Mansfield Library Classroom and Meeting Space Reservation and Use Policy

The Mansfield Library facilitates the intellectual and creative pursuits of all members of the University of Montana (UM) community and supports their information, education and cultural development in part by providing spaces within the library for study, collaboration, production and presentation.

 The Mansfield Library is a public building which includes classrooms and other designated spaces that may be reserved for use by UM students and employees. Meeting and event spaces may also be available for use by Affiliated Users and Non-affiliated Users in accordance with UMs Facilities Use and Access Policy and Facilities Use and Access Procedure. Based on the American Library Association’s Library Bill of Rights, and Code of Ethics, the Mansfield Library does not restrict room use on the basis of subject matter or the meeting/event sponsor’s beliefs or affiliations.  The content of meetings, events, and exhibits held in the library do not necessarily reflect the opinions of the Mansfield Library employees.   

This document outlines policies and procedures for the use of Mansfield Library classroom, studio and meeting rooms and spaces. Exceptions to these policies and procedures must be approved by the Dean of Libraries.


The five categories of library rooms and spaces that can be reserved for use by the UM community are:

  • Group Study Rooms
  • Studio and Presenation Production Spaces
  • Accessible Technology Room
  • Classrooms
  • Meeting and Event Spaces

 

Group Study Rooms

Group study rooms are available at Mansfield Library on the UM Mountain campus and at the Payne Family Library at Missoula College. Most group study rooms accommodate 2-10 people. All group study rooms have outlets and a whiteboard and some have special equipment. Find a group study room and reserve it now.

 Group Study Rooms at the Payne Family Library and on levels 2 and 4 of the Mansfield Library are available for reservation by University of Montana students and employees.

  • Group study rooms may be reserved in advance once per day for up to three hours.
    • Consecutive and same-day renewals will be allowed if the room is not reserved by another person. (With the exception of the Veteran’s Study Room – see below.)
    • Renewals must be made in person, after the first reservation has expired, at the Information Center Checkout Desk.
    • After the first three consecutive hours, if the room is requested by another person and no other rooms are available to accommodate that person, the original user may be asked to vacate.
  • Rooms may be reserved up to two weeks in advance using the room reservation system as well as at the Information Center Checkout Desk.
    • The online room reservation system requires users to log in using their NetID. Information Center personnel will not make reservations over the phone but instead will direct UM employees and students to the room reservation website.
  • Room keys are available at the Information Center Checkout Desk. GrizCard or photo identification is required.
  • Reservations will be held for up to 30 minutes into the reservation time period before the room will become available for a subsequent reservation.
  • Fines will be assessed at $.50 per hour for the late return of keys and $65 for a lost key replacement.
  • The individual named on the reservation is responsible for securing the room during their reservation and locking the room when they exit.
  • The individual named on the reservation is responsible for any individuals, and the actions of those individuals, invited into the space while the room is checked out in their name.
  • All personal belongings are the sole responsibility of the owner.
  • Technical support for Library equipment is available 7am-10pm and is provided by the Library’s Technology and Systems Services.

Veterans Study Room (Level 4, Room 407)

  • Reservations for and use of the Veterans Study Room follow the procedures noted above for Group Study Rooms, with the following exceptions:
    • The Veterans Study Room may only be reserved in advance by veterans who are students or employees of the University of Montana. Veterans will receive the room reservation password from the UM VETS Office.
    • Consecutive and same-day renewals will be allowed by veterans if the room is not reserved by another person. Renewals by veterans must be made in person, after the first reservation has expired, at the Information Center Checkout Desk.
    • Non-veterans may make a same-day reservation for the Veterans Study Room, when it is available, at the Information Center Checkout Desk. Non-veterans may reserve the room once per day for up to 3 hours. There are no renewals for non-veterans.

Study Rooms on Level 5 of the library are available for use on a first come, first served basis to all library users but are intended for quiet study only.

Studio and Presentation Production Spaces

The Mansfield Library has three types of studio spaces available for reservation by University of Montana employees and students:

The following rules and procedures apply to these studio spaces:

