Classroom Use and Reservation Guidelines

To avoid scheduling problems, please read the information below before requesting a room.

Quicklinks

• Reservation Guidelines & Priorities
• Cancelling Reservations
• Keys
• Fees

• Placing Reservations
• Using the Rooms
• Leaving the Classrooms

Reservation Guidelines and Priorities

Classroom assignments will be determined by considering availability, technology requirements, class size, and preference.

Reservations are on a first-come, first-served basis, following these guidelines:

• Highest priority is for library instruction and library presentations.
• These classrooms are for single-session events.
• Student Media Services has priority for the Willamette West.

Placing Reservations

Classroom scheduling is maintained by the Library.

Note: Requests are filled based on availability and priority use guidelines.

• Read guidelines for the room you wish to request:
  • Autzen
  • Barnard
  • Willamette Seminar Rooms
• Check availability using the OSU Web Calendar before requesting a room and time:
  • Autzen
  • Barnard
  • Willamette East
  • Willamette West
  • Willamette East & West
• Fill out the Valley Library Classroom Reservation Form.
• You will receive an e-mail confirmation or denial (with an explanation) within 48 hours. Reservations are not complete until a confirmation notice has been sent to the person who requested the room.
• All non-library reservations are tentative until two weeks prior to the event.

Cancelling Reservations

If you need to cancel or reschedule, please call the Classroom Hotline (737-4616) or reply back to the confirmation email.

Using the Rooms

• The person who reserves the room is responsible for the equipment, furniture and physical space during the time that the room has been scheduled.
• If you have not used the equipment before or need a refresher, please request it on the reservation form or contact the classroom hotline at 737-4616 for an orientation.
• Please do not use the classroom longer than your allotted time.
• No food or drink is allowed in Autzen or Barnard.
• Food and drink are only allowed in Willamette East and West with prior approval.

Keys

• You must show a picture ID when you check out the room key from the Reference Desk. You will be asked to initial the checkout sheet when you take the key and again when you return the key.
• The person who signs for the key is responsible for its return. Please do not hand keys over to people who might be using the room immediately after you. It is a bit inconvenient, but the key needs to be checked in after each use.
• Willamette Seminar Rooms: The crank for opening and closing the wall partition is checked out with the key at the Reference Desk. Please follow the directions posted on the wall carefully when you open and close the partition.

Leaving the Classroom

• Quit all programs and applications and log out, but please do NOT turn off or shut down the computers.
• Turn off all projection equipment, microphone, and lights.
• Return all furniture to the original configuration.
• Close and lock all doors.
• Report any technology problems when returning the key.

Fees

If a technician is required to perform special classroom setup, a $45/hr charge will be made (minimum 1hr charge). Make sure when scheduling the room, that special software needed is mentioned and allow 2 weeks time for setup.

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