Conference Room and Classroom Use Guidelines 2007-2010

The following guidelines apply to HSL Conference rooms 527 (A & B), Videoconference Room 328; Biogen Idec Classroom 307 and Small Classroom 329; and Group Study rooms 129, 131, 230, 231, 320, 324, and 325.

These guidelines have been revised and extended from Spring 2007 through Spring 2010, while Health Affairs buildings near the library continue to undergo renovation. These guidelines will be reviewed regularly and may change substantially after this period of renovation in neighboring buildings subsides.

Policy

1. HSL staff and UNC at Chapel Hill faculty, staff, and students may reserve these rooms.
2. HSL has priority use of its space and manages use of these rooms. In rare cases, a group may be asked to change their reservation or may be bumped from a room they have reserved. Academic classes and events open to the public are exempt from this.
3. Priority will be given to Health Affairs courses displaced by campus renovations. From Spring Semester 2007 through Spring Semester 2010, semester and yearlong reservations for courses will be considered.
4. Next priority will be given to campus interdisciplinary groups for short term or semester use.
5. All other use will be considered as short term and on a first come, first served basis.
6. Each room has a maximum capacity that must be observed for use.
7. Evening (after 5pm) and weekend use of conference rooms is limited to library sponsored functions.
8. Room use is "as is," i.e., users will need to bring projectors, laptops, or other equipment if it is not already supplied in the particular room reserved. Audiovisual support is provided by the ITS Classroom Hotline via red hotline phones. More information about the rooms can be found at http://www.hsl.unc.edu/AboutLib/Building/rmreservation.cfm
9. To avoid injury, only trained library staff may operate the partitions in room 527 A & B. Call 966-2111 or 962-0800 and ask for Library Administration to arrange this for you.
10. Use of the classrooms is for instructional support and use of library resources. Hands-on use by participants is given priority in filling classroom reservation requests. Library staff may ask patrons using these classrooms to discontinue activities that can interfere with operation of the hardware or software, that fall under the campus sexual harassment policy, or that prevent UNC-CH affiliated patrons from reasonable access to these spaces. These activities include gambling, pornography, shopping, and Internet gaming.
    A. Users of the computers in the classrooms are to adhere to the
    • UNC-Chapel Hill Data Network Acceptable Use Policy (7 April 1998) http://www.unc.edu/policy/aupol.html
    • Policy on the Privacy of Electronic Information (February 27, 2002) http://www.unc.edu/campus/policies/elec_info.html
    • As stated in these campus policies, there is no guarantee of privacy or confidentiality for documents, data, or transaction records stored on University-owned equipment. The University expects members of the faculty, staff, and student body to become familiar with individual and institutional responsibilities to protect confidential information and with the risks to privacy inherent in digital technologies.
11. Videoconference use has priority in the Videoconference Room 328. In rare cases, a group not using videoconferencing may be asked to change their reservation or may be bumped from this room. Academic classes and events open to the public are exempt from this.
12. HSL reserves the right to institute a use fee for Departments and outside users. An account is required for all meetings as a security and cleaning deposit. If the room is left in a condition that necessitates housekeeping or maintenance services, the account will be billed on an hourly basis for housekeeping and a cost basis for repairs or extraordinary damage replacement costs. Students are exempt from this.
13. By making a room reservation, a department agrees to accept financial responsibility for damages resulting from use of the facility or equipment.
14. Group study rooms will be released for general use if the person or group reserving the room does not occupy the room within 15 minutes of the reservation time.

Scheduling

1. If you are planning on using the audiovisual equipment in rooms 307, 328, 329, or 507, (first time use) an orientation is required with the Campus Classroom Hotline staff prior to your event. Contact the Classroom hotline by phone at 962-6702, or by email at http://hotline.unc.edu. Please allow time for this orientation when scheduling your event.
2. Request to reserve an HSL room at least two working days in advance by completing the form at http://www.hsl.unc.edu/AboutLib/Building/rmreservation.cfm
3. If you have special needs (i.e. software installation) or the request is for semester long use, submit your request at least two weeks in advance.
4. Your request is considered pending until you return a signed Guidelines for Use form and Food Policy form (if applicable) and receive written confirmation of your reservation. If you need to discuss your room reservation further, please contact Library Administration at 966-2111.
5. Room phones are available in rooms 328 and 527 for conference calls. Please indicate this as a special need on the room reservation form.
6. If you need to use the kitchen, please specify this on the reservation form. See section below on refreshments.
7. Include extra time needed for set-up and clean up when blocking out your meeting start and end times.
8. Please stay within the time allotment for your event since others may have the room reserved before or after you.
9. If the reservation is no longer needed, please cancel the reservation, using the same form, as soon as possible so that the room is available to others.
10. Group study rooms will be released for general use if the person or group reserving the room does not occupy the room within 15 minutes of the reservation time.

1. If you wish to have additional software installed in the classrooms, please contact the HSL Educational Services Coordinator (edprog@unc.edu or 966-0952) and the HSL Public Computing Support staff (hsl-itoperations@listserv.unc.edu or 966-1029).
2. Please provide software or files to the HSL Public Computing Support staff at least two weeks prior to classroom reservation, for installation and testing.
   1. Copyright law requires that we have documentation (i.e., a copy of the software license(s) or documentation allowing use for training purposes) before we can install software on HSL machines.
   2. Please provide installation documentation and media to the HSL Public Computing Support staff
3. We will make every attempt to enable your software requests; however, glitches and incompatibilities in software loads can and have occurred. Please be prepared with a contingency plan if installation is unsuccessful.

1. A $75.00 usage fee will be charged for all meetings and events that involve food.
2. Refreshments, luncheons, and dinners are only allowed in conference rooms on the fifth floor (527 A & B). Food is not permitted in any other library rooms or on any other floor. The HSL Food and Drink Policy, posted throughout the library, applies to all other library spaces.
3. Food must be brought in through the library's service entrance and service elevator. This double door is located on the south side of the library on the first floor, facing the dental school. You or a member of your group is responsible for meeting caterers at the service entrance. Food should not be brought through the main entrances.
4. Extra padding should be used under hot items to protect the wood from heat.
5. The kitchen is not adequate for food preparation. Supplies and other articles in the cabinets and refrigerator are not for public use.
6. All trash is to be placed in trash cans. If warranted, you should arrange for a special trash pick up by contacting housekeeping services at 962-6586.
7. At the end of the event, all food, service dishes, containers, etc should be removed from the room and disposed of or picked up by the group's caterer.
8. Glass, plastic bottles and aluminum cans may be placed in the library's recycling bins located at the library's first floor entrances.