Maintenance Schedule
As Needed
Contact library maintenance when rooms need repairs
Weekly
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
Clean tables and walls
Update signage as needed
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.