Group Study Rooms-- Policies

Group Study Room

Purpose and Scope:  This policy describes the group study room reservation process.

Policy Statement:  The Library provides group study rooms for current MTSU students, faculty, and staff to reserve.

Procedures: 

  • The group study rooms on the Library’s 4th floor are reserved online on a first come, first served basis and may be reserved for a maximum of 4 hours at a time.  Please note:  No waiting list for available group study rooms will be maintained. 
  • Group study rooms may be reserved up to one week in advance.
  • A valid MTSU ID will be required to pick up your reservation card.
  • Reservation cards are picked up at the 1st floor Service Desk.
  • Display the reservation card on the window of your assigned group study room.
  • Return the reservation card to the Service Desk when you are finished using the room.
  • Reservations will be held for 30 minutes and will be cancelled if the reservation card is not picked up from the 1st floor Service Desk within that time period.
  • The Library is not able to supply the names of individuals reserving group study rooms, nor the location of an individual in a group study room.
  • Problems with technical equipment in the group study rooms should be directed to Technology Services, 1st Floor, 898-5666.
  • Groups in reserved group study rooms must adhere to all Library policies and procedures

Related Policies:  Presentation Practice Room Reservation Policy, Meeting Spaces Reservation Policy, Graduate Research Carrels Policy

Responsible Unit:  Service Desk/Library Administrative Office

Date:  June 26, 2013

Revisions:
August 8, 2013

See other available Library work spaces here: http://library.mtsu.edu/spaces.php.

Questions
Questions about group study reservations may be directed to the Service Desk at (615) 898-2817 (option 1).


Meeting Place 2 Policies

Meeting Place 2 is a partially enclosed, reservable space in room 248 on the library 2nd floor. It is equipped with a reconfigurable conference table and movable whiteboard partitions.  A Mac or  PC laptop is available for checkout and may be hooked up to a wall-mounted large-screen monitor. Meeting Place 2 is recommended for 8-16 people. Make a reservation for Meeting Place 2.

Hours:
Available for 1-3 hour reservations (no renewals)

  • Reservations are available from 1 hour after Library opening until 2 hours before Library closing. See Library hours.
  • NOTE:  Groups may use the spaces until closing time without a reservation, but equipment will not be available after reservation hours.

General Policies:

  • For larger groups, see Meeting Place 4, which is recommended for 20-56 people.
  • Reservation notices will be posted in the area at the beginning of each day. Groups may use the Meeting Places without reservation as long as they are available but will not be able to use the equipment.
  • The wall-mounted monitors may be used by reservation only.
  • As Meeting Place 2 is a semi-enclosed areas in a larger group-use room, groups using the areas should expect some ambient noise. Users in the larger space may not be asked to leave or refrain from talking.
  • Computer equipment: The Library Technology Services desk staff (1st floor) are able to assist with turning on and setting up presentation equipment. Users may not install additional software on the LTS laptops but may attach their own computers to the monitor.

Procedures:

  1. Meeting Place 2 may be reserved online up to three months in advance.
  2. Check in at the Technology Services desk (1st floor) to obtain a reservation card and to borrow a laptop or laptop cables for personal laptops, if needed.
  3. Reservations will be held for 15 minutes, after which time the reservation may be cancelled.
  4. Post the “In Use” reservation card in the area while using the Meeting Place and return it to the Technology Services Desk when you are finished.

Reservation Instructions:

  • View the online calendar (MP2) for room availability and to request a reservation. 
  • Please submit reservation requests at least 48 hours prior to desired time. 
  • Reservations may be requested up to three months in advance.
  • For first time requesters wishing to use the technology features of the Meeting Places, please arrive 15 minutes early so that Library personnel can instruct you on equipment use.

Room Use Policies and Guidelines:

