Library Room Scheduling

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(Discussions of Policy)
(Changes Needed)
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# The data for the Auditorium and Sun Room should not display the purpose of the meeting.
# The data for the Auditorium and Sun Room should not display the purpose of the meeting.
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=== Changes Needed ===
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=== Changes Needed/Bug List ===
* Room policy, description, expected equipment, and procedures for using the rooms are unwritten
* Room policy, description, expected equipment, and procedures for using the rooms are unwritten
* Photos and thumbnails are incomplete
* Photos and thumbnails are incomplete

Revision as of 20:44, 10 December 2008

Contents

Discussions of Policy with Questions and Comments

Several staff members have raised questions regarding a variety of policies. Quotes or other material from the web sites in the scheduling system are indicated in italic type so that comments about them are clearer.

General Policy for Library Use

The following principles guide the University Library space, reservation, and special event planning policy. These are already available at http://library.csu.edu/scheduling/. This page and all current pages require content review and completion.

  1. Library space is dedicated to furthering the mission of the Chicago State University and the Chicago State University Library in the areas of instruction and information technology.
  2. Library operations and public programming have top priority for scheduling University Library co-sponsored events with other University departments and divisions.

Comment 1

The policy statements above are too general to be of use in providing guidance. Guidance should indicate exactly how to provide approval or disapproval of requests and proposals. Some sorts of questions of a general nature arise, for example:

  1. Who or what group will determine priority for scheduling venues? "Library operations and public programming have top priority ..." does not provide details.
    1. Details need to be codified and written
    2. [Graham] A FAQ page on this wiki would be a good place to exchange ideas on several topics
      1. How to interact with patrons wishing to schedule, but being rejected because of policy infringement
      2. How to recognize patterns and help patrons with recurring events
      3. How to use the event as an opportunity to present some facet of library service (events are good places to pronote the library)
    3. The process of decision must be spelled-out, and those people responsible and accountable must be identified.
  2. Can meetings be held when the building is closed?
  3. Must library staff be present during meetings with other academic units when the building or area is closed after hours?
  4. Will the CSU academic calendar remain stable and consistent with an accurate CSU Library calendar of hours a year in advance? This would be needed to properly allow planning by users of the space.
  5. Detailed room usage policies must be written prior to allowing use of the systems, will they not, to prevent undesirable groups (e.g. NAMBLA, KKK) from scheduling events?
  6. How can monitoring of the requests be done faster than responding immediately when a telephoned request is made?
  7. Will network availability restrict the use of the system?

Comment 2

I don't feel that any rooms on the second floor need to be included in this program. By 'advertising' that these rooms exist and are available, they add to the endless conflict these rooms cause—that being—"I have my psych 203 class that need access to 30 PCs to do an psych assisgnment—please, please let me use 210." The present archaic system of requesting the room via phone or in person for specific library instuction works fine. Room 231 is a newly created room -- created by public service to house our faculty meetings. This room should not be advertised as an available room. [Graham] I doubt whether "hiding" by "not advertising" will be effective. Firm policy is needed, and exceptions denied.

General Policy for Room Scheduling

  1. Can meetings be held in some rooms, e.g. 144, when the building is closed to non-media uses?
  2. Should the purpose of the event or meeting be publicly displayed?
    1. [Graham] The program was written to display as much information as possible. Excluding data from the calendar is simple. Preventing display of detailed data is more difficult. Because the details page displays the CHANGE and DELETE options, these would have to be provided by other means.
  3. Are there concerns of privacy around what information is publicly displayed?
    1. What are these concerns? Perhaps because there is a mixture of public activity and closed-session activity, a means for denying a request can be handled off-line by the administrator. This will frustrate those who are denied a venue when no usage was displayed. Will the idea of "invisible event" solve this?
  4. Should the public be allowed to submit a request on line at all?
    1. [Graham] If requests are submitted from off-campus, how will frivolous postings be prevented?
  5. Would not telephoning requests allow more support and opportunity for settling issues?
  6. Will the third floor meeting rooms and/or those in Archives be scheduled using this system?

