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For circulation policy information go to the /wiki/spaces/LEAD/pages/55217233

Overview

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

  • Study Rooms: 38 (+up to an additional 23)

    • 20 on 1st 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 if Electronic Locks Coordinator isn't available.

    • 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

    • Have students reset the study room furniture.

    • 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.

Maintenance

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.

Summer Unlock

During summer term, the study rooms on the 5th floor are unlocked since there are fewer students using the study rooms. 

  • Contact the kiosk coordinator to schedule slides letting patrons know the rooms are unlocked. The coordinator should have a slide on file.
  • Leave the 5th floor rooms unavailable for reservation in LibCal when opening the rooms for the summer.
  • Ask the Electronic Locks Coordinator to set SmarTime hours in SMS Express software and reprogram the locks.
  • Place summer unlocked door hangers on door handles. These are kept in the Room Coordinator's files.
  • Email LEAD and post on the Circulation wiki for the student workers about the change
  • Pull key cards for the 5th floor room from the drawer at the Circulation Desk and store them in the Room Coordinator’s desk.

Documentation

  • "How to" documentation is in this manual and in the Library Spaces Wiki
  • All other documentation is in the Library Admin Box Folder under Library Spaces or the Library Maintenance Box folder.


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