  • Available to MTSU students, faculty, and staff with valid ID. 
  • Users of Meeting Places 2 are responsible for all Library equipment in the space and should report any damaged or missing equipment immediately to the Library Technology Services desk.
  • Call 615-904-5666 or see the LTS desk if you experience technical problems.
  • Noise levels must be appropriate to the Library’s environment.
  • Meeting Places 2 is in a group zones and is therefore not expected to be quiet. The wall-mounted monitor has functional speakers and may be used for presentations and videos with audio, but as all areas of the library are academic spaces, users are asked to be considerate of others. Library staff will use their discretion regarding excessive and disruptive noise and physical activity.
  • All furniture and equipment must be restored to original position when finished with the room.
  • Users must abide by the MTSU Computer and Network Acceptable Use Policy and all Library policies
  • Walker Library is not responsible for lost or stolen items.
  • After you have received your reservation confirmation, arrive at the Technology Services (TS) desk 15 minutes prior to your scheduled reservation time.
  • Present your MTSU ID to Technology Services personnel to check out the room and desired equipment.
  • Meeting Place reservations will be held for 15 minutes beyond the reservation time.  After that time period, reservations will be cancelled.
  • Technology Services personnel will present you with a reservation slip to post on the bulletin board in the room.
  • Before using a Meeting Place , please report any damage to the Technology Services desk. 
  • Beverages in spill-proof containers are permitted.  Please abide by the Walker Library Food and Drink Policies.
  • At the end of your reservation time:
    1. Log out of your computer session
    2. Power off all equipment
    3. Clean up after yourself
    4. Return furniture to original locations
    5. Return Technology Services laptop and/or equipment to the desk.

AVAILABLE MEETING PLACE EQUIPMENT 

Check out from Technology Services Desk:

In a kit:
  • TV Remote
  • VGA cable
  • HDMI/DVI cable
  • Ethernet cable
  • Power cable
  • Presentation Remote including laser pointer
  • Mac Adapter (if checking out the Mac)

Laptop:

  • Dell or Mac Laptop and charger

Meeting Place Equipment Fines and Costs Policy:

  • Late TS laptop return fines are $1.00 per hour to a maximum of $27.00
  • Lost TS laptop return fines are $1700.00 plus accrued overdue fines and a non-refundable $20.00 service charge.
  • Lost TS remote, power cable, and laser pointer fines are $10.00 plus accrued fines and a non-refundable $20.00 service charge.
  • Lost TS laptop cable fine is $5 plus a non-refundable $20.00 service charge
  • Lost VGA or HDMI/DVII cables are $50 plus a non-refundable $20.00 service charge

Technical Support – Call 898-5666 for support:

  • Support is provided to assist with any minor system problems or questions which may occur related to use of the equipment.
  • Please Note:  Failure to follow these policies, or other applicable library policies, may result in a temporary or permanent suspension of access to this room and our group study rooms and meeting places.
  • If you find that the room was left in poor condition by the previous occupants, please report this immediately to the Technology Services desk.

Make a Reservation for Meeting Place 2


Meeting Place 4

Meeting Place 4 is located on the 4th floor in room 462.  This is an enclosed room that may be reserved for groups of 20-56 people.   The space may be reserved by students, faculty or staff with MTSU ID for MTSU educational purposes.   When not reserved, the room will be open for general study use.

 Make a reservation for Meeting Place 4.

Room reservations are for 1-3 hours/day with no renewals or extensions.
Room must be reserved at least 48 hours in advance.
Reservation times begin 1 hour after Library opening and end 2 hours prior to closing.  (See library hours on home page.)

Equipment: 
Technology must be requested. A large mobile touch screen is available with advance reservation through the online reservation system. Equipment is subject to availability. 

Users requesting technology must check in at the Library Technology Service desk on the first floor of the Library to present ID and claim the reservation for the room. 

Seating and tables are reconfigurable within the space.

Reservation Instructions: See the online reservation system for Meeting Place 4 room availability and to request a reservation. 

  • Please submit reservation requests at least 48 hours prior to desired time. 

Room Use Policies and Guidelines:

  • Available to MTSU students, faculty, and staff with valid ID. 
  • Users of Meeting Place 4 are responsible for all Library equipment in the space and should report any damaged or missing equipment immediately to the Library Technology Services desk.
  • Call 615-898-5666   for technical assistance during your meeting. See the Library Technology Services desk on the first floor if you experience technical problems.
  • Noise levels must be appropriate to the Library’s environment.
  • Meeting Place 4 is considered a group zone in the library and is therefore not expected to be quiet. Library staff will use their discretion regarding excessive and disruptive noise and physical activity.
  • All furniture and equipment must be restored to original position when finished with the room.
  • Users must abide by the MTSU Computer and Network Acceptable Use Policy and all Library policies
  • Walker Library is not responsible for lost or stolen items.
  • After you have received your reservation confirmation, arrive at the Technology Services (TS) desk 15 minutes prior to your scheduled reservation time.
  • Present your MTSU ID to Technology Services personnel to check out the room and desired equipment.
  • Meeting Place reservations will be held for 15 minutes beyond the start of the reservation time.  After that time period, reservations will be cancelled.

Meeting Place Equipment Fines and Costs Policy:
Lost or damaged equipment will be charged to the requestor at a cost equal to replacement.


