This is the "Room Reservations" page of the "Policy Manual 2016-2017" guide.
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Policy Manual 2016-2017  

Last Updated: Jul 14, 2017 URL: http://libguides.wingate.edu/policymanual Print Guide RSS Updates

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About Reservations

Building Use

Wingate University Faculty/Staff may reserve designated areas of the Library for classroom/meeting use. Faculty/Staff are responsible for enforcing and adhering to all Library policies and procedures (rules and regulations) during the period of the reservation or general facility use. Faculty/Staff who do not consistently comply with Library policies and procedures will lose facility privileges. If a Faculty/Staff member plans to use the Library resources during a class time, they must first advise the Library Staff of their intent so that appropriate Staff will be available to assist students. Reservations must be placed at least 24 hours in advance. With the exception of the Cornwell Room and AV Auditorium, rooms are reserved on a first come – first served basis. Regularly scheduled classes take precedence over single reservations.

The following areas are available by reservation online through the WU Virtual Event Management System (EMS) at: https://vems.wingate.edu

AV Auditorium

Located on the first floor (#111), this room is equipped with a computer, document camera, full size viewing screen, VCR, DVD, and LCD projector. Internet access is available for presentations. This room can seat 90 people (89 fixed seating, 1 wheelchair accessible desk). Academic class scheduling for this room is coordinated through the Registrar's Office at 704-233-8006. Reservations for RSO meetings, academic study sessions, lyceums, study halls, etc. may be requested online through Virtual EMS.

Guidelines for use of the AV Auditorium include:

  • The AV Auditorium remains locked after 5:00pm daily when not in use.
  • WU ID is required to check a key out for every class/group meeting.
  • A key may only be checked out to WU Faculty/Staff/Approved SSI.
  • Faculty/Staff/Approved SSI must be present throughout the duration of any class/group meeting.
  • Faculty/Staff/Approved SSI are responsible for enforcing and adhering to all Library policies and procedures during the period of the reservation or general facility use.
  • Faculty/Staff/Approved SSI who do not consistently comply with Library policies and procedures will lose facility privileges.
  • Food/drink are permitted, however all trash must be properly disposed.
  • In reserving room spaces:
  1. Academic classes/review sessions take precedence over meetings/events.
  2. Study halls may only be scheduled after 6:30pm.

Cornwell Conference Room

Located on the second floor (#231), this room is equipped with a computer, document camera, LCD projector, full size projection screen, sound system, refrigerator, sink, and dishwasher. This room can accommodate 23 seated people. Academic class scheduling for this room is coordinated through the Registrar's Office at 704-233-8006. Reservations for RSO meetings, committee meetings, academic study sessions, lyceums, study halls, etc. may be requested online through Virtual EMS.

Guidelines for use of the Cornwell Conference Room include:

  • The Cornwell Conference Room remains locked at all times when not in use.
  • WU ID is required to check a key out for every class/group meeting.
  • A key may only be checked out to WU Faculty/Staff/Approved SSI.
  • Faculty/Staff/Approved SSI must be present throughout the duration of any class/group meeting.
  • Faculty/Staff/Approved SSI are responsible for enforcing and adhering to all Library policies and procedures during the period of the reservation or general facility use.
  • Faculty/Staff/Approved SSI who do not consistently comply with Library policies and procedures will lose facility privileges.
  • Food/drink are permitted, however all trash must be properly disposed.
  • In reserving room spaces:
    1. Academic classes/review sessions take precedence over meetings/events.
    2. Study halls may only be scheduled after 6:30pm.

Library Computer Lab

Located on the first floor (#104), this room is equipped with 12 computers, LCD projector, and full size projection screen.  Internet access is available on all these computers.  During unreserved periods, this room is available to students during regular hours for word processing, e-mail, and other computer needs.  This room can accommodate a maximum of 12 people for group computer use. Priority will be given to regularly scheduled classes using this space. Reservations may be requested online through Virtual EMS.

Reference Area Commons

Located on the first floor, this area is equipped with 25 OPAC computers (includes 1 wheelchair accessible terminal), 2 LCD projectors, and 2 full size projection screens. Library Instruction classes may be taught in this area. Classes may be requested online through the Reference and Instruction Librarian at http://libguides.wingate.edu/profile.php?uid=108785.

Room Rental Fees

Outside organizations may request to reserve the following spaces, with applicable fees determined at the time of the request. All requests may be submitted to the campus Coordinator for Conferencing, Student Center, and Graduate Housing Operations at:  http://wingatecampuslife.orgsync.com/Conferencing_Staff.

Please note:  Charges are applied only to outside organizations.

  • Cornwell Conference Room: $ 50.00/day
  • Quiet Room: $ 50.00/day
  • Mezzanine Area: $ 50.00/day
  • Haskins Room: $ 50.00/day

General Policies for Reservations and Equipment

Booking Reservations

All AV reservations are entered and tracked on the EKSplorer Media Module. AV room/equipment must be reserved at least 24 hours in advance of need.  Only Library Staff, not Student Library Assistants may accept equipment reservations.  When picking up reserved equipment, faculty members must complete the Equipment Check Out Form and present their Wingate University ID card in order to have the equipment charged out through the Media Module. Borrowed items must be returned on time.  Due to the high demand for rooms/AV equipment, the Library Staff requests that reservations be made at least 24 hours in advance.

Canceling Reservations

In the event that a room/equipment reservation becomes unnecessary, that reservation should be cancelled in a timely matter.  Rooms not claimed by patrons within 30 minutes after their reservation time shall be considered unclaimed and made available to other patrons.  Equipment not claimed after 2 hours of a reservation time will be considered unclaimed and the reservation cancelled. Patrons with more than 2 unclaimed reservations in a given semester will lose the privilege of reserving rooms and/or equipment for the remainder of the semester.   Patrons with more than 4 unclaimed reservations will have the balance of their reservations cancelled for the semester.

Late, Lost, and Damaged Items

All borrowed equipment must be returned on time.  Equipment will be considered late if returned more than 30 minutes after the scheduled return time.  Patrons, including Faculty and Staff, will be charged $1.00/hour that an item is late in being returned.  Patrons that accrue fines equal to or in excess of $10.00 will lose all reservation privileges until all fines are settled.  When returned, all equipment is inspected before being released to another patron.  Should parts be found missing upon equipment return, that equipment will not be available for use until all parts are returned.  Should an item be returned damaged due to negligence, the Department represented by the patron will be liable for its repair or replacement.  If the patron did not borrow the equipment for Departmental use, the patron will be liable for its repair or replacement.  Items not returned within 24 hours of their due date will be considered “LOST.”  If an item is not returned within a week of its due date, the Library shall send an inter-departmental transfer in the amount of the equipment cost. 

Until the IDT request is resolved, no future reservations shall be made to members of that entire Department.
 

Updated: April 2015

Public Services Manager

For more information about Room Reservations contact:

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Alison Simpson, MHRD
Contact Info
Ethel K. Smith Library
First Floor
704-233-8093
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