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Lab and Conference Room Reservation and Use Policy

Anderson Lab A, Lab B, GL206 and GL303 are computer labs and staff conference rooms which are made available for WPI faculty, staff and student use on evenings and weekends.

Exceptions may be made for weekday 8am-5pm if availability allows but only within one week of intended use for WPI faculty or staff, or within 36-hours for student use.

WPI students, faculty or staff who wish to use these rooms will be asked to complete an Equipment Agreement Form . A key must be checked out at the Information Desk. A WPI ID card is required to check out the key to the room.

Scheduling Policies

Intended Use: Lab A, Lab B, GL303 and GL206 are intended for use by groups of at least 3 or more, for presentation practice, and training - not as a private study space. Activity of an academic nature will always take precedence over activity deemed recreational. WPI groups or project teams may schedule rooms for non-reoccurring 2-hour blocks of time during the following times:

• Weekdays 5pm until 1 hour before closing
• Saturdays 9am - until 1 hour before closing
• Sundays noon- until 1 hour before closing
• For student use Monday-Friday 8am-5pm: request in-person, by phone (x5410) or Outlook within 36 hours of intended use. If you request via the MS Outlook calendar for these times prior to 36 hours, most likely the request will be declined.
• For WPI faculty or staff outside of the IT Division on use Monday-Friday 8am-5pm: Reservations may be made within one week of the time/date requested, but not before.

Scheduling Guidelines

• Reservations are on a first-come, first-served basis but priorities are given to library instruction requests, IT training, and access needed to specialized software such as Adobe Creative Suite in Lab B.
• Use of these rooms is limited to the Library's operating hours (consult Hours posted at main entrance or online) with specific availability listed above. To allow staff sufficient time to secure the building, rooms will close 30 minutes before the rest of the building.
• Reservations are for short-term use only; term-long courses, reoccurring requests, or regularly scheduled courses will not be scheduled in these rooms. Contact Chuck Kornick for classroom scheduling.
• Scheduling for Lab A during weekday 8am-5pm hours are often limited to library-related use during the first three weeks of a term, the busiest times for library instruction.
• If requested via Outlook, an auto-reply email is sent to the requester confirming the reservation.
• Cancellations should be made as soon as possible so that others may use the rooms.

Use Guidelines

General

• The rooms must be locked as you leave room, if found unlocked we will notify person who checked out the key and this person could be blocked from use of tech suites, labs and conference rooms in the future.
• The labs are monitored by security cameras.
• No food or drink is allowed.

Scheduling & Accessing the Rooms

• The responsible party should ask Information Desk staff for the key at the pre-scheduled time and 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 by 15 minutes after 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.
• All responsible parties are encouraged to visit for a short training session on the equipment prior to use (contact Christine Drew x6163 or Deb Dexter x5197 or Debbie Bockus x5230).
• The person scheduling the room is responsible for any equipment in the room. 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. In Labs A or B, refer to instruction card attached to podium.

Software/Hardware Available & Policies Regarding Installation

• Multimedia includes: Inputs and VGA cable to connect laptops to projection system.
• No software should be loaded onto the computers. If software is needed for training, please inform contact Christine Drew x6163 or Deb Dexter x5197 or Debbie Bockus x5230 at the time of scheduling to oversee installation and removal. In this case, advanced notice of at least 7 days is recommended.
• Any files saved to the computers will be deleted when they are logged off.
• All computers are to be logged off, the projector turned off and the screen stowed. All computers are to be left turned on.
• Problems with Equipment? Notify staff at the Information Desk immediately.

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

George C. Gordon Library - Worcester Polytechnic Institute
100 Institute Road, Worcester, MA 01609-2280
Phone: +1-508-831-5410 - Fax: +1-508-831-5829 - Library Questions