Study Room Management

Maintenance

Key Card Replacement

• 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.

Room Furniture Audit

• 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. (attach file?)
• The student should also look out for any major damage and make a note of it.

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.

Signage

• 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)

Repairs

• 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 and/or the person assigned to monitoring the "Library maintenance" email account.

Hours

Cleaning Hours

• 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.

Extended Hours

• 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

Summer Hours

• 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.

Documentation

• 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.