Mansfield Library Classroom and Meeting Room Policies

Policy Category:
Building/Facilities (Library)
Date Proposed:
July 2005
Date Adopted:
July 2005
Reviewed/Revised:
January 2007; August 2011
Approved by:
Division Heads Group and Library Faculty
References:
none

Use of Mansfield Library Meeting Rooms

Because library-related instruction peaks at the beginning of each semester, use of the Mansfield Library classrooms, meeting rooms, and special use areas have been designated for library use and library-sponsored instruction only during the months of September–November and February–April.

The University of Montana faculty, staff, and students may reserve library classrooms and meeting rooms only on a non-recurring basis during the months of December–January, and May–August.

A general description of library classrooms, meeting rooms, and special use areas is provided below. The general use guidelines outlined below apply to all meeting rooms. Click on the room name in the general description area to link to room-specific information and use guidelines.

General Descriptions

The Buckhous Room is a library general meeting room and library classroom space. Its primary purpose is to conduct the business of the libraries and library instruction.

The Student Learning Center is a smart classroom intended for hands-on instruction that provides students wireless access and access to networked computers. This room has been designated for library instruction. Instruction is the first priority and therefore the room may not be available for meetings.

The Archives Teaching Room has been designated for library instruction with a priority for Archives and Special Collections faculty and staff and therefore may not be available for meetings.

The library has two special purpose rooms: the Poetry Corner and the Theta Rho Room. The Poetry Corner is primarily a library study area and seminar room and secondarily is used as a library instruction and general meeting space.. The Theta Rho Room is primarily a library study area that may also be used as a meeting space, classroom space for library-related instruction, and as an event space for Mansfield Library sponsored events. The Dean of the Libraries may grant an exception and approve a non-library event.

General Use Guidelines

  • University faculty, staff, and students may schedule a library classroom or meeting room on a non-recurring basis and only during the months of December–January and May - August.
  • Exceptions to the general or room-specific use guidelines may be approved only by the Dean of Libraries.
  • Food and drink may be allowed during special events in accordance with University Catering Services policy.
  • A $75.00 cleanup fee will be charged when food is served.
  • All personal belongings are the sole responsibility of the owner.
  • Technical support for Library equipment is provided by the Library’s Technology and Systems Services.

Scheduling

Library-related instruction is our first priority. Library faculty and some library staff have been granted access to the library’s electronic room scheduling calendar and may schedule library-related classes directly. Scheduling procedures for non-library-related activities are specific to each room. Rooms can be scheduled for non-library-related purposes at least three (3) days and no more than seven (7) days in advance during December–January and May–August. Please refer to room-specific information for scheduling instructions.

BUCKHOUS SEMINAR ROOM (Mansfield Library, Level 2, MLIB 284)

  • Can I use the Buckhous Seminar Room?

    Use of the Buckhous Room’s is limited to library-related meetings and instruction from September–November and February - April. During the months of December–January and May–August, the University of Montana faculty, staff, and students may reserve the room on a non-recurring basis only to conduct University-related activities.

  • How big is the Buckhous Seminar Room?

    Fire code sets a room capacity of 49 people.

  • What kind of furniture and equipment is available in the Buckhous Seminar Room?
    • Tables and chairs (contact Library Administration at 406-243-6800 for more information about seating configurations)
    • Telephone
    • Whiteboards
    • Projection Screen
    • Projector
    • Wireless Access
  • How do I schedule the Buckhous Seminar Room?

    Please call the Library’s Administrative Office at 406.243.6800. Administrative Office hours are Monday-Friday, 8:00 a.m. to 5:00 p.m., excluding holidays.

  • What do I need to know to access the room and use its equipment?
    • A key is required to access the room.
    • The key can be checked out at the Library’s Circulation Desk directly before your scheduled meeting or event.
    • The key will be checked out only to the individual under whose name the reservation was booked. GrizCard identification is required.
    • The individual named on the reservation is responsible for locking the room for any time period when the room is empty.
    • The key must be returned to the Circulation Desk immediately following the event/meeting.
    • Technical support for Library equipment in the Buckhous room is provided by the Library’s Technology and Systems Services. For assistance during a session call the Circulation Supervisor on duty at extension 4071 or visit the Information Center Desk located in the main lobby (third level).

STUDENT LEARNING CENTER (Mansfield Library, Level 2, MLIB283)

  • Can I use the Student Learning Center?

    Yes, University faculty, staff, and students may reserve the room on a non-recurring basis during the months of December–January and May–August. Because September–November and February–April are peak times, use of the room is limited to library-related instruction and business only.

  • How big is the Student Learning Center?

    Fire code sets a room capacity of 49 people.

  • What kind of furniture and equipment is available in the Student Learning Center?

    The Student Learning Center is a smart classroom intended for hands-on instruction that provides students wireless access and access to networked computers. There are:

    • 30 networked computer stations
    • One additional networked station with disability accommodations (equipment and software)
    • One networked instructor station
    • A projector and projection screen
    • Whiteboards
    • One color and one black and white printer
    • Telephone
  • How do I schedule the Student Learning Center?