Policy for the Use of Particular Rooms

  1. Would it not be best to have one person, Tarshel Beards, handle scheduling all rooms?
  2. Are there requirements for how far in advance a particular room must be requested?
    1. [Graham] Should the hours of operation be included in edits for posting requests?
  3. How will backup and after-hours responses be provided?
    1. Administrators take vacations; requests must continue to be handled
    2. Requests entered in the evening for the next day will have expectations of being approved
    3. What is the policy-specified lead time for a request's approval?
  4. When the system is on-line, staff will be expected to respond within a short time, even when not on duty. How will this be resolved with regard to staff assignment of time?
  5. These issues require more monitoring and time consumed that paper-based scheduling? How will this be handled contractually?

Room 144, Media Laboratory (Cap. 24)

  1. What are the expected purposes for which this room is reserved?
  2. Who will be the room administrators?

Room 210, Library Instruction (Cap. 24)

  1. Who will be the room administrators?
  2. Room 210 is desirable to several non-library groups, e.g. OPTIONS. Will LIB 210 be available to non-library users?
  3. Will LIB 210 be reserved for Information Literacy uses only?
  4. Will LIB 210 continue to be used for within-library meetings such as the Structured Focus Group on Scheduling?

Room 231, Study Room (Cap. 8)

  1. Who will be the room administrators?
  2. Should this room be scheduled using this system or be available on a more ad-hoc basis?

Room 352, Conference Room (Cap. 16)

  1. Who will be the room administrators?
  2. Can this room be used when the library is closed?
  3. Can the room be used for more that 16 people legally?

Room 410, The Sun Room (Cap. 48)

  1. Who will be the room administrators?
  2. Can this room be used when the library is closed?

Room 415, Auditorium (Cap. 112)

  1. Who will be the room administrators?
  2. Can this room be used when the library is closed?

Room 454, Conference Room (Cap. 16)

  1. Who will be the room administrators?
  2. Can this room be used when the library is closed?

Operation

The scheduling calendar is available on the primary tool bar on most pages. On the home page it is accessed under the Services then Event Planning and Scheduling.

This introductory page divides the access to scheduling into a location centric and a date centric view. The date and location focuses are mutually accessible for ease of scheduling a venue at a particular time.

A form for provision of request data is available at http://library.csu.edu/cgi-bin/scheduling/addevent.py.

This link is accessible from

  1. The calendar view by clicking on a date numeral
  2. The room view by selecting a room or subordinate link in room data (policy, description, etc.)
    1. Activate a radio button under the thumbnail photograph, then
    2. Click Schedule a Room to access the request form. Note that the room you selected will be preselected in the form. Complete the data.

Questions and Changes

Requests for changing the scheduling calendar should be submitted on line using the help request ticket system using the Digitization Office choice for responder.

  1. When viewing the unapproved requests on the calendar, should the administrator for a room be able to see unapproved requests for all rooms for that month? [Graham] Yes.

Calendar Style and Features

Submit changes via the help request system.

Appearance

  1. The data for the Auditorium and Sun Room should not display the purpose of the meeting.

Changes Needed/Bug List

  • Room policy, description, expected equipment, and procedures for using the rooms are unwritten
  • Photos and thumbnails are incomplete
  • Contact information (email, telephone, location, hours) for all administrators is needed
  • Administrative procedures for approving/disapproving, changing, and deleting requests need to be rigorously tested

Technical Details

  1. Can the data gathered be used for reports?
  2. Can the data gathered be exported to other systems?

Status of the Site

Areas of the site are still incomplete, awaiting text and/or photos:

  1. Room policy, description, expected equipment, and procedures for using the rooms are unwritten
  2. Photos and thumbnails are incomplete
  3. Contact information (email, telephone, location, hours) for all administrators is needed
  4. Administrative procedures for approving/disapproving, changing, and deleting requests need to be rigorously tested
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