Overview

Study rooms are located on 1st and 5th floor. In agreement with the Graduate Student Commons, up to 11 of the research rooms on 6th floor may also be used as study rooms when available. Management of study rooms is shared between LEAD and Library Admin. A detailed breakdown of responsibilities between the two departments can be found here.

Study Room Management Tasks

Lock Management

LEAD	Library Admin
Create replacement key cards (non-functioning, physically damaged, or missing) for group study rooms	Monitor and replace lock batteries
Basic troubleshooting: Battery replacement, Key card replacement.	Advanced troubleshooting: Door won't lock, lock is completely unresponsive, won't accept new programming, etc.

LibCal

LEAD	Library Admin
Set hours in LibCal for Valley Library Location.	All other space settings and management in LibCal
Open and close all study rooms as needed (active vs. inactive status). Manage emergency room closures due to safety or room damage.
Once trained by Admin, LEAD will manage space settings for study rooms (description, photo, capacity, etc.) with support from Admin as needed.

Maintenance

LEAD	Library Admin
Signage for summer unlock	Signage for study rooms through Graphics with input from LEAD
LEAD students prioritize ADA rooms during building checks in the evening. LEAD students report to Admin other problems observed during evening building checks.	Documentation of room configuration. Weekly furniture reset.
Determine furniture and room configuration based on user need, accessibility, and furniture availability.
	Repairing furniture and room damage after LEAD has closed the room in LibCal. Admin reports to LEAD when a room is ready to be reopened.
	Update emergency exit maps

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.

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.

Setting up and Managing Hours

Link: Setting up Hours and Exceptions

Link: Manage hours for a location and its categories, spaces, & items

Managing Hours can be a little confusing in LibCal because there are different types of hours. For detailed instructions about setting up hours in LibCal, please see the links above. Below is a brief overview as well as information specific to The Valley Library.

Hours Module-- We don't currently use the Hours Module.
Spaces Module Location Hours-- These are the hours we want to manage. Important things to know:
- We do not link the hours for our Spaces Locations to the building hours (which are part of the Hours module).
- We can create custom hours templates to be used for the Spaces module
- We can set hours at the location and category level.

Hours Templates in use for Valley Library Categories & Locations

Hours Templates are located in the "Hours Templates" tab of the Admin Space Module interface. There are weekly templates and daily templates.

Weekly templates currently in use:
- Regular Term Hours
- Intersession Hours (7:30-6 pm, M-F)
- Intersession Hours 9-6
- Summer Hours
- Week 0
Daily templates currently in use:
- End of term 7:30-6
- Weekday holiday 7:30-10
- Weekend day before holiday 10-10
Exceptions include:
- Holidays
- End of term
- Other exceptions as needed.
Categories with Custom hours
- This is mostly because sometimes we need these rooms to not appear available in LibCal when other floors are.
- 5th floor rooms (because of summer unlock)
- 6th floor rooms (because the rooms are used as study rooms intermittently)
Spaces with Custom hours
- We don't have any spaces with regular custom hours.
- Custom hours can be used when a room will need to close at a specific date in the future in the middle of the term. This is especially helpful for scheduling maintenance because it prevents patrons from making advanced bookings that have to be moved when the room closes.

LEAD has created a document that gives guidelines for determining building hours. If you have questions about upcoming hours, you can always contact LEAD.

Documentation

"How to" documentation for Admin responsibilities is in this manual and in the Library Spaces Wiki.
"How to" documentation for LEAD responsibilities are in this manual, Library Spaces Wiki, and LEAD's internal documentation. Matthew Schuck is the current study room coordinator in LEAD.

Browser not supported