Gordon Conference Room 303 Use Policy

Location

The Conference Room 303 is located on the third Floor of the Gordon Library. To get there, enter the library, go upstairs one floor, take a right towards the room.

Facilities and Equipment

There are no computers or projection in this room (contact Academic Technology Center if you wish to have it set up). There is a large TV with VCR/DVD player on a rolling cart. There is a conference table, with seating for 16, and 12 additional chairs along the sides of the room.

Scheduling for Faculty/Staff of WPI

The primary use of the conference room is for Information Technology Division meetings and library use. However, faculty and staff may reserve the room provided that no meeting is scheduled for that time. Information Desk staff will check the Calendar - Library Gordon Conference Room 303 schedule for your name/reservation time before lending the key. Reservations may be made within one week of the time/date requested, but not before by contacting Debbie Bockus x5410, or by Outlook Calendar request by inviting "Calendar - Library Gordon Conference Room 303." A WPI ID card is required to check out the key to the room.

Scheduling for Students of WPI - Evening/Weekend Use Only

Student groups or project teams (groups of 3 or more) may schedule the room during the following times:

Weekdays 6-10pm
Saturdays 1-5pm
Sundays noon-10pm

A key must be checked out from staff at the Information Desk. Users must sign an equipment agreement form prior to use. A WPI ID card is required to check out the key to the room. Reservations are limited to two-hour time slots. The room may be reserved in person or by contacting the Information Desk at x5410.

Scheduling Guidelines

Room may be reserved by WPI faculty, staff and currently enrolled students only.
Students who wish to use library equipment will be asked to complete an Equipment Agreement Form each academic year.
Library and IT meeting requests have first priority.
Reservations are on a first-come, first-served basis;

Within 10 days of intended meeting for students (weekdays from 6 pm until 30 minutes before library closes and weekends from opening until 30 minutes before library closes).
or within 7 days of meeting for faculty/staff requests during weekday business hours.
Use of room is available during the Library's normal business hours (consult Hours posted at main entrance or online). To allow Library staff sufficient time to secure the building, this room will close 30 minutes before the rest of the building.

Reservations are for short-term use only; term-long courses or regularly scheduled courses will not be scheduled.
Scheduling may be limited to library-related use during the first three weeks of a term, the busiest times for library instruction.
Reservation requests are entered as soon as possible and a notice (via e-mail or phone) is sent to the requester confirming the reservation.
Cancellations should be made as soon as possible so that others may use the room.

Use Guidelines

General

The room must be locked at all times.
The area surrounding the room is monitored by security cameras.
No food or drink is allowed.

Scheduling & Accessing the Room

The responsible party should ask Information Desk staff for the key at the pre-scheduled time. A WPI ID is required for 2 hour checkout. Failure to return the key after 2 hours results in a fine of $.25 per minute or $15 per hour.
The room key may be picked up 10 minutes prior to reserved time if not in use. If the key has not been charged out to the patron within 15 minutes of the scheduled hour, the reservation will be deleted and other groups will be allowed to use the space. A $50 replacement cost will be charged for a lost key as well as the cost of a replacement lock.
The group(s) that the room is charged out to will be financially responsible for any damage to the room or equipment. Replacement fees will be charged for any missing supplies.
Training on equipment is available by contacting Debbie Bockus x5410 or dbockus@wpi.edu ).

The person scheduling the room is responsible for any equipment in the room during the session. A staff member may not be available to help you. For assistance operating the multimedia, please contact the Academic Technology Center at x5220. On weekends, assistance with the technology in the room may not be available. Refer to instruction card attached to podium.

Intended Use

The work area is intended for use by groups of at least 3 or more, for presentation practice, group meetings, and training - not as a private study space.
Activity of an academic nature will always take precedence over activity deemed recreational.

Violators of any of these procedures may not be given permission to schedule the room again.

Created 08.2006

Maintained by lib-webmaster@wpi.edu
Last modified: Oct 09, 2009, 16:42 EDT