Policy and Procedure Statement 3.4.4
Conference and Instruction Rooms
September 2008
Scheduling for the Conference and Instruction Rooms at the Main Library
The four instruction rooms, Basement, Reference, and Beaumont Instruction Rooms, and North Conference Room, are meant as primary space for teaching users of the MSU Libraries how to use the various electronic tools and services we offer, in sessions presented by a Library Staff member. Reservations for the first three rooms should be limited to classes that require hands-on use of the machines. The instruction rooms have slightly different features. Depending on the class size, availability and resources needed, one might be more useful than the other.
In addition, there are two meeting rooms (South Conference and Center Conference) to facilitate group activity by Library Staff members according to the following guidelines.
All rooms are available whenever the Library is open.
I. Instruction/Meeting Room Descriptions
A. Basement Instruction Room (800 square feet)
· Located opposite the East Wing elevators on the ground floor, Room EG-2.
· Instructor workstation located at the front of the classroom
· 25 student computer workstations
· Projection (remote controlled) to display computer screen from the instructor computer.
· Dry erase board in front of classroom
B. Reference Instruction Room
· Located on 1-East, behind the Reference Law Collections.
· 25 computer workstations.
· Instructor workstation located in the front of the room
· Projection (remote controlled) to display computer screen from the instructor computer
· Dry erase board in front of classroom
C. North Conference Room (682 square feet)
· Located on 4-West, Room 449.
· Large table seats approximately 15 people.
· Additional theatre style seating for 65 people.
· This room can support computer and overhead demonstrations. No computers for student use.
· Dry erase board in front of classroom
D. Beaumont Instruction Room
· Located on 1-East
· 20 computers for student use
· Instructor station located in back of room
· Projection (remote controlled) to display computer screen from the instructor computer
· Dry erase board in front of classroom
E. Center Conference Room (340 square feet)
· Located on 4-West, Room 450.
· Seats approximately 10 people at the table with the potential to seat an additional 10-15 people.
· Dry erase board in front
· One computer for meeting use
F. South Conference Room (384 square feet)
· Located on 4-West, Room 452
· Seats approximately 10 people at the table with the potential to seat an additional 15-20 people.
· One computer for meeting use with projector
· Dry erase board in front
II. Scheduling Guidelines and Procedures
A. Sign-up for all meeting rooms on Microsoft Outlook.
· If conflicts for using the Instruction rooms cannot be worked out between library staff they should be referred to the Library Instruction Coordinator.
· A training page for using Microsoft Outlook to schedule rooms can be found at: http://intranet.lib.msu.edu/libin/roominstructions.htm
B. The first priority for all meeting rooms is MSU Library-related activities.
C. Library instruction rooms are reserved for MSU Library-related instruction presented by a Library Staff member.
D. To schedule rooms for a non-MSU Library-related group, the following rules shall be followed:
Conference Rooms
– Rental Fee:
$25–theatre style setup; $50–special room setup
· Unless a group is an All-University Committee or is a class with a specific library-related function that requires a meeting within the library coordinated by a Library Staff member, approval will generally not be granted.
· Groups seeking to use the room for speakers or films must have the approval of the Director of Libraries. For films, the group must have secured (at their expense) the public performance rights for the film.
· Requests for use of conference rooms by non-library groups should be forwarded to the Director’s Office.
Instruction Rooms –
· Unless a group is an All-University Committee or is a class with a specific library-related function that requires a meeting within the library led by a Library Staff member, approval will not generally be granted for use of the room.
· Requests for use of the instruction rooms must be approved by a librarian in the Library Instruction Unit or by staff in the Public Services Office.
D. All groups utilizing meeting room space should:
· As required, obtain a key to the room from Circulation and return the key promptly upon completion of the use of the room.
· Insure that use of the room does not disturb users in adjacent areas. In particular, groups are reminded to refrain from making noise when entering and leaving meeting rooms via public areas.
· All room/areas should be left as they were found. In particular, for those rooms in which food and drink are allowed, food and drink refuse should be removed to an area that will insure prompt removal. Chairs, if removed, should be returned to the room.
Page editor: Birdie Beckwith