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Circ staff are responsible for the room reservation system for the entire library, and is something that you will interact with on a daily basis while working the desk. Not checking out rooms correctly to patrons can lead to issues for yourself and other staff members, so please pay attention. Issues during the room reservation process is the cause of most headaches for Circulation staff.
Circ staff are responsible for the room reservation system for the entire library, and is something that you will interact with on a daily basis while working the desk. Not checking out rooms correctly to patrons can lead to issues for yourself and other staff members, so please pay attention. Issues during the room reservation process is the cause of most headaches for Circulation staff.
The information for the reservable rooms has been split into two locations on this site. Location one (this one) is where you will learn the purpose of each room and how to check out the rooms. The next one is under policies and procedures where you will learn the policies to each room as well as what checks are expected of you in each room.
There are 5 rooms that are reservable in the library to students, faculty, and staff only.
There are 5 rooms that are reservable in the library to students, faculty, and staff only.
Collaboration Rooms 159 and 160
Collaboration Rooms 159 and 160
4 hours maximum
4 hours maximum
These are the glass rooms located near the print center next to the Multi-Purpose Room, these rooms can be reserved by groups AND individuals. These are the only reservable rooms that have access to a computer and webcam. When a patron checks out this room, you will check out either the blue clipboard (159) or a red clipboard (160) to the patron. You will also complete the correlating form that is located in the forms tab and under the Reservable Room tab in Policies and Procedures.
Practice Presentation Room (PPR)
Practice Presentation Room (PPR)
2 hours maximum
2 hours maximum
This room, located on the main floor near the Tech Spot, is for the practicing presentations not for studying, group meetings, or putting together a presentation. When a patron checks out this room, you will check out the red room kit out to them. Kit contains the remote for the camera and a presentation clicker.
This room, located on the main floor near the Tech Spot, is for the practicing presentations not for studying, group meetings, or putting together a presentation. When a patron checks out this room, you will check out the red room kit out to them. Kit contains the remote for the camera and a presentation clicker.
Multi-Purpose Room (MPR)
Multi-Purpose Room (MPR)
No time limit
No time limit
This room is mostly for organizations on campus to meet, it is not for studying. Student organizations must make a request through Texan Sync in order to reserve the room. The person who reserved the room must check out the black room kit. Kit contains markers, remote for the camera, and a presentation clicker. You should NEVER make a reservation for this room, only let people in.
This room is mostly for organizations on campus to meet, it is not for studying. Student organizations must make a request through Texan Sync in order to reserve the room. The person who reserved the room must check out the black room kit. Kit contains markers, remote for the camera, and a presentation clicker. You should NEVER make a reservation for this room, only let people in.
Training Center
Training Center
No time limit
No time limit
Located in the back of the library. People who have reserved it will check with the person at the desk to unlock the door. This room has no item that gets checked out so it's very important to make them as here in the LibCal system. You should NEVER make a reservation for this room, only let people in.
Located in the back of the library. People who have reserved it will check with the person at the desk to unlock the door. This room has no item that gets checked out so it's very important to make them as here in the LibCal system. You should NEVER make a reservation for this room, only let people in.
Tables
Tables
No time limit
No time limit
Tables are located in the equipment closet and are checked out to patrons just like a book. You should NEVER make a reservation for a table, only check one out.
Tables are located in the equipment closet and are checked out to patrons just like a book. You should NEVER make a reservation for a table, only check one out.
Reserving a Room
Reserving a Room
We use LibCal as our room reservation system. You will be shown how to login during desk training. Patrons are able to reserve rooms by going to the library website and reserving them themselves or by going to the Circulation Desk and reserving with staff.
We use LibCal as our room reservation system. You will be shown how to login during desk training. Patrons are able to reserve rooms by going to the library website and reserving them themselves or by going to the Circulation Desk and reserving with staff.
Steps to Reserving a Room in LibCal
Steps to Reserving a Room in LibCal
- Navigate to the LibApps page through the web browser. The entry page will look like this. To get where you need to go, click on "Booking Grid and Availability"
2. Select the room that you are making a reservation for in the category menu and hit "Go"! REMEMBER!! You CANNOT make reservations for the MPR and the Training Center! You can only check people into those rooms!
2. Select the room that you are making a reservation for in the category menu and hit "Go"! REMEMBER!! You CANNOT make reservations for the MPR and the Training Center! You can only check people into those rooms!
3. Select the start time by clicking on the time the reservation will start, for this example we will say 3PM. FYI if you are accessing LibApps and this screen is up, refresh the page to ensure the reservations are updated!
3. Select the start time by clicking on the time the reservation will start, for this example we will say 3PM. FYI if you are accessing LibApps and this screen is up, refresh the page to ensure the reservations are updated!
4. Next, you will see this screen. Click in the "End/Due Date" input to select the time. When finished, hit "Submit".
4. Next, you will see this screen. Click in the "End/Due Date" input to select the time. When finished, hit "Submit".
Please note of the blurb at the top. It is possible to break the rules and put someone in a room longer or even after we close if you are not careful!
