Board of Directors Room Use When Building Is Closed-NOT Impromptu

Department:

Circulation

Purpose:

The union will sometimes get requests for usage of the Board of Directors (BOD) room before the Christopher Center (CCLR) is officially open. Certain criteria must be met before this can happen.

Overview:

These are a list of steps that must be followed before the BOD is booked by the union prior to the CCLR’s normal opening hours

Required Knowledge/Skills:

N/A

Safety Issues/Precautions:

VUPD must be informed to unlock the doors.

Equipment/Supplies:

N/A

Procedure

1. Approval from the Dean of Library services must be obtained by either the requester or by the member of the union staff booking the room.

2. If an event extends after CCLR building hours, an "Acceptance of Responsibility" form will be presented to the Valpo faculty or staff member by a Circulation Manager. The two will review the situation and complete the document and procedures. Each party will retain a copy of the form. Circulation Managers should follow the procedure noted under Board of Directors Room Use Events Extending Impromptu After Building Close

3. The Union Reservation Office will make arrangements for the Main Entrance doors to the Community Room and the Community Room entrance to the BOD to be unlocked the morning of the event/locked the night after the event is over.

a. Current contact information for the Union Event Manager is: Anna Wardlow, e:anna.wardlow@valpo.edu, p:219-464-6787.

b. Please direct all non-library parties to the following handout: https://wiki.valpo.edu/library/index.php/Public_Response:_Board_of_Directors_Room_Use_When_Building_Is_Closed

4. If the event is before open, the night before the event a sign will be placed by the manager on duty inside the BOD on an easel in front of the doors opening up into the library proper which states that the library is not open.

a. If the event is after we close, the manager on duty will put this sign up before closing.

b. The sign is located in the Northwest corner of the circulation area near the circulation office.

c. The sign is in a black framed poster holder.

d. The page has:

i. A stop sign.

ii. The message: “NO EXIT The Christopher Center Library is closed. Please use other door. Restrooms are located across the Community Room.
Thanks, CCLIR Staff”

5. The door leading from the library proper into the BOD should be locked.

6. After the circulation manager locks the door to the BOD from the library proper, a flat rolling white board should be placed in front of the door, making the
opening of said door problematic, as well as easy to see on the surveillance camera.

For times when the event extends into closed hours but wasn't scheduled to do so, refer to Board of Directors Room Use Events Extending Impromptu After Building Close

There will be times that the Union will schedule the Board Room until after hours for "storage" this allows the Union and Catering to leave items in the building for early morning events when the turn around time is short. This normally happens for Homecoming and Parents weekend. The locking and unlocking of the board room should be handled according to the Academic Building Access Policy.