Guideline UL-ADG09 Use of the Collaboration Commons Multipurpose Room

Main Policy Content

Contents: 

 

PURPOSE: 

The Collaboration Commons Multipurpose / Meeting Room serves two University Libraries purposes. First and foremost, it is a collaborative learning space for students. Second, it can be reconfigured as an event space.

Room usage priorities include: 

  • University Libraries Dean’s Office events 
  • University Libraries teaching, learning, community engagement, and outreach opportunities and events 
  • University Libraries events and receptions 

Penn State University Libraries has a steadfast commitment to diversity and providing a safe environment for all in the Libraries’ many locations. Libraries are safe havens at Penn State and everywhere. Our facilities and our services firmly underscore our commitment to safety, security, and a welcoming space for all. Penn State is an institution of higher education, and fully supports the right of free speech and encourages its expression in thoughtful and respectful ways, even when we strongly disagree with the opinions expressed. But, the First Amendment does not require our University to risk imminent violence.

RESERVING THE ROOM:

A reservation is required for all events. Only the Libraries’ faculty and staff can request reservations. Groups external to the Libraries must obtain a sponsorship from a Libraries liaison.

All reservations must have approval from the Libraries’ Dean Administrative Office. A request can be denied if the event is being planned at a time disruptive to students, the primary users.

A 25Live organizer manages use of the room. For questions, contact the Dean's Administrative Office (814-865-0401).  While the Libraries try to accommodate as many room-use requests as possible, requests may be denied based on the above listed priorities. 

Requests for an evening or weekend event will be considered only if a University Libraries administrator, faculty member or qualified staff member can be present during hours after normal closing time (5:00 p.m.). 

Requests for an event must be received at least 4 weeks before the event.  All room reservations must be made by proposing the event using 25Live. The room reservation should include the following information in the comments section: 

  • purpose of the activity, 
  • sponsoring department and how many people are expected to attend, 
  • University Libraries contact person responsible for arrangements, set-up and clean-up, 
  • room configuration setup. 

ROOM RESERVER / LIBRARY SPONSOR RESPONSIBILITIES:

The person reserving the space (i.e., the reserver) is responsible for ensuring the room is arranged to meet the needs of the event. The reserver should review plans with the Office of Facilities two weeks prior to the scheduled event. Several hours prior to the event, the reserver should check the condition of the room. As the meeting room is part of a 24-hour space and cannot be locked, students may have used the room despite the signage suggested below.

In addition to being present prior to, during, and after the event, the reserver is responsible for:

  • posting signage at least 24 hours in advance at the entrances to the room noting date/time the room is reserved and will be closed for general use. Include assembly, disassembly and cleaning time in the closure time. Signs must use consistent language and have consistent look/design. Sign templates are available on the Facilities staff page under “Signage Template for Temporary Space Closures.”
  • asking students to clear the space before the event and helping them find alternative spaces
  • turning away event attendees once the maximum capacity is reached. If the maximum capacity is exceeded, the ability to reserve the room will be taken away.
  • consulting the Administrative Team and Facilities to arrange for the provision of food and drink for their event.
  • cleaning the space after the event and assisting in returning it to a collaborative learning space
  • communicating cancellations if the room is no longer needed.
  • notifying the West Welcome Desk (814-863-9906) if there is a last-minute event cancellation.

Failure to comply with these procedures may result in denial of future requests.

Cleaning

Room reservers are responsible for ensuring the Collaboration Commons Multipurpose Room is properly cleaned after each event. The reserver must:

  • wipe all tables with a cloth and cleaning solution
  • vacuum
  • wipe clean all glass white boards

Cleaning supplies are available in room W019.

FACILITIES:

The maximum occupancy of the Collaboration Commons Multipurpose Room varies depending on its configuration. As a collaborative learning space with tables, the room can seat up to 64 people. When split, each room can seat up to 32 people. When the wall is expanded for an event and the tables and chairs removed, maximum capacity increases to 189 people, standing room only.

The Facilities Administration Department is available to help configure the room during normal business hours (Monday through Friday, 8:00am-5:00pm). In order to communicate event and space needs to the Facilities Administration Department, create an Outlook meeting and invite Terry Williams (tlw27@psu.edu) at least two weeks prior to the event. In the agenda, describe specific space needs, including desired room configuration. For the preferred layout option, please refer to the "Room Configuration" document.

Accessibility

The Libraries Accessibility Committee can provide information, but it is the responsibility of the group to make accommodations. To get started, see Event Accommodation site.

Group Study Rooms

The Collaboration Commons has 16 group study rooms in close proximity to the Multipurpose Room. To reserve any of these rooms (Pattee W024 – W039) submit your request to the University Libraries Room Reservation Group (UL-ROOMRESERV@LISTS.PSU.EDU).

TECHNOLOGY:

Projection

Projection is available in this space. For events requiring projection, it is the responsibility of the library reserver to ensure that they or the presenter is familiar with the technology needed. Solstice is the preferred method to connect to the display.

The reserver and/or presenter are strongly encouraged to schedule a meeting at least two weeks prior to the event with Library Strategic Technologies to test the equipment prior to the event.

Use of copyrighted material must comply with U.S. copyright law. For more information, visit the Copyright Information webpage

Microphones and Assisted Listening Devices

  • 4 handheld mics
  • 2 lapel mics
  • 8 assisted listening devices

Computers and Other Devices

This is a “Bring Your Own Device” space, i.e. event organizers/presenters should bring their own laptop, tablet, etc. and all appropriate cables.

Video Conferencing & Recording

The reserver/presenter must use their own device to run Zoom.  If Zoom is considered to make an event accessible to virtual participants, room reservers are encouraged to review Zoom Meeting and Webinar Best Practices in order to decide if the Collaboration Commons Multipurpose Room meets their needs.

Technology Support

Technology support is available during regular business hours, Monday through Friday, 7:30am-5:30pm. For immediate support, call the service desk at 814-863-0647. In the event the service desk is not answered, call 814-865-5654.

Technology support is required for the following:

  • any use of the camera
  • set up for Zoom meetings
  • recording of Zoom meetings (Kaltura is used to record Zoom meetings)

ADVERTISING & PROMOTION:

Please refer to guideline UL-ADG14 for advertising and promotion requirements. 

SUPPORTING DOCUMENTS:

Effective Date: February 2020
Date Approved: September 9, 2019 (DLC)