Please note of the blurb at the top. It is possible to break the rules and put someone in a room longer or even after we close if you are not careful!
5. Enter the patron's information. THIS INCLUDES THE INFORMATION UNDER OPTIONAL. You will need to click on the arrow to expand that information in order to input it. When finished, hit "Add Booking". You will get a confirmation screen that you can verify the correct booking.
5. Enter the patron's information. THIS INCLUDES THE INFORMATION UNDER OPTIONAL. You will need to click on the arrow to expand that information in order to input it. When finished, hit "Add Booking". You will get a confirmation screen that you can verify the correct booking.
*Important note about this screen. Don't forget your name in the internal note! This is so if anyone has any questions about the reservations, we can talk to the person who booked the room. FYI, you can also enter important information here that you want other employees to see. Whenever you create a reservation you are to put your name, whenever you check out a reservation you must also input your initials in the internal comments at the bottom of the reservation (the box above "Add Note").
*Important note about this screen. Don't forget your name in the internal note! This is so if anyone has any questions about the reservations, we can talk to the person who booked the room. FYI, you can also enter important information here that you want other employees to see. Whenever you create a reservation you are to put your name, whenever you check out a reservation you must also input your initials in the internal comments at the bottom of the reservation (the box above "Add Note").
What if I made a mistake and only realized it after the fact?
What if I made a mistake and only realized it after the fact?
Don't worry! Just click on the reservation and then click on the blue text of what you need to change underneath. If its patron information, click on their name. If it was the time and or location of the reservation, click on the date and time.
Don't worry! Just click on the reservation and then click on the blue text of what you need to change underneath. If its patron information, click on their name. If it was the time and or location of the reservation, click on the date and time.
Also, you can post another internal note here if needed. For instance, if someone is super late coming out of a room or you notice someone has broken something, you can enter that information right above the blue button that says "Add Note".
Also, you can post another internal note here if needed. For instance, if someone is super late coming out of a room or you notice someone has broken something, you can enter that information right above the blue button that says "Add Note".
Reserving a room is only part of what we do when it comes to the room reservation process. The other is checking out the rooms. Each room has an item that we check out to the patron to show that they have the room. For rooms 159 and 160 it is a clipboard found on the counter behind the desk. For the PPR and MPR, it is the room kits. The steps to checking out the rooms are similar to that of checking out a book.
Reserving a room is only part of what we do when it comes to the room reservation process. The other is checking out the rooms. Each room has an item that we check out to the patron to show that they have the room. For rooms 159 and 160 it is a clipboard found on the counter behind the desk. For the PPR and MPR, it is the room kits. The steps to checking out the rooms are similar to that of checking out a book.
Steps to Checking out a Room
1. Scan the person's ID just like you would if they were checking out a book.
2. Next scan the clipboard or tag on the bag. Hit "Close" and hand both the receipt and the item to the student.
3. Retrieve a form located next to your station in the wooden shelves and the key from the key box.
4. When you let the patron in, inform them you are doing a quick check of the room to ensure nothing is damaged.
5. When you are the one opening a room for a patron, always be sure to do two things.
A. Check the room for damage or missing pieces. If it's a collab room you have a form to complete that is located under Reservable Rooms Cont. in Policies and Procedures. If you see and damage you are to immediately tell a supervisor of this discrepancy.
B. Be sure to lock the door after you have let the patrons in and remind them to shut the door when finished. For the MPR you may use the door stop to prop the door open for the patron.
6. When discharging the room, you are to check the room BEFORE you discharge. For collab rooms you will complete the other side of the form, for the PPR and MPR you will make sure the projectors are off, chairs are set, and the door is shut AND locked.
A couple important points about reserving and checking out rooms:
A couple important points about reserving and checking out rooms:
- The person checking out the room MUST be the person who reserved it in LibCal! Be sure to check their ID against the name in Libcal! However, some reservations, especially in the MPR and the Training Center, may be booked by someone else (like an assistant booking the room for an event or campus meeting). If this is the case, staff members will either write that name in the internal notes of the reservation or the person who is checking out the room will give you the name of the organization checking out the room.
- Never tell a patron the name of another person who has a room reserved EVER. This goes against FERPA and is a fireable offense.
- The PPR is for practicing presentations only. Always talk with the patron upon checkout and verify that this is the case. Many times you will get someone needing a study room trying to check out this room.
- Reservations for the MPR can be a bit confusing in LibCal. Anyone can go and "reserve" it online, but the MPR is mediated. This means that a library staff member verifies and emails each one of these reservations. This can be a bit confusing if you don't know what to look for. See the picture below. If a staff member hasn't verified this reservation, it will say "Mediated Tentative" and the color will be a tan instead of the gray it usually is. This tends to happen a lot at the beginning of the semester and when the library is SUPER busy. Do NOT checkout the room to the patron.
- When in doubt, REACH OUT. It is better to reach out to a supervisor than create complications for you and other staff members.
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