  • Each person may reserve one studio space per day for up to three hours.
    • Consecutive and same-day renewals will be allowed if the room is not reserved by another person.
    • Renewals must be made in person, after the first reservation has expired, at the Information Center Checkout Desk.
    • After the first three consecutive hours, if the room is requested by another person and no other rooms are available to accommodate that person, the original user will be asked to vacate.
  • Rooms may be reserved up to two weeks in advance using the room reservation system as well as at the Information Center Checkout Desk.
    • The online room reservation system requires users to log in using their NetID. Information Center personnel will not make reservations over the phone but instead will direct UM students and employees to the room reservation website.
  • A key is required to access the Studio Spaces. The key can be checked out at the Library’s Checkout Desk directly before your scheduled reservation. The key will be checked out only to the individual under whose name the reservation was booked. GrizCard or photo identification is required. The key must be returned to the Checkout Desk immediately when the reservation expires.
  • The individual named on the reservation is responsible for securing the room during their reservation and locking the room when they exit.
  • The individual named on the reservation is responsible for any individuals, and the actions of those individuals, invited into the space while the room is checked out in their name.
  • Reservations will be held for up to 30 minutes into the reservation time period before the room will become available for a subsequent reservation.
  • Fines will be assessed at $.50 per hour for the late return of keys and $65 for a lost key replacement.
  • All personal belongings are the sole responsibility of the owner.
  • The following procedures are expected of all users of studio spaces:
    • Food and beverages are not allowed in the studio spaces.
    • Do not touch the camera, lights, microphone, change any settings, or attempt to adjust projection/camera angles or unplug, modify, touch or troubleshoot any equipment in the studio.
    • Do not affix anything to the curtains, green or blue screen, or walls.
    • Do not lean on, push or move the control center table.
    • Return chairs to designated location and leave the room clean and ready for the next user.
    • Report if the door was unlocked when you entered and please lock the door when finished.
    • Altering the studio or leaving it in a condition not usable for the next patron will be grounds for loss of studio privileges and may result in other disciplinary actions.

 

Accessible Technology Room

The Accessible Technology Room (level 2, Room 209) can accommodate one to three people and is intended for quiet, distraction free study or use by persons who require the specialized assistive technologies housed in this location.

  • The room is available for use on a first come, first served basis to all UM students and employees. 
  • Room keys are available at the Information Center Checkout Desk. GrizCard or photo identification is required.
  • Technical support for equipment is provided by a cooperative effort of the Library’s Technology and Systems Services and Accessible Technology Services.
  • For training in the use of any of the assistive technologies (hardware and/or software) please contact Tim McHenry or call 243-4461 to make an appointment.

 

Classrooms

The Mansfield Library has three rooms which are used for the majority of library-related instruction:

  • Buckhous (Level 2, MLIB 284)
  • Student Learning Center (SLC) (Level 2, MLIB 283)
  • Archives and Special Collections Teaching Room (Level 4, MLIB 410)

Classroom use is intended primarily for individuals providing library-related instruction and for library-related events and library-sponsored events. Although primarily used by Mansfield Library employees, these classrooms are available for reservation by University of Montana employees and students.

The following rules and procedures apply to these classrooms:

  • Advance reservations (more than 24 hours out) of these classrooms is limited to library use and library-sponsored outreach and instruction weekdays between 9am and 5pm September-November and January-April.
  • Mansfield Library librarians have access to room scheduling software and may reserve a classroom for their own instruction on a first-come, first-served basis.
  • University of Montana students and employees may reserve these library classrooms outside of 9am-5pm from September-November and January-April for one-time (non-recurring) use by submitting their request to a library staff or faculty member. Requests must be submitted not more than 12 months in advance or less than 7 working days in advance.
  • Any library staff or faculty member may use the room reservation system to make a same-day or next-day reservation for an open classroom. Same-day and next-day reservations do not need to be for library or library-sponsored instruction or outreach purposes.
  • A key is required to access Buckhous and the Student Learning Center. The key can be checked out at the Library’s Checkout 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 or photo identification is required. The key must be returned to the Checkout Desk immediately following the event/meeting. The individual named on the reservation is responsible for locking the room for any time period when the room is empty.
  • Access to the Archives and Special Collections Teaching Room is through Archives and Special Collections. Food and drink are not allowed in the Archives and Special Collections Teaching Room and the room is only available 9am-4:45pm Monday-Friday.
  • All personal belongings are the sole responsibility of the owner.
  • Technical support for Library equipment is available 7am-10pm and is provided by the Library’s Technology and Systems Services.

 

Meeting and Event Spaces

The library has five areas which can be converted from their primary use as library study spaces into special purpose meeting and event spaces:

  • Poetry Corner
  • East Faculty Office Area
  • Room 322
  • Theta Rho Room
  • Learning Commons Presentation Area

The library’s meeting and event spaces may be used for library-sponsored events, library-related events and UM-related teaching, research and creative work. Meeting and event spaces may also be used by Affiliated Users and Non-affiliated Users in accordance with UMs Facilities Use and Access Policy and Facilities Use and Access Procedure.

The following rules and procedures apply to these spaces:

  • University of Montana students and employees may request to reserve these meeting and event spaces for one-time (non-recurring) use by submitting a request to a library faculty or staff member not more than 12 months or less than 7 working days in advance.
  • Mansfield Library faculty and staff may reserve a meeting or event space for one-time (non-recurring) use for themselves, or as a library sponsor of a non-library-related activity, using the room reservation system.
  • If room set up is required, a reservation for a meeting or event space must be made at least 1 working day in advance.
  • To maximize available study space within the library, the use of these spaces for meetings or events will not be allowed immediately before or during finals week.
  • 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 or space on the day of the scheduled event indicating the time the space is reserved for use.
  • Food and drink may be allowed during meetings and 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 available 7am-10pm and is provided by the Library’s Technology and Systems Services.