead Week and Finals Week, Valley Library has extended hours
- Currently Open Room is not able to pull these hours so they will need to be manually programmed
- During the summer, the 5th floor study rooms are opened up all day for drop-in use.
- This will be done by programming the door locks using the "Smart Time" function.
Documentation
- Electronic lock specs are found in a file in the Room Coordinator's desk
- "How to" documentation is in the Circulation and Circulation Staff wiki
All other documentation is in the Shared Drive:- S: >LEAD>Circulation>Rooms
Room specs, room capacity, maintenance history, furniture audit sheet, signage, and nearly anything else you need is here- Library Spaces Manager.
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.