Issuance and Usage of Discussion Rooms

BACKGROUND AND PURPOSE

The Library has 6 discussion rooms with an average seating of 8-10 students. Primarily, the discussion rooms are used for group study, group discussion and tutorials. Sometimes, the rooms are used for interviews and meetings. Each room is equipped with an LCD TV, a desktop computer, an HDMI cable and a whiteboard. Rooms are not soundproof.
This SOP provide guidelines which ensure discussion rooms are properly allocated for use by students, faculty and staff members.

NORMS OF USING DISCUSSION ROOMS BY STUDENTS

    • Use of the rooms is limited to three (3) hours. The group may request for hourly extension if there is no standing reservation for the next hour.
    • The patron/student is strongly encouraged to inspect the room prior to use and report any pre-existing damage to the room. Any abuse of the rooms may result in revoking usage of the group study rooms.
    • Students/patrons using rooms should be considerate of other groups and keep their noise level to a minimum.
    • Rooms cannot be used for entertainment purposes (e.g. watching entertainment movies, having a party, etc.) or sleeping.
    • The discussion rooms are not storage areas.
    • In case the students want to vacate the room for lunch or any other purpose, they should inform the front desk staff accordingly. If no information is provided and room is vacant for more than 20 minutes, the library staff will take out all the student items in the room and submit it to lost and found. The room will no more be allocated to the students.
    • Once a group signs up for the room, it may remain unoccupied for no more than 15 minutes.
    • The library is not responsible for students’ lost or stolen property.
    • No food or beverages can be consumed in the rooms.
    • Students/patron who use a group study room must agree to leave the room when asked by a representative of the library staff.
    • All rooms must be vacated by 6.00 p.m. during weekdays and by 5.00 p.m. during working Saturdays.
    • In case of manual issuance of the room, the student/patron who reserved the room must provide the library staff with the name of the focal person and total number of members using the room. The focal person must accept full responsibility for any damage incurred while the room is in the use.

PROCEDURE OF RESERVATION OF DISCUSSION ROOMS DURING THE SEMESTER

  • The request for booking/reservation of rooms is done through an online request system available at https://library.habib.edu.pk/reserve.htm
  • The reservation will be considered final after a confirmation e-mail is sent to the requester from the Library staff. A confirmation e-mail is sent within a day or 24 hours.
  • The rooms can be issued to a minimum of 3 students and a maximum of 10 students (based on availability and size of room)
  • Rooms cannot be “held” by an individual who is waiting for his/her groups.
  • In-case the online application is not available, room will be issued on first come first serve basis.
  • Library front desk staff reserves the right to cancel any reservation or ask students to vacate the room in case of non-compliance of room usage guidelines.
  • In case a single student wants a discussion room, special permission can be granted by Head of the Library.

NORMS FOR USING DISCUSSION ROOMS BY STAFF AND FACULTY

  • Use of the rooms is limited to four (4) hours. The group may request for hourly extension if there is no standing reservation for the next hour.
  • The faculty/staff is strongly encouraged to inspect the room prior to use and report any pre-existing damage to the room. Any abuse of the rooms may result in revoking usage of the group study rooms.
  • Faculty/staff using rooms should be considerate of other groups. Noise must be managed properly.
  • The library is not responsible for faculty/staff lost or stolen property.
  • No food or beverages can be used in the rooms.
  • Faculty/staff who use a group study room must agree to leave the room when asked by a librarian or library staff member.
  • All rooms must be vacated by 6.30 p.m. during weekdays and by 5.00 p.m. on working Saturdays.
  • In case of manual issuance of the room, the staff/faculty who reserved the room must provide the library staff the name of focal person and total number of members using the room. The focal person must accept full responsibility for any damage incurred while the room is in the custody.
  • In case the faculty/staff wants to vacate the room for lunch or any other purpose, they should inform the front desk staff accordingly. If no information is provided and room is vacant for more than 20 minutes, the library staff will take out all the student items in the room and submit it to lost and found section. The room will no more be allocated to the students.

PROCEDURE OF DISCUSSION ROOMS ISSUANCE BY STAFF

  • The request for booking/reservation of rooms is done through online request system available at https://library.habib.edu.pk/reserve.htm
  • The reservation is considered final after a confirmation e-mail is sent to the requester from the Library staff. A confirmation e-mail is sent within a day or 24 hours.
  • Rooms cannot be “held” by an individual waiting for his/her teams.
  • In-case the online application is not available, room will be issued on first come first serve basis.
  • For conducting interviews or admission-related activities, rooms are issued only on working Saturdays during the semester.
  • During semester breaks, rooms are issued for conducting interviews or admission-related activities.
  • The AV facilities have to be arranged through support of Habib University’s I.T. department.

PROCEDURE OF DISCUSSION ROOMS ISSUANCE BY FACULTY MEMBERS

  • The request for booking/reservation of rooms is done through online request system available at https://library.habib.edu.pk/reserve.htm
  • The reservation is considered final after a confirmation e-mail is sent to the requester from the Library staff.
  • A confirmation e-mail is sent within a day or 24 hours.
  • Rooms cannot be “held” by an individual waiting for his/her groups.
  • In-case the online application is not available, room will be issued on first come first serve basis.
  • During the semester, rooms can only be issued for a four-hour duration. However, on working Saturdays and during semester breaks, rooms can be used for a maximum of eight hours, according to library timings.
  • In case the faculty want to vacate the room for lunch or any other purpose, they inform the front desk staff accordingly. If no information is provided and room is vacant for more than 30 minutes, the staff will take out all the items in the room and submit it to lost and found section. The room will no more be allocated to the faculty.