StaffGuide: User Services

FAQ - Rooms

Can a patron reserve a large group study for longer than 4 hours?

Patrons may only reserve one room up to 4 hours at a time; for exceptions (such as faculty, RSOs, class meetings,etc.) refer patrons to Director of User Services. Patrons may also email such exception request(s) to Circserv@uark.edu.

Can someone make a reservation over the phone?

Ask if the patron is near a computer or has an internet compatible phone.  If so, instruct the patron on how to make reservations. If that is not possible, it is ok to make a reservation for the patron. Be sure to confirm the patron’s information in Sierra before creating a reservation. If the request is on behalf of someone else or an exception is being requested, refer caller to User Services full-time staff, supervisor, and/or Director of User Services.

Rooms for Checkout - Study Rooms & Carrels

Guidelines for the Use of Study and Group Rooms

 

Group Study Rooms Policies

Mullins Library has 12 large group study rooms which can be reserved and 10 small group study rooms open and not reservable. 

  • Group room reservation are made on a first-come-first-served basis.
  • Must have a reservation in LibCal in order to check out. (Reservations can be made at the Help Desk or by scanning the QR code posted outside the room.)
  • Individuals may reserve a room for a maximum of 4 hours per day.
  • Reservations may be made a maximum of 2 weeks in advance.
  • Only current University of Arkansas students, staff, faculty, and other UARK affiliates with current, valid UARK emails are able to reserve a room.
  • Individuals cannot have more than one space reserved at one time.
  • Room Capacities:
    • 310, 311, 349, 350 - 1 to 6 people
    • 327, 328, 335, 336, 447, 448, 445, 456 - 1 to 5 people.
  • Reservations are only valid when the library is open.
  • Room are open and unlocked. At the time of a patron's reservation, they can go straight to their reserved room. No checking in or checking out keys is required.
  • Patrons may come to the desk to alert staff that a person or group is using their reserved room. Ask the patron if they have asked the group or individual to move another space in the library and then proceed with them to their reservation spot to let the group or individual know that the space is reserved for use during this time and that we need them to please move to another spot. Ask if they would like our assistance in locating another spot or reserving a room (if available).
  • Dry erase board accessories and HDMI cords/adapter are available in each group study room. - COMING SOON!

Patrons are required to observe all library policies and guidelines.

    Food and Drink Policies will be observed.                             Tobacco products are prohibited.         

Failure to observe library policies and guidelines will result in dismissal from the room and possible suspension of room use privileges. These policies apply to all group rooms including Large Group Study rooms- 310, 311, 327, 328, 335, 336, 349, 350, 447, 448, 455, 456; Small Group Study Rooms 308, 307, 460A - 460E, 441A-441E; Instant Theater/Flex-Spaces 449/451, 453/452; the Faculty Reading Room - 329; and Graduate Reading Room - 333.

Library Meeting, Conference, and Event Spaces Policies

  • Instant Theather/Flex-Space Lecture Rooms (449/451 & 453/452): Located on Level 4
    • University or University-affiliated groups (i.e., Registered Student Organizations, university departments, etc.) may reserve the Libraries’ Flex-Space Lecture Rooms for official University purposes only, excluding semester long class instructions. Rooms are not available for private use by members of the University community, nor are they available for use by non-University groups. Reservations must be requested 48 hours in advance and will be mediated by Director of User Services. Rooms may be booked for a maximum 5 consecutive days.
    • Requests submitted after Noon on Friday will be responded to the next operating business day (Monday - Friday).
    • Reservations are done through LibCal.
    • Food and drink are allowed in accordance with the Libraries’ Food and Drink policy. Patrons are expected to clean up after themselves by throwing away all trash in appropriate trash and recycling receptacles. Please report major spills to library staff immediately, so we can arrange for the appropriate clean-up.

  • Library Instruction and Seminar Rooms (102, 439, 463, & 464)

    • Booking the Library Instruction and Library Seminar rooms 102, 439, 463, and 464 in Mullins Library shall be done in LibCal and is the sole responsibility of individual library personnel needing use of these spaces.
    • These rooms are for internal use only and will not be the primary meeting space for any class or group.
    • Reservations are made on a first come/first serve basis, but library instructions and trainings should be given priority over internal meetings. Library meetings should only be scheduled in these spaces if there are no other meeting rooms available and the space is available via LibCal.
    • Keys will be available for sign out from User Services.
  • Mullins Meeting Rooms
    • Meeting rooms may be reserved by Libraries personnel only. These rooms are for internal use only and are not available for use by members of the University community nor outside groups.

      • Room 104 – Capacity 35

      • Room 401 – Capacity 10

      • Room 402 – Capacity 14

    • Reservations shall be done in LibCal and can be made by any University Libraries employee.

Following information are brief descriptions of select rooms.

329 Faculty Reading Room/333 Graduate Reading Room – The room is furnished with whiteboards, large computer display screen, lockers, and HDMI connection outlets. Each reading room has a tech room attached with seating for 5 people, whiteboard and accessories, large display monitor, and HDMI outlet.

