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Reservation Policy for Drinko
Collaboration, Team and Study Rooms
Effective 2/1/1999 Revised 2/1/1999

Statement:
A policy for the Reservation of Study, Team and Collaboration Rooms in the Drinko Library is detailed.

Items include:
Who may reserve.
Length and frequency of reservations.
Terms of use.
Reservation Procedure, and
Delegated authority.

Purpose:
To provide for fair and equitable use of these limited facilities by students, faculty and staff and simultaneously provide for adequate protection and maintenance of the associated equipment.

Scope:
Rooms in the Drinko Library that are designated as Study, Team or Collaboration Rooms.

Audience:
All students, faculty, and staff of Marshall University.

THE PURPOSE OF THE TEAM AND COLLABORATION ROOMS
It is assumed that the use of any Marshall University Facility is solely for the purpose of furthering the mission of the University in the areas of instruction, research, community service, and economic development. These rooms were designed specifically to facilitate this requirement by providing locations for small (2 individuals), medium (3 to 4 individuals), and large (5 to 10 individuals) groups to meet, study, and collaborate locally or with remote individuals or groups via a teleconference medium. These facilities were designed principally to accommodate ad-hoc needs and were intended to be scheduled for repetitive meetings or classes only when the technologies in these rooms are constantly required.

DEFINITIONS
Study Rooms - DL229, DL230, DL330, DL331, DL332, DL333, DL334, DL 335, DL346, DL347

Team Rooms - DL222, DL223, DL 224, DL225, DL226, DL228, DL231, DL 232, DL345

Collaboration Rooms - DL 234, DL 236, DL341

Group - 2 or more individuals

Small Group - Study rooms accommodate 2 individuals

Medium Group - Team rooms accommodate 3 to 4 individuals

Large Group - Collaboration rooms accommodate 6 to 10 individuals

USE OF THE TEAM AND COLLABORATION ROOMS

The rooms will be scheduled for small (study room), medium (team room), or large (collaboration room) group use only.
Student, Faculty, and Staff use of these facilities for activities directly related to the mission of the University takes precedence over other requests for use.
Needs for the collaboration or teleconference equipment augmentation will take precedence over an unaugmented "meeting" or study group.
The rooms will be scheduled only in 2 hour blocks. A reservation request may contain requests for no more than 2 blocks (4 hours) in a 2 week period no more than a month in advance. The rooms may be used by small or medium groups on a first come first served basis if the room is unscheduled and unoccupied for any 2 hour block. Single individuals will please relinquish rooms for group use.
Rooms will be assigned based on group size and equipment needs (i.e., requests for specific space may not be honored in order to more efficiently use the spaces).
Requests for recurring reservations will be considered by the Information Technology Management group in consultation with the Vice President for Academic Affairs. Criterion for consideration include:
Size of Group, constituency, and purpose as it relates to the University mission
Need for consistant and continual use of collaboration or telecommunications augmentation
Demand for these facilities.
No reservations for space can be guaranteed if the request is made less than 48 hours before the event and under no circumstances will requests submitted with a lead time of less than 4 business hours be accepted.
This policy will be posted in each room for reference.
The reservation schedule will be posted outside each room for reference.
A contact for reporting problems with the room will be posted with this policy and the room schedule.
The individual making the reservation will be responsible for the care and use of the facilities and equipment, cleanup at the end of the event, and is requested to be present during their use.
Entering the room constitutes acceptance and acknowledgement of this policy.
No food or drink is allowed in these rooms.
Anyone not adhering to this policy may be denied future use.
Any requests for exceptions to this policy must be reviewed and approved by the Information Technology Management Group.

SCHEDULING PROCEDURE

Scheduling requests from students, faculty and staff will be made by completing the web or paper form and submitting it to the Customer Services group of Computing Services. This form must be filled out completely for the reservation request to be valid.
Scheduling requests by outside organizations will be made through Facilities Scheduling in conjunction with the Customer Services group of Computing Services.
Confirmation will be returned by email or phone the next working day.
Schedules will be available on the web and weekly schedules will be posted on the outside of each room and updated daily.
Requests for recurring reservations for a given semester must be received one month prior to the deadline for submission of that semesters course schedule to the registrars office.
The reservation form can be found at www.marshall.edu/ucs/cs/teamroomform.asp