Presentation Practice Room Policies

The Presentation Practice Room allows students to practice and record presentations. The purpose of this space is for practicing and refining presentations for classes, seminars, conference presentations, thesis defense, etc. The room is not intended to be used to actually host seminars. Make a Reservation.

General Policies

  • The Presentation Practice Rooms are intended for individuals and groups of up to 7 to practice and edit presentations.  Additional Group Study Rooms are available for reservation on the 4th floor of the Library by contacting the Service Desk, 1st Floor lobby.  There are also study rooms on all floors of the Library that are available without scheduling.
  • The Presentation Practice Rooms can only be reserved by current MTSU students with a valid ID.  Students should not let student groups into the room during or after their reservation time.
  • Users of the Presentation Practice Rooms agree to the Presentation Practice Room Policy and Use Guidelines.
  • Groups or individuals using the Presentation Practice Rooms for uses other than their intended purpose may be asked to leave.
  • The room will not be reserved by University departments, faculty, or staff, nor by parties not affiliated with MTSU.  Faculty and staff may be present in the room to assist students, but may not make the reservation request.
  • The room is not to be used strictly for meeting purposes or for regularly scheduled events.

Hours:  
Available for 1 or 2 hour reservations (no renewals)

Room Features:

  • PC with monitor, keyboard, and mouse
  • Flat-panel screen to display presentations to an audience (with remote available for checkout at DMS desk)
  • Wall connection for laptops (you may check out a laptop and/or laptop video cables from Library Technology Services, 1st Floor Walker Library)
  • Whiteboard (eraser and markers in DMS)
  • Conference table and seating for up to six
  • Lectern
  • Video camera (with remote)

Room Use Policies and Guidelines:

  • Available to MTSU students with valid ID only.  MTSU faculty/staff interested in presentation practice facilities should contact the Learning Teaching and Innovative Technologies Center (LT&ITC) at 615-494-7616.
  • Students are responsible for all equipment and should report any damaged or missing equipment immediately to the Digital Media Studio desk.
  • Directions for recording and burning presentations are available in the Presentation Practice Rooms.
  • Call 615-904-8526 or see the DMS desk if you experience technical problems.
  • Rooms must be attended at all times or locked when vacant.
  • Noise levels must be appropriate to the Library’s environment.
  • All furniture and equipment must be restored to original position when finished with the room.
  • Users must abide by the MTSU Computer and Network Acceptable Use Policy and all Library policies
  • Walker Library is not responsible for lost or stolen items.
  • After you have received your reservation confirmation, arrive at the Digital Media Studio desk 5-10 minutes prior to your scheduled reservation time.
  • Present your MTSU ID to DMS personnel to check out the room and desired equipment
  • Sign the Walker Library “Presentation Practice Room Use Agreement” form. 
  • Presentation room reservations will be held for 15 minutes beyond the reservation time.  After that time period, reservations will be cancelled.
  • DMS personnel will present you with a reservation slip to post on the room door.
  • Before using the Presentation Practice Room, please report any damage to the Digital Media Studio desk.
  • Beverages in spill-proof containers are permitted.  Food is not permitted in the Presentation Practice Rooms.
  • At the end of your reservation time:
    1. Log out of your computer session
    2. Power off all equipment
    3. Clean up after yourself
    4. Turn off lights
    5. Close door and ensure it is locked behind you
    6. Bring reservation slip back to DMS desk
    7. Return equipment to DMS desk for check in (Walker Library laptops and cables must be returned  to LTS Desk)

AVAILABLE PRESENTATION PRACTICE ROOM EQUIPMENT
Check out from Digital Media Studio:

  • Camera remote
  • Flat-screen remote
  • Dry erase markers and eraser
  • Laser pointer

Check out from Library Technology Services Desk:

  • Laptop
  • Laptop cables

Presentation Room Equipment Fines and Costs Policy:

  • Late DMS equipment return fines are $1.00 per hour up to a maximum of $27.00
  • Lost DMS equipment fines range from $10.00 to $100.00 per lost item plus accrued overdue fines and a non-refundable $20.00 service charge.

Technical Support – Call 615-904-8526 for support:

  • Support is provided to assist with any minor system problems or questions which may occur related to use of the equipment.
  • Please Note:  Failure to follow these policies, or other applicable library policies, may result in a temporary or permanent suspension of access to this room and our group study rooms and meeting places.
  • If you find that the room was left in poor condition by the previous occupants, please report this immediately to the DMS desk.

Revisions: January 12, 2016