Access is granted by card swipe using their University ID. If a faculty or graduate student says they are unable to access the room, ask them if they've recently enrolled or newly employed. More than likely, it is because campus information has not been updated yet. The Libraries unfortunately cannot add anyone to the system to activate access permissions. Most times issues are resolved in 24 hours after University systems update.You may always refer access issues to the Director of User Services or User Services supervisors.


(Capacity: 32 people)

449 & 452 Instant Theater/Flex-Space Rooms – Instruction, meeting, and/or collaboration room for up to 32 individuals. The room is furnished with rearrangeable furniture, large computer displays, whiteboards plus accessories, wifi, and HDMI outlet connections.Each flex-space lecture room has a tech room attached with seating for 5 people, whiteboard and accessories, large display monitor, and HDMI outlet. No key required.

Small Group Study Rooms – Group room for 1 - 4 individuals. Each room is furnished with a large computer display, WIFI, and HDMI outlet/cord. All 10 small group study rooms are open for use at all times and are first-come, first-serve. No key required.Reservations not allowed.

  • Rooms: 308, 307, 460A - 460E, 441A-441E

Large Group Study Rooms – Each room is furnished with a large computer display, WIFI, whiteboard & accessories, and HDMI outlet/cord. All group study rooms are available for use at all times. No key required.Reservations can be made via LibCal up to 4 hours once a day. Please see above for reservations procedures and more information.

Room Capacities:

  • 310, 311, 349, 350 - 1 to 6 people
  • 327, 328, 335, 336, 447, 448, 445, 456 - 1 to 5 people.

439 Library Instruction Room – Group room for up to 32 individuals. The space is furnished with a projector, microphone connections, 4 desktop computers, HDMI connection/adapters, whiteboard and accessories, and 3 large display monitors, and rearrangeable furniture.For internal use only. Key can be signed out by library personnel down in User Services.

464 Small Library Seminar Room – Group room for up to 15 individuals. The space is furnished with HDMI connection/adapters, whiteboard and accessories, and 2 large display monitors, and rearrangeable furniture.For internal use only. Key can be signed out by library personnel down in User Services.

463 Library Seminar Room – Group room for up to 15 individuals. The space is furnished with HDMI connection/adapters, whiteboard and accessories, and 2 large display monitors, and rearrangeable furniture.For internal use only. Key can be signed out by library personnel down in User Services.

Faculty Carrels – (317A-K; 324A-K)

The University Libraries offers twenty faculty carrels available for use on the 3rd floor of Mullins Library. These carrels are designed to facilitate and provide a quiet atmosphere for research and study. Carrels are not to serve as faculty offices and the holding off office in carrels is strictly prohibited. Due to their limited numbers, carrels are only available to University of Arkansas faculty.

All faculty carrels are furnished with a desk, chair, lamp, bookcase, and wireless internet access. Any University of Arkansas faculty member may apply for a carrel using our online application form. Carrels are checked out to faculty for 16-weeks which may be renewed one time. If faculty are needing a carrel beyond this 32-week period, a signed letter justifying why continual use of a carrel is needed  from their Department Chair is required. The University Libraries' Director of User Services assigns carrels. A waiting list will be maintained if no faculty carrels are available.

Procedures

Faculty may submit a Faculty Carrel Room Application Form online anytime and will be assigned on a first come/first-served basis.

The Director of User Services maintains the database of applicants and makes assignments as carrels become available.

Faculty assigned carrels will be notified via email; assignees must pick up their key in person at the Mullins Library Help Desk.

Faculty must remove all belongings and return the key to the Help Desk by the due date. Any faculty who does not return their key by their designated due date may be subjected to a fine and/or have their library privileges blocked until it is returned.

Guidelines For Use

Faculty carrels are available for use during all hours Mullins Library is open.

For security, carrel room keys may not be duplicated. There is a $35.00 replacement charge for lost keys.

Library furniture from other locations may not be moved into faculty carrels.

Library materials kept in carrels must be checked out to the faculty member. Library staff regularly monitor carrels and will remove any library materials not properly checked out. Library materials located in study rooms are treated the same as materials taken to the faculty member’s home or office; that is, they are subject to overdue notices, renewal limits, and other library policies.

Assignees are allowed food and drink in accordance with the Libraries’ Food and Drink policy. Each assignee is responsible for keeping their carrel clean; housekeeping staff do not enter carrels to remove trash or to clean surfaces or carpet. Please notify library staff of significant spills on the carpet so that they can be cleaned appropriately.

Appliances that pose fire hazards – heaters, coffee pots, etc. – are strictly prohibited.

Carrel rooms are not soundproof. Please be considerate of other library patrons.

Lights should be turned off and doors securely locked when leaving the carrel.

Assignees should not leave valuables or personal belongings that may be stolen or damaged; the security of the carrels cannot be guaranteed.

Repeat violations of guidelines may result in revocation of a carrel.

Faculty Reading Room & Graduate Reading Room

Currently Closed for RENOVATIONS - UPDATES to come

The Graduate Study Area is available on the fourth floor.The official room number is 401.There are (6) electrical outlets and wireless connectivity; however, there is no additional equipment in the room.The room can seat approximately 36 individuals and has one whiteboard.The door to the area remains locked and cannot be permanently unlocked by users.

