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Maintenance Schedule

As Needed
Weekly
Per Term

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 Monday of weeks 3, 5, 7, & 9.
      • The Handheld device can be found in the Room Coordinator's cubicle.
      • It should be returned to the Room Coordinator after data has been collected to the Room Coordinator can download and analyze the data.
  • Room Coordinator will contact patrons who have not met minimum usage requirements for retaining their rooms.

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–DAS testing room.  Specialized furniture is provided by DAS.
    • 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. Rooms Coordinator is Lucinda Amerman, 7-7324.






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