Room Coordinator Manual

Room Coordinator: Lucinda Amerman (Unlicensed)

Back-up Coordinator: Matthew Schuck (Unlicensed)

Overview

Being the room coordinator means managing access, usage and maintenance of multiple spaces within the library. This involves knowledge of complex software, communication with staff across multiple departments within and outside of Valley Library, and the ability to problem solve on a moment's notice. The complexity and wide spectrum of responsibility makes it difficult to break duties down into concise categories. As a result, there will be many pages that overlap and cross-reference each other. Below is a broad outline of responsibilities.

Areas of Responsibility

Managing Patron Usage of Spaces

Handling Classroom reservations and managing the calendars. Communicating with Faculty, Staff and Students who wish to use an Valley Library Classroom.
Overseeing patron usage of Research Rooms. This includes tracking requests, answering questions from patrons about policy, and finding creative solutions when necessary to assist patrons in their room needs.
Determining usage policy for spaces in coordination with the Library Space Planning Manager, Circulation Supervisor, and other Library Faculty as appropriate.

Spaces

Room Maintenance

At the most basic level, the Room Coordinator is responsible for overseeing the maintenance of all the spaces listed above. This includes assessing maintenance needs, completing work orders, communicating with Facilities, and following-up to make sure repairs are completed.
Furniture is audited regularly to make sure it is appropriate to the space and undamaged.
Signage must be reviewed regularly and replaced or updated as needed.

Lock Maintenance

Locks must be programmed by the Room Coordinator as needed to ensure staff and patrons have appropriate access to the spaces.
Batteries need to be changed annually in all door locks.
If a lock is malfunctioning, the Room Coordinator must do troubleshooting to determine the cause of the malfunction.
Maintaining spec files on all electronic door locks in the building.

Managing LibCal

Using LibCal to set hours for study rooms. This includes open hours and cleaning hours.
Troubleshooting any LibCal issues, including communication with Springshare.

Wiki Documentation

Update the various wiki spaces that include documentation related to these spaces and their policies. These wiki spaces include:
- This coordinator manual
- Spaces page on the Circulation wiki. This outlines policy for study rooms, classrooms, Grad Commons, and special use rooms.
- Spaces page on the Library Spaces wiki. Specifically the child pages for Classrooms