Department

Circulation

Purpose

To reserve the OBS and outline terms and conditions associated with reserving the OBS.

Overview

The following includes steps to schedule the OBS, outline responsibilities of monitoring and scheduling the OBS, and outline terms and conditions of reserving the OBS.

Required Knowledge/Skills

Millennium proficiency, Google docs awareness, Email

Safety Issues/Precautions

N/A

Equipment/Supplies

Computer, Google doc

Procedure

1. Reservations for OBS must coincide with with the Christopher Center hours of operation.

2. Pathway for requesting OBS reservation: 

              a. Go to our web page http://library.valpo.edu/, hover over the tab marked ‘Services’ on the left side of page, then click the tab marked ‘Room Reservations’.

              b. Click the link ‘One Button Studio’.

              c. Click the link embedded in "Place reservation here".

              d. Fill out all information for room request.

              e. All phone requests and walk-in requests for a reservation that are 24 hours or more before the requested time will be directed to our online form.

3. Reserving OBS in Google Calendar: All managers will periodically check Moecirc mail box to see if there are any new emails under the ‘One Button Studio’ tab to the left of the unread messages in the Inbox.

              a. If One Button Studio is bold, click on it to open that folder.

              b. Open the unread room request email that will read: "One Button Responses" was edited recently in the subject line.

              c. Click on the light blue Click Here in the first line of the email that reads: See the changes in the Google Document " One Button Responses": Click here

              d. All One Button Studio reservation requests should have the following information:

                        I. Agreement to terms and conditions.

                        II. Full name of requester.

                        III. Phone number where requester can be reached.

                        IV. Email address of requester.

                        V. 1st, 2nd, and 3rd choices of date and time for reservation.

             e. In another window or tab on web browser open the One Button Studio Google calendar.

             f. Check for availability of One Button Studio.

             g. Allow 30 minutes for groups from a previous reservation to vacate the room. (ie: Do not book back to back unless absolutely necessary.)

             h. Click on first available start date and time from the request.

                        I. Under drop down menu marked ‘Calendar’ select the One Button Studio calendar.

                        II. Click link “Edit Event”.

                                    1. Inside top text box enter the last name of the requestor with the number of participants in parentheses i.e.: Snape(6)

                                    2. Adjust time to match the request.

                                    3. Click the red ‘Save’ button on the upper left of the screen.

                                    4. Send the requester the form email:

              i. For reservations that can be scheduled, send a confirmation email from MoeCirc with the following:

                         I. Email the requester the Yes form letter from Moecirc.

                         II. Copy Yes form letter from document located here: S:\CCLS\Circulation & Media\One Button Studio\OBS Confirmation and Rejection Letter

                         III. To personalize, insert the following into the form letter:

                                    1. Requester's name

                                    2. Date and time of their reservation.

             j. For reservations that cannot be scheduled due to conflict, write a rejection email from MoeCirc with the following:

                        I. Email the requester the No form letter from Moecirc.

                        II. Copy the No document, located here: S:\CCLS\Circulation & Media\One Button Studio\OBS Confirmation and Rejection Letter

                        III. Indicate that there was no space available during the time requested.

5. Terms & Conditions of scheduling OBS:

            a. Allow 1-2 days for approval notification, if within 24 hours, call Circulation Desk. Walk-ins welcome when available.

            b. Room is to be scheduled for video production purposes only, not for personal or group study. (Emphasis on OBS scheduling page/information page)

            c. Reservation is forfeit if more than 15 minutes late.

            d. Reservations are made in 1 hour increments with a weekly maximum of 8 hours.