Board of Directors Room Use Events Extending Impromptu After Building Close

Department:

Research Services

Purpose:

To formalize and document the responsibility of CCLIR building security during instances when a Valpo faculty or staff members requests that the Board of Directors room remains in use for a scheduled, academic event after normal operational hours for the building have concluded for that day.

Overview:

All Circulation Managers are authorized whether or not to make the call to extend this courtesy; neither Library Administration nor the Director of Library Research Services needs to be consulted.
In the case of an academic event continuing past the normal operational hours for the building, the Valpo faculty or staff member in charge of the event needs to take responsibility for the security of the building by agreeing to all terms and conditions mentioned in the “Acceptance of Responsibility” form.

This policy is NOT to be applied as a cover-all for scheduling the Board of Directors room when normal operational hours for the building have concluded. It is only for those instances when academic events are running “long” and the courtesy of extending the use of the room can be met without negative impacts on Circulation Managers’ staffing or building security.

Required Knowledge/Skills:

Access to Circulation office, moecirc, and the sdrive

Safety Issues/Precautions: 

N/A

Equipment/Supplies:

"Acceptance of Responsibility" form

Procedure:

1. Prior to the scheduled operational close, the Circulation Manager in charge will meet with the Valpo faculty or staff member to review the situation and complete the documents and procedures.

2. Each party will retain a copy of the signed document “Acceptance of Responsibility” form.

3. The Circulation Manager’s copy will be filed in the Circulation Office.

4. An email should be sent to moecirc@valpo.edu, copying in Library Administration and the Director of Library Research Services, so that
all are aware of the situation and decision as well as logged in the department’s “Today’s Happenings” document.

5. If follow-up is required, all resulting documentation should be filed with the original “Acceptance of Responsibility” form.

6. Copy of Acceptance of Responsibility form can be found at S:\CCLS\Circulation & Media\Forms and Signs\Forms\Forms to Printout