Policy Title: Library Study Rooms Reservation Policy 
Policy Number: LP-020
Type of Policy: Library 
Last Reviewed Date: Aug 2025 
Next Review Date: July 2028 
Responsible Administrator: Dean of Libraries 
Policy Owner: Library
Contact Name: Sonya Gaither 
Contact Title: Dean of Libraries 
Contact Email: Library@clayton.edu 

Policy Statement:
The Clayton State Library recognizes a need to provide functional spaces for group collaboration and individual study with special equipment designed to facilitate learning, media presentation, and recording capabilities. All study rooms require a reservation for use. 

Reason for Policy:
Library policies are created to assist students, faculty/staff, and community users with developing a welcoming and inviting study and research space within the library facility. Each policy explains who, how, and when the library building, resources, etc. can be accessed. In the event library property becomes lost or damaged, or there is a disturbance during operating hours, policies and procedures explain how these matters will be resolved. 

Policy Scope: 
This policy applies to currently enrolled students of Clayton State University. 

Policy: 
Currently enrolled Clayton State University students may reserve study rooms. Faculty or staff who would like to use a library space should email library@clayton.edu for options.

 

• Most rooms may be used by one or more individuals, but group rooms have minimum occupancy requirements. Groups must meet the posted minimum occupancy requirement before claiming a reservation for and occupying a group room. 
  • L140 (6-10): at least six (6) members must be present to occupy the room
  • L141 (2-5): at least two (2) members must be present to occupy the room 
  • L212 (4-8): at least four (4) members must be present to occupy the room 

• Maximum reservation length is two(2) hours.  
• Students are allowed one reservation per person per day. 
• Students can make reservations up to two weeks (14 days) in advance. 

One Button Studio (L220)

• The One Button Studio is a simplified recording studio.
• No video production experience needed.
• Instructions for the One Button Studio are in a folder next to the device.
• Please do not attempt to move or adjust the motorized camera manually, it is controlled by the One Button software.
• Please ask for assistance if you need to move the green screen.

Equipment for Study Rooms 

• All study rooms include a whiteboard.
• Patrons can check out markers and erasers at the information desk on the upper floor of the library.
• All study rooms with monitors include an HDMI cord. Connect the cord to your computer to display your screen on the monitor.
• HDMI adapters for most devices are available for checkout at the information desk on the upper level of the library.
• Room L224 includes multiple HDMI and VGA cables so that group members can share their screens without plugging and unplugging each time. 

Procedures: 

• Making a Reservation
  Students can make a reservation on the library’s website, at one of the reservation laptops in the library, or at the information desk on the upper level. Finalizing a reservation will require the student to login using their Clayton State University username and password. 
• Use Guidelines
  The patron who schedules the reservation is responsible for the room during the reservation. Please leave the room in good condition. This means removing trash, pushing in chairs, and erasing boards with library-provided erasers. If a room is not in good condition at the start of a reservation, please alert library staff.  
  • • Adhere to the minimum and maximum occupancy for each room.   
    • Alert staff if you need to briefly leave the room during your reservation.  
    • A user or group that is more than 15 minutes late forfeits the reservation.  
    • Be kind to the cables and refrain from moving the table. Please ask for assistance if you have trouble with the cables.
    • Study rooms are designated as Active Learning Zones but they are not soundproof. Monitor conversation and media volume levels, and keep the door closed while in the room .  
    • Check out the library-provided markers and supplies if you plan to use the dry erase boards. 
    • The Clayton State University Children on Campus Policy states that children may never be left unattended on campus, and this includes library study rooms . Library staff will notify Public Safety if an unattended child is found in a study room . 
    • Follow the library's Food and Beverage Policy  
    • Be mindful of the time and vacate the room at the end of your reservation. 
    • patrons must vacate study rooms 15 minutes prior to closing time.  
    • Please return any supplies to the nearest service desk 15 minutes before closing.   
• Policy Enforcement
  The library follows a three-strike rule for policy violations. The first violation will result in a warning. A second violation will result in an explanatory note being added to the patron's library account. A third violation will cause the patron to lose study room privileges. 

References/Sources:

1. Clayton State University Children on Campus Policy 
2. HDMI Adapters for Checkout 
3. Library Food and Beverage Policy 
4. Library Study Zones Policy 

Policy History: 

Revision Date	Author	Description
01/09/2017	Library Leadership	Effective date
09/09/2024	Library Leadership	Reformatted from PDF to HTML
04/08/2025	Library Leadership	Reformatted to new template
08/14/2025	Library Leadership	Updated minimum group size for L140, L212 and L141