Library Room Scheduling Policy and Descriptions
  • Some reservations can be made online or by calling the appropriate number listed. Staff will review and approve reservation requests. Contracts and fees may be required for some events.
  • Groups requesting repeated and long-term usage (for example, a study group that meets twice a week all term) may occasionally be asked to make their space available for other functions.
  • No messy or high-odor foods are allowed in the library. Beverages are allowed only in lidded containers. Patrons are responsible for ensuring cleanup of messes, including wiping down tables if needed. Events and meetings held in meetings rooms may be catered through campus catering services (A'viands) with approval from Library Administration; arrangements must be made in advance of the event date.

Questions about reservations and library rooms should be addressed to Library Administration:

Hannon Library, Room #320
541-552-6816
adminstu@sou.edu
M-F, 8 am – 5 pm

GROUP STUDY ROOMS

Reservations can be submitted online via MySOU (see instructions for students or faculty/staff). Students, faculty, and staff may make reservations for one-time and short-term needs. Long-term reservations are subject to approval. Reservations may be for no longer than four consecutive hours; requests beyond four consecutive hours will automatically be denied. When not in use by a group, rooms may be used by individuals on a first-come, first-serve basis; however, groups always have priority over individuals. Reservations are forfeited if the scheduled group fails to arrive within the first 15 minutes of their scheduled time, or if the room is left vacant by the scheduled group for any time. Rooms will not be reserved for regular credit class locations. Reservations must be submitted before 11:30 PM of the day prior. Same-day reservations should be made with Library Administration staff.

2-person rooms (#224, 337)
4-person rooms (#230, 232, 233, 346, 347, 348, 349)
8-person rooms (#204, 205, 243, 244, 245, 246, 354, 355, 356, 358, 359)

Priorities for reservations:

  1. Study groups
  2. Library and campus organization meetings
  3. Other meeting groups

 

CONFERENCE AND MEDIA ROOMS

Conference and media rooms are available for students and SOU employees to reserve for large groups and special meetings. Reservations are forfeited if the scheduled group fails to arrive within the first 15 minutes of their scheduled time, or if the room is left vacant by the scheduled group for any time. Rooms will not be reserved for regular credit class locations.

There are only a few conference/media rooms, and demand is high for these spaces. If your group consists of less than 8 people and you do not require the special equipment in these rooms, please reserve a regular study room.

Media Room – seats 4 (#232)
This room is equipped with a large screen television and video playback equipment. Priority will be given to those requiring the equipment. This room is kept locked unless reserve. Check the room key out from Circulation.

Gutenberg Conference Room – seats 12 (#216)
This room is equipped with projection equipment (LCD projector, screen). The user must bring their own computer and connect it to the LCD projection system to use it. This room also has a phone line for conference calls; conference phone must be reserved with room and checked out from Circulation.

Higgs Conference Room – seats 15 (#329)
This room is equipped with projection equipment (LCD projector, screen). The user must bring their own computer and connect it to the LCD projection system to use it. This room also has a phone line for conference calls; conference phone must be reserved with room and checked out from Circulation.

Priorities for reservations:

  1. Library staff use
  2. Campus organizations holding meetings
  3. Groups required the special equipment
  4. Study groups of more than 8 people

 

LOCKING ROOMS (#230, 346)

Use limited to SOU faculty/staff. These rooms can be locked to secure files necessary for short-term review by university staff (such as scholarship applications or sabbatical requests). A key to the room may be checked out from Circulation by designated staff only; users should provide Circulation staff with a list of approve staff members.

Priorities for reservations:

  1. Library staff use
  2. Other campus faculty/staff
  3. Groups unable to reserve a regular study room

 

CLASSROOMS

The library offers four classrooms for instructional use. Please note the special arrangements for reserving each.

Electronic Classrooms – seat 30+ at computers (#113, 114)
These smart classrooms are primarily for supporting the Library’s instruction and information literacy programs. SOU faculty may reserve the rooms when they are not in use by librarians. Considerations for use of the electronic classrooms are made on a case by case basis by the Instruction Coordinator or another librarian, using the following guidelines:

Schedule through Library Instruction Coordinator, Dale Vidmar: 552-6842, vidmar@sou.edu

Distance Education Classroom – seats 46 (#117)
This smart teleconferencing classroom is for regular class scheduling during library hours. Extended Campus Programs has priority for scheduling; the rest of the time it can be used as a general classroom. The room can be reserved for one-time use through Library Administration when not scheduled for regular classes.

Contact the Academic Scheduling Coordinator at 552-6602 to schedule regular classes.

General Classroom – seats 44 (#206)
This smart classroom is available for regular class scheduling during library hours. The room can be reserved for one-time use through Library Administration when not schedule for regular classes.

Contact the Academic Scheduling Coordinator at 552-6602 to schedule regular classes.

 

SPECIAL MEETING ROOMS

DeBoer Board Room (#303)
This well-appointed meeting room has limited availability and may only be used for special campus events and meetings. Use must be approved by the President’s Office before reserving. This room is equipped with a projection system and audio/video equipment. Seats 18 at a large conference table with additional lounge seating on the side. Contact Library Administration for information.

Meese Meeting Room (#305)
This large multi-purpose room can be rented for special campus events. University staff/faculty can request the room online via MySOU, subject to approval by Library Administration. Fee and policies may apply depending on the nature of the event. The room is equipped with a dual LCD projection system, a speaker podium with microphone and computer, and audio/visual equipment. The room can hold up to 115 people in various furniture configurations. Standard room layout is lecture-style seating for 112; all other configuration incur a fee. See Library Administration for more information.