Training and Meeting Rooms Guidelines

General Guidelines
General Procedures
Special Rules for Room 310 and Room 103

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. For Room 103, priority will be granted to instructional use by the Library and CLT staff.

 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. Priority will be given to those faculty who need the space to utilize library and/or research materials, databases, or library software.

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

General Procedures

1.  Submit requests for rooms through T-Space, the campus-wide calendaring and room reservation system.  If you require login information to request a room or event reservation, please contact the office of the registrar at roffice@trinity.edu.

A confirmation will be sent once the reservation has been confirmed through T-Space. T-Space provides the option for noting equipment/service requests from CLT with your reservation request.  Requests for audio/visual equipment or services from the CLT are not guaranteed by making this request. AV requests are honored based on available equipment and staff.  If you do not receive a confirmation from the CLT within 24 hours after making this request, please contact the CLT for a confirmation.  Call 999-7323 or email the CLT@trinity.edu.

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).  Library rooms are not to be used as a surrogate for a regular classroom.

3.  Since room 310 will be used as an open lab for students after 5:00 p.m., it cannot be reserved for student presentation practice time.

4.  Room 103 has been upgraded for the Expanding Horizons information literacy project and will no longer be used for film viewings or student presentation practice after hours.  For assistance with either of these activities, please contact the CLT.

5.  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.

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

Special Rules for Room 310 and Room 103

During the Fall and Spring semesters the following rules apply to these spaces::

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

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 tenth week of each semester (assuming that the room is needed for library-related work).  After the tenth week or Nov. 6^th of the semester, requestors may make reservations more than one week in advance. This means if someone would like to use the room in October, they will need to wait one week prior to reserve the space in order to allow priority users time to make their reservations.

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.

Revised September, 2009