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The AIS Desk Staff LibGuide: Study Rooms, Spaces, & Lockers

General Troubleshooting for Rooms, Spaces, & Lockers

Handling Room Disputes

When students are in dispute over a booked room, please follow these guidelines. 
  • Request that the patron provide an email confirmation of their room booking or look up the reservation in the Admin side of LibCal.
  • If booking is confirmed, inform other occupants that they must vacate the room. Staff should offer to help these students find another space.
Late Arrivals to Booked Study Rooms
  • If the student who booked the space arrived more than 15 minutes late, the student has forfeited their booking and staff should assist them in finding another space. 
  • If they are less than 15 minutes late, the other students must honor the original booking and vacate the room. Staff should assist them in finding another space.
 

Locked Study Room Doors

If a locked study room door is reported during normal business hours, please let Facilities know by completing the following:
  • Option 1: Make a Helpline Ticket and CC Hayri Yildirim
  • Option 2: Contact Hayri via phone at (520) 307-2820 or Facilities at (520) 621-3000 
  • Option 3: If the patron has belongings locked in the room and Hayri/Facilities is unable to respond in a reasonable amount of time, call UAPD non-emergency 520-621-8273
What if the door is locked and it is outside our normal business hours?

Option 1: Older keypad locks (DL2700 in Main 2B, 3C, and WSEL 5th Floor) can be opened using the Master Study Room Code for QSRs in Stache. After you have opened the door, create a Helpline Ticket and CC Hayri/Facilities so they can reset the door. 

Option 2: If the situation is not urgent (e.g., the patron does not have belongings in the room and other study rooms are available), simply create a Helpline Ticket to let Hayri/Facilities know and they will unlock the door ASAP the next business day. 

Option 3: Call UAPD non-emergency 520-621-8273

Patron locked out of Long Term/Comp Exam Study Rooms

Confirm the patrons identity by pulling up their Alma account with their CatCard (a photo ID will work in the event their CatCard is locked in the room).

Verify in LibCal that the room they are requesting access to is assigned under their name AND NetID/UA email:

  1. Open LibCal using the your LibApps Account.
  2. Navigate to Spaces in the orange/yellow menu bar at the top of the application.
  3. Change the drop down menu next Spaces in Location to either "Assigned Spaces - Main Library" or "Assigned Spaces - Weaver Science-Engineering Library" depending on where the room the patron has identified is located.
  4. Navigate to "Booking Grid & Availability" and select category the room falls in (Long-Term/Comprehensive Exam/Dissertation Writers)
  5. Locate the room on the left hand side of the Spaces Availability Grid.
  6. Clicking on the grey bar will pull up the Booking Details below the grid, confirm the name and NetID/UA email is the same provided when looking the patron up in Alma. 

The door code is located in the Booking Details. You can provide this number to the patron and let them try it on the door themselves.

In the events of the patron not being able to produce ID that matches the reservation for the room or the door code does not work, inform the patron they need to get in contact with our Rooms and Spaces team by replying to the email from their room reservation confirmation or by emailing library@arizona.edu/Filling out a contact form.

If the patron cannot produce ID and cannot contact Rooms and Spaces, you may accompany the patron to the room to open the door for them and ask for ID after we have opened the door. Explain this process is due to ensuring the safety & security of our spaces.

Do any keys unlock the doors?

The 2nd Floor Patio Key (#5) unlocks all "new construction" doors. Therefore, many study rooms in 1B and 2B of Main Library can be unlocked with this key if necessary. 

Noise/ Behavior complaints may be reported in-person, via phone or chat.  

Staff should follow these guidelines:

  • Ask for details regarding the complaint
  • Ask for the room number or approximate location of the noise or behavior
  • If they cannot provide this information, you can ask them what room or space they are in so you can investigate

Investigating the complaint:

Staff do not have investigate a complaint alone if they do not feel it is safe to do so.  You can ask that another staff member accompany you.  Before you leave the desk to investigate the complaint, do the following:

  • Send the message via chat to let staff you are leaving.  Let them know you are handling a complaint, the nature of the complaint, the and approximate location.
  • Take your phone with you so that you can contact UAPD if it is necessary.
  • Bring a paper copy of our COC guidelines to provide

Helping Patrons with Using Monitors in the Group Study Rooms

Patrons using Group Study Rooms will often want to connect their laptops to the large monitor in the room.  They may experience some difficulties and ask for help at the service desk. The link below provides visual directions to help you assist patrons.  The directions will also let you know when an issue cannot be fixed and needs a Helpline ticket.

Room Monitor Directions Staff Copy 

We Have Remotes in the Ask Us Desk Drawers !

Here's why: 

If the monitor shows a blue screen that reads "No Cable Connected", you can take a remote to the room and press the yellow button.   

You will also find this info in the visual direction in the sections.

If students report their study room is abnormally hot or cold, submit a Helpline ticket (and CC Hayri) to inform Facilities. 

Locker Issues - Overriding Using Locker Keys

Locker Override Key Instructions (FAQ)

Regular Day Use Lockers (3B) and Staff Lockers

1. Retrieve Black Override Key from the lock box in Main 2nd Reception Storage (There are three keys, make sure you are grabbing the correct key for the correct set of lockers)

2. Locate the locker.

3. Insert the key into the three prong lock at the bottom of the key pad. The locker should unlock and patron will be able to retrieve their items.

4. The locker will retain the same code it was set with before using the key.

Grad Lockers (2A Main/WSEL 4th floor)

1. Ask to see a digital copy of their terms of use form (or original locker acceptance email) showing their name & locker number. Verify CatCard.

2. If they do not have their form/email confirmation, ask for their CatCad and locate their locker and name in the Graduate Lockers Assignment Box File (either ML - Grad Lockers or WSEL - Grad Lockers tabs in the Excel Spreadsheet)

3. Ask them to write down the code for you.

4. Unlock the locker: Use the black manager key - insert the key into the three prong lock at the bottom of the key pad. The door should open unless their is a battery issue (In which case facilities will open the locker the next business day.)

5. Once the locker is open, have the patron retrieve what they need and confirm the code. The locker should keep the original code unless the patron accidentally reset it.

  • To re-establish their code:
    • Close the door and press the "C" clear button
    • Reenter the original code from their confirmation form/email
    • Press the Key symbol to lock the locker

6. Ask the patron to test the code before leaving.

The 2nd Floor Patio Door

The patio door can be locked /  unlocked using the key found in the key lockbox located in the room (B258) behind the Ask Us Desk on the 2nd floor. 

Primary Key: #5

 

UA Affiliates can use the UA App to reserve rooms in the Library. The app also stores their reservations made on the library website itself. 

Students can create/locate their reservations from the app homepage under "Upcoming" and "Library Reservations"

A confirmed reservation will look like this:

If they are not eligible for a room, the app will state "not currently eligible to reserve this space"

Demo Videos for how to operate the app are located in Box
Demo of a user creating a library reservation
Demo of filters for each location type 

Bear Down Study Rooms

While the library website hosts study room reservations for the Bear Down Building, we do not manage their rooms and spaces.

Lost & Found at Bear Down

If a patron reports that there are items left in one of the study rooms in the Bear Down Building, you can direct them to the Rec Center desk on the first floor of the building. 

The Rec Center desk handles lost and found reports from that building. If patrons need to contact that desk to inquiry about lost and found items, the phone number for that desk is (520) 621-0390.