Use of the area is limited to registered graduate students (including graduate students who have received extensions through the Graduate School [affiliates] as well as Law students). Due to the nature of the door, graduate students with disabilities may require assistance.

Keys for the room are housed in the key drawer at the User Services Learning Commons Circulation Desk – Circulation area.Keys can be identified by the red rectangle wooden key chains.There are 20 keys available for checkout.If additional users need access, the staff at the service desk will need to use a key from the key box to open the room.If this occurs, please let the User Services Librarian know.

To obtain a key, graduate students are required to present their university ID card which will be scanned, along with the key.Keys should be returned within eight hours or by library closing.Users who retain the key past the due time will receive a notice after 24 hours and a bill for re-key expenses ($50) after a total of 120 hours (5 days). Please let the User Services Librarian know if there are issues regarding key use or return.

  • Keys check out at the Main Circulation desk

LibCal Room Policies and Use

Rooms that can be reserved:

  • Group study rooms:
    • 310, 311, 327, 328, 335, 336, 349, 350, 447, 448, 455, 456
    • No key required. All doors are open and unkeyed.
    • Accessories available in each room: whiteboard markers and HDMI connection cables
  • Flex-Space Lecture Rooms/Instant Theater:
    • 449/451 & 453/452
    • University or University-affiliated groups (i.e., Registered Student Organizations, university departments, etc.) may reserve the Libraries’ Flex-Space Lecture Rooms for official University purposes only, excluding semester long class instructions. Rooms are not available for private use by members of the University community, nor are they available for use by non-University groups.
    • Reservations must be requested 48 hours in advance and will be mediated by Director of User Services. Rooms may be booked for a maximum 5 consecutive days.
    • Requests submitted after Noon on Friday will be responded to the next operating business day (Monday - Friday).
    • Food and drink are allowed in accordance with the Libraries’ Food and Drink policy. Patrons are expected to clean up after themselves by throwing away all trash in appropriate trash and recycling receptacles. Please report major spills to library staff immediately, so we can arrange for the appropriate clean-up.

Information for patrons:

  • Website to Reserve a Room: https://uark.libcal.com/spaces​ 
    • Rooms can check out for 15 minutes, up to 4 hours.
    • A patron can only have one group and/or Individual room reservation active at a time (24 hour period).
    • Each time patrons use the system, they will receive an email like the one below to confirm their reservation:

  • Patrons will receive a reservation confirmation message via email after reserving a room.
  • Patrons who have had a reservation but no longer need the space, are asked to please cancel the reservation so that others may use the space. User Services staff may cancel the reservation on the patron's behalf.
  •  

Information for library personnel:

When in doubt, talk to the User Services Supervisor on duty.

For User Services Supervisors, if LibCal goes down, send an email to Libhelp@uark.edu for support. A help ticket will be credit. 

Using LibCal “Spaces” (Booking Individual/Group Study Rooms)

  1. Go to the library’s website: http://libraries.uark.edu
  2. Click on the tab: Reserve a Room tab (located toward the top of the library's homepage)
  3. Click on the link: http://uark.libcal.com/spaces

Add Booking: Mullins Library

To add a booking, locate the room (individual or group study room) that you need and an available time slot that is open. All reservations can be made for up to 3 hours and booked in 15-minute increments.

  1. Locate an available green time slot on the Spaces calendar time grid.

  1. Select an available time slot in the Spaces calendar time grid.
    1. Once you click on a desired start time and room, a message box will appear with the details of your reservation.
    2. Select your desired end time from the drop-down menu
  2. Click the button 
     

Booking Details and Room Policies

  1. Verify the time, date and room # for your reservation.
  1. It is also important to read the terms & conditions assigned to each room, which will assist you before checking out a key for a study room.

  1. Click the button.

 

UARK Credentials

  1. Fill out the form providing your first and last name, and your university email address.

  1. Click the button 
    1. Congratulations! You have completed making a room reservation.
    2. You will see this message upon completion and will receive an email confirmation.

Canceling your reservation options

  1. Follow the link given in your email to cancel your reservation.
  2. Or, call the Mullins Help Desk to cancel your reservation (479)-575-4104.

 

Room(s) Key(s) Information

When Library personnel comes to the desk to sign out a key:

  • Library personnel simply need to sign out the key in our current log; User Services does not need to initial
  • Using the “Main Desk Log” binder
    • Check the key list and remove the correct key from the drawer
    • Have the patron sign the key out
      • Inform the patron that when done they are to return the key back to the main circulation desk and sign the key back in.

FREQUENTLY USED KEYS

Type                                  Room#                       Key#     

Branches                            

                Fine Arts   -      104 FNAR          -        5

     Digital Services Unit -  MULN 107         -        3

                Physics  -          221 PHYS         -        7

                Chemistry  -      225 CHEM        -        36           

Other                   

                East Side Book-Drop   - - - - - - - - -   37

                West Side Book-Drop    - - - - - - - - - 28          

                Reference (also works for 102)  - -   25