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Overview
Hours is how we set when a study room is available to be reserved in advanced. Open Room automatically pulls study room hours from the main hours website so must of the work is done for us. As a result, the room coordinator only uses the hours function to manipulate study room hours for special situations which include:
- closing a room due to damage or regularly scheduled maintenance
- extended hours during the weekend between dead week and finals week.
- limiting how far out in advance a room can be reserved
If the hours are not being pulled correctly, contact Unlicensed user, the hours coordinator. If he is not available and Open Room is having significant issues, contact ETS.
Hours are manipulated using two different functions within Open Room.
Hours function
- To close a room completely.
- You can close the room for the entire day
- You can close the room for part of the day
- You cannot open and close the room in the same 24 hour period
Cleaning function
- To close a room for part of the day.
- We use this so ABM can get into the rooms to clean
- We use this during the weekend of extended hours in conjunction with the hours function
- You can only have one cleaning time scheduled per day.
Setting available hours for the term
Rooms are only set to be available one term at a time. This prevents people from making advanced reservations into the next term.
- Typically towards the end of finals week is a good time to open the rooms for the next term.
- The first hour setting on the hours page has dates for the rooms to be closed.
- It is set for the first day of the following term until about three years out.
- Each term, you will need to adjust the dates in this hours setting.
- At the end of the term, set the cleaning hours and extended hours for the following term as well.
Setting Cleaning Hours
All the study rooms are cleaned two times a week. The cleaning schedule is coordinated by ABM (the custodial company for the library) and the building manager of the library. Most of the term, all rooms are cleaned during the same time frame. During Dead week and Finals week, we split the schedule so that there are always rooms available to reserve in advance. Currently the cleaning schedule is as follows:
Weeks 1-9
- Tuesdays & Fridays : 3-5 AM
Dead Week and Finals Week
Tuesdays and Fridays
- 1st floor - 1 AM – 3 AM
- 5th floor - 3 AM – 5 AM
To set the cleaning schedule, you need to use the "Cleaning" function within the Admin panel.
- At the bottom of the page you will see a button that says "New Cleaning Record". Click this button.
- The panel will give you several options to set:
- Start and End date: You can set either a specific set of dates or regularly repeating days such as every Tuesday.
- Start and End times
- Rooms: You can select individual rooms or an entire floor.
- Once you have filled in the necessary fields, click the "Save" button at the bottom of the page.
- Important notes:
- Because you cannot have more than one cleaning time set per day, you will need to set the cleaning times form weeks 1-9, Dead week, Extended Hours, and Finals Week. Even though the hours for Dead Week and Finals Week are the same, you can't set it as one two week period because it will overlap the Extended Hours weekend and not allow you to set a separate cleaning schedule for that weekend.
- Be sure to read how to set extended hours below before setting them. It is a multi-step process that must be done in a specific order.
- Once you have set the cleaning schedule and the extended hours, it should look like this when you are done:
Setting Extended Hours
Open Room is not able to close a room and then open a room up again in the same 24 hour period. As a result Open Room is unable to adjust for the library closing at 3 am then opening again at 10 am. The workaround involves both the "Hours" function and the "Cleaning" function.
The order that the hours are applied matters, so follow the sequence exactly.
- Go to Hours in Open Room.
- In the hours function, set all rooms to be open 24 hours for the Friday, Saturday, and Sunday between dead and finals week.
- In the cleaning function, set all rooms to be "cleaned" (closed) from 3 AM - 10 AM for the Friday and Saturday between dead and finals week.
- This is a good time to also set the cleaning hours for the rooms for dead and finals week.
- Double check your work by looking at the schedule on those dates on the Front Page.
Closing a room for repair
Sometimes a room must be closed for maintenance or damage. For detailed instructions on how to do this, go to closing a study room.