Training and Meeting Rooms Guidelines

General Guidelines
General Procedures
Special Rules for Room 310
Film Showings in Room 103--Procedures

The library has four rooms which are available for use by faculty, staff and students: the Technology Training Room (310), the Seminar Room (209), the Integrated Learning Center (103), and the Media Presentation Room (101Q.)   The first three are scheduled by Reference Department staff.  Room 101Q is scheduled by CLT staff and is not addressed in the guidelines below. In order to assure the most efficient use of these rooms, scheduling will be done in accordance with the priorities listed below.

 General Guidelines

 1. Priority will be granted to instructional use by the Library and CLT staff, and GIS classes.

 2. Trinity faculty, staff and students can request the use of a room when:

a.    the request does not conflict with a priority use. Non-priority users may be asked to accept other arrangements if priority users need a room at the scheduled time. Alternate arrangements may include moving to another room in the library, or providing the required equipment in the regular classroom. Schedules are fixed one week in advance.

b.    the request requires the use of the equipment in the room.

c.    it does not conflict with additional rules for rooms 310 or 103.

General Procedures

1.  To submit the request, contact the Reference Dept. at x8130 during regular business hours
(8-5 Mon-Fri) OR request a room online by completing a meeting request form using Outlook.

2.  As a courtesy to other users, please do not request a room for more than 3 consecutive time slots (e.g., the 9:30 – 10:30 am slot for the next three MWF class times).  Training rooms are not to be used as a surrogate for a regular classroom.

3.  Confirmed reservations will be posted in Outlook.

4.  Reservation of Room 103 for student presentation practice time is limited to 2 hours per user between the hours of 5 p.m. and 9:45 p.m.  Since room 310 will be used as an open lab for students after 5:00 p.m., it cannot be reserved for practice time.

5.  The requestor should go to the CLT desk to ask that Room 103 be unlocked for their schedule time slot, if required.  Room 310 is never locked.

6. If equipment is requested that must be supplied by CLT, the Reference Dept. staff will first confirm the availability of the room, and if a reservation is made, immediately send the equipment request to CLT staff (currently, Petra Ortiz and Robert Miller).

7.  All rooms are to be left in the condition in which they were received. It is the responsibility of the requestor (faculty, staff or student) to clear the room, turn off the projector and lights, and lock the door. If rearranged, furniture must be returned to its original configuration before the requestor leaves.

8.  Any loss of or damage to the equipment in the rooms is the responsibility of the user.

Special Rules for Room 310

During the Fall and Spring semesters the following rules apply for room 310:

 1.  Reservations from the Library and CLT staff only will be accepted for the time period of 8:30am to 12:30pm Monday-Friday.

2.   Reservations for GIS-based classes that need to use the computers on a regular basis can schedule the room from 12:40pm to 5:00pm Monday-Friday.  Faculty contemplating this use of the room should discuss their plans with Jeremy Donald, the library’s GIS liaison, or Michelle Millet, information literacy coordinator, before requesting this room, as the Registrar must have permission from the library staff.

3.   Other faculty and staff may request use of the room no more than one week in advance through the eighth week of each semester (assuming that the room is needed for its equipment).  Beginning the eighth week of the semester, requestors may make reservations more than one week in advance.

4.      No one may reserve the room for a full day (more than four consecutive hours) from the first day of classes through the last day of finals. Exceptions may be made for Spring Break.

Procedures for Film Showings in Room 103

1.     Users wishing to reserve room 103 are subject to the general room guidelines listed above.

2.     Requests to use this room to screen movies should call Reference at x.8130 or create a room request in Outlook.  The request should state the title of any library film that will be shown in the notes field of Outlook.

3.     After confirming the reservation of the room, Reference staff will forward the film information to Circulation staff, who will pull the film in advance of the screening time to ensure its availability.

4.     On the date of the screening, CLT staff will pick up the film at Circulation, open room 103, and prepare the film for viewing.  CLT staff will retrieve the film when locking the room after the showing and return it to Circulation.  Circulation or Reference staff may assist with this process, if needed, when available.

Revised December 2006