Study Rooms

For circulation policy information go to the Circulation Wiki Page for Study Rooms

Overview

All aspects of the Group Study rooms are managed by the Room Coordinator and circulated by the Circulation Desk.

As Needed
- Create replacement key cards (non-functioning or physically damaged) for group study rooms.
- Remove rooms from circulation for maintenance or repair
- Communicate policy and problem solve with patrons regarding questions and concerns they have over various rooms.
- Serve as project manager and admin for Open Room.
Weekly
- Inspect key cards for peeling/worn labels or barcodes when study room back-up is out.
- Look over furniture audit spreadsheet submitted by the student employee and take care of any maintenance needs
- Check for billed study room key cards. See Billed and Lost Key Card Procedures for instructions for Group Study.
Per Term
- Audit the Alma records for billed key cards that can be withdrawn. Cards can be withdrawn if it has been 15 months since the patron has been billed.
- Set the cleaning hours and the extended hours for the next term. Do this before making the rooms available for the term.
- Coordinate with the Circulation student supervisor to schedule a student employee to conduct the furniture audit.
Annually
- Summer term unlock the 5th floor study rooms
- Battery replacement during Winter Break

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.

Once a week, a student worker conducts an audit of the furniture in the study rooms. Usually this is one of the 24/5 student workers. At the beginning of each term, you will need to coordinate with the 24/5 Student worker manager to assign a student to this duty.
Use the Study Room Furniture Audit spreadsheets (found on the shared drive under - LEAD > Circulation > Rooms > Study Room Documents > Study Room Furniture Audit) 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 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.
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.

Signage should be refreshed at least once per year.
All rooms should have signage about:
- policy
- keeping the rooms clean
- civility campaign
ADA rooms should also have an ADA sign (blue wheelchair)

Needed room repair will be reported two different ways
- Furniture Audits
- Follow-Up Forms
Check Valley Circ email inbox for follow-up forms about reported damage
Coordinate with Building Coordinator.

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.

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.

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.