    Contact the Information Center desk at 243-6866 to schedule the room for instruction. Note that all non-library faculty instruction requests are referred to the appropriate liaison librarian or to the Library Instruction Coordinator for scheduling.

  • What do I need to know to access the room and use its equipment?
    • A key is required to access the room.
    • The key can be checked out at the Library’s Circulation Desk directly before your scheduled meeting or event.
    • The key will be checked out only to the individual under whose name the reservation was booked. GrizCard identification is required.
    • The individual named on the reservation is responsible for locking the room for any time period when the room is empty.
    • The key must be returned to the Circulation Desk immediately following the event/meeting.
    • Technical support for Library equipment in the Buckhous room is provided by the Library’s Technology and Systems Services. For assistance during a session call the Circulation Supervisor on duty at extension 4071 or visit the Information Center Desk located in the main lobby.

ARCHIVES TEACHING ROOM (Mansfield Library, Level 4, MLIB 410)

  • Can I use the Archives Teaching Room?

    The Archives Teaching Room has been designated for library instruction and is primarily for use by library personnel. Instruction is the first priority and therefore the room may not be available for general meetings. The room is only available from 9am-5pm Monday-Friday. During the months of December–January and May–August University of Montana faculty, staff, and students may reserve the room on a non-recurring basis.

  • How big is the Archives Teaching Room?

    Fire code sets a room capacity of 66 people.

  • What kind of furniture and equipment is available in the Archives Teaching Room?
    • Tables and chairs (6 tables and 18 chairs)
    • Wireless Access
    • Projector and projection screen
    • Telephone access
  • How do I schedule the Archives Teaching Room?

    To request use of the room, contact the Library Administrative Office at 406.243.6800

  • What do I need to know to access the room and use its equipment?
    • Access to the Archives Teaching Room is through Archives & Special Collections.
    • The room is open only during normal hours of operation of Archives and Special Collections. Food and drink are NOT allowed in the Archives Teaching Room, except by special permission.

POETRY CORNER (Mansfield Library, Level 5, MLIB 511)

  • Can I use the Poetry Corner?

    The Poetry Corner is used primarily as a library study area and seminar room and secondarily as a library instruction and general meeting space. University of Montana faculty, staff, and students may reserve the room for University-related business on a non-recurring basis only during the months of December–January and May–August.

  • How big is the Poetry Corner?

    Fire code sets a room capacity of 49 people.

  • What kind of furniture and equipment is available in the Poetry Corner?
    • Tables and chairs (four tables and 16 chairs)
    • Wireless Access
  • How do I schedule the Poetry Corner?

    Please contact the Library Administrative Office at 406.243.6800 at least three working days in advance.

  • What do I need to know to access and use the room and its equipment?
    • The room is generally open during the Library’s normal hours of operation.
    • A sign will be placed outside the room on the day of the scheduled event indicating the room is reserved for use.
    • Persons who have reserved the room may request occupants vacate the space for the scheduled activity. If assistance is needed, contact the supervisor on duty at the Circulation Desk on Level 3.
    • Technical support for Wireless Access may be requested by contacting the Circulation Supervisor on duty at extension 4071.

THETA RHO ROOM (Mansfield Library, Level 4)

  • Can I use the Theta Rho Room?

    The Theta Rho Room is primarily a library study area that may also be used as a meeting space, classroom space for library-related instruction, and as an event space for Mansfield Library sponsored events. The Dean of the Libraries may grant an exception and approve a non-library event.

  • How big is the Theta Rho Room?

    The room can accommodate approximately 50 people seated or 100 people standing.

  • What kind of furniture and equipment is available in the Theta Rho Room?
    • Chairs
    • Coffee tables and end tables
    • Wireless Access
  • How do I schedule the Theta Rho Room?

    Please contact the Library Administrative Office at 406.243.6800.

  • What do I need to know to access the room and use its equipment?
    • Display cases will remain in place during events. Care must be taken to protect them and their contents.
    • A sign will be placed outside the room on the day of the scheduled event indicting the time the room is reserved for use.
    • Persons who have reserved the room may request occupants vacate the space for the scheduled activity. If assistance is needed, contact the supervisor on duty at the Circulation Desk on Level 3.
    • Technical support for Wireless Access may be requested by contacting the Circulation Supervisor on duty.

GROUP STUDY ROOMS

University of Montana students, faculty and staff will be able to reserve group study rooms in two-hour blocks at anytime up to two weeks in advance on the Mansfield Library website by clicking on “Reserve Group Study Rooms” as well as on the spot at the Information Center check-out desk. Users need to log into the reservation system using their NetID. The Information Center check-out desk will be the point of service.

  • Reservations will be held for up to 30 minutes into the reservation time period before the room will become available for a subsequent reservation.
  • Renewals will be allowed for subsequent two-hour blocks of time in the same room as long as it is available. Renewals must be made in person at the Information Center check-out desk. After the first 2 consecutive hours, if the room is requested by another and no rooms are available, the user may be asked to vacate.
  • Information Center personnel are not expected to make reservations over the phone but to direct students to the website.
  • Fines will be assessed at $.50 per hour for the late return of keys and $65.00 for a lost key replacement.