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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. 

  • Study Rooms: 40 (+up to an additional 23)

    • 20 on 1st Floor
    • 2 on 2nd Floor
    • 18 on 5th Floor
    • Up to 23 on 6th floor. Varies by term
  • User Groups: Students, Staff, and Faculty. (Requires an ONID Account)

Schedule of Room Coordinator Duties

  • As Needed

    • Create replacement key cards (non-functioning, physically damaged, or missing) 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 LibCal.
  • Weekly

    • Look over furniture audit spreadsheet submitted by the student employee and take care of any maintenance needs

  • Per Term

    • Set the hours in LibCal for the next term.

  • Annually

Maintenance

Key Card Replacement
  • Each morning Circulation desk staff check for missing key cards and inform the Room Coordinator who tracks how long a key has been missing. Keys that have been missing for more than 3 days should be replaced.
  • If a key is damaged or quits working, Circulation desk staff will complete a follow-up form and put the key card will be put in the Circulation inbox behind the Circulation desk.
  • A copy of the follow-up form will be sent to library.maintenance@oregonstate.edu.
Room Furniture Reset
  • Once a week, the furniture in the study rooms will be checked by Spaces student employees. Extra furniture should be removed.
  • Use the Small Rooms Specs spreadsheet (found in the Library Maintenance Box folder) that lists all the study rooms and the number and type of chairs in the group study rooms.
  • Furniture removed from the study rooms should be redistributed throughout the library. It is important that the furniture is not left right outside the rooms. Any furniture left outside the rooms is considered a fire hazard and may not comply with ADA rules of leaving a 36" walkway. 
  • Any major damage to the rooms should also be noted at this time.
Replacing batteries in door locks
  • 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. The battery change checklist is a tab in the Small Rooms Specs spreadsheet referenced above.
Signage
  • Signage should be refreshed at least once per year. 
  • All rooms should have signage about policy and keeping the rooms clean.
  • ADA rooms should also have an ADA sign (blue wheelchair)
Repairs
  • Needed room repair will be reported two different ways: Room Furniture Reset and Follow-Up Forms
  • Check Library Maintenance inbox for follow-up forms about reported damage
  • Coordinate with the Library Spaces Manager.

Hours

Hours for the study rooms are set in LibCal each term.

Summer Unlock

During the summer, the 5th floor study rooms are left unlocked for drop-in use. You will program the doors for Summer Unlock using SMS Express "Smart Time".

Documentation

  • Electronic lock specs are found in a file in the Room Coordinator's desk
  • "How to" documentation is in this manual and in the Library Spaces Wiki
  • All other documentation is in the Shared Drive:
    • S: >Library Spaces Planning & Mgmt. > Rooms > Room Maintenance or the Library Maintenance Box folder
    • Room specs, room capacity, maintenance history, furniture audit sheet, signage, and nearly anything else you need is here.


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