Policy Overview

Reservations and General Use

All reservations pertaining to the Civil Rights Courtyard, the Lecture Hall and Seminar Room must approved by the Library Dean. To reserve these spaces, please contact the ASU Office the Facilities Coordinator (W-235 Acadome) at least 3 weeks in advance of the event. The room will not be reserved until final approval of the facility request form. You must also receive written confirmation of approval prior to announcing the event from the LWLC. The use must follow the policies and procedures of the LWLC.

The LWLC reserves the right to evaluate whether a proposed activity is consistent with its mission. The LWLC also reserves the right to deny any requests for the use of space based on the nature of the intended activity as it relates to the intended purpose of the space.

Room Description / Use

Spaces on the first floor can be reserved by students, faculty, staff, and administrators. These spaces lend themselves to culturally based programs, including lectures, symposia, book discussions, workshops, poetry reading and forums. The spaces include: the Civil Rights Courtyard, the Lecture Hall and the Seminar Room.

Other spaces open for programming in the library includes academic areas, solely designated for the purpose of teaching and learning. These spaces include: faculty development rooms, labs, studios and information commons. Spaces will be made available if all stated procedures are followed. Request for space will be prioritized based on its proposed uses.

Priority for space will be given to activities with an academic focus, activities proposed by University administrators or academic departments, activities proposed by student academic and service organizations. Finally, request from entities outside of the University will be given considerations based on how well the requests corresponds to the LWLC mission, availability and the nature of the activity. Request for recurring events are generally not approved for space reserved in the LWLC.

Special Events Spaces Policies & Procedures

Reservations

All reservations pertaining to the Civil Rights Courtyard, the Lecture Hall, and Seminar Room must be approved by the Library Dean. To reserve these spaces, please contact the ASU Office of the Facilities Coordinator (W-235 Acadome) at least 3 weeks in advance of the event. You must receive written confirmation of approval prior to announcing the event.

• The availability of these spaces may be provided prior to submitting a facility request form. However, the room will not be booked or reserved until final approval of the facility request form.
• Groups will not be permitted to hold regularly scheduled meetings unless sponsored or cosponsored by LWLC or National Center staff.
• Upon adequate notice and for adequate reasons, the LWLC reserves the right to revoke permission to use spaces in the LWLC.

Cancellations

The LWLC requires at least 24 hours’ notice of a meeting or event cancellation, except in the case of inclement weather. In unforeseen emergencies in which the library has to cancel a meeting, the library will attempt to give the group as much notice as possible.

Responsibility / Liability

Users of this space must comply with LWLC General Policies. The user must take full responsibility for the activity and must adhere to the Library's policies, rules and procedures. The library will not assume responsibility for security issues or loss of property in connection with the event or those in attendance. Campus organizations must have an advisor present for any function to take place in the LWLC.

Capacity

The number of attendees for all activities must not exceed the capacity of the reserved space.

Hours

All activities must be held during Library hours Monday through Friday. Events must end one-half hour before Library closing.

Recording

Recording of activities including audio, filming, and photographs must be approved by the Library in advance. Recording is restricted to the area where the activity is held.

Media Equipment

All media equipment needs must be requested in advance of the special event.

Food, Drinks, and Alcoholic Beverages

No food or drink is allowed in the Library.

Publicity

Groups may not state or imply that the Library is sponsoring their meeting or event. Publicity announcing meetings should in no way imply Library sponsorship. Only activities sponsored by the LWLC will be advertised by the Library.

Registration and Signage

All activities must take place within the assigned area, including registration. Signage or informational materials such as announcements and invitations must be approved by the ASU Publications Department. No tape or adhesive of any kind may be used on the walls or furniture.

Security

Security for activities is encompassed within the routine duties of the Library’s Security Office to monitor and secure the building and its occupants. No admittance to events is permitted other than through the library’s main front entrance unless approved in advance in order to protect library security. Additional security needs and use of outside security personnel must be cleared in advance with the ASU Department of Public Safety.

Exhibitions

Those requesting to exhibit in the Library must take full responsibility for the materials and persons involved in the installation, display, and removal of the exhibit. The Library provides no assistance in the installation and removal of the exhibit. The Library will not insure the exhibit and has no responsibility or liability for theft or damage of materials on exhibit or injury to the persons who install and remove the exhibit.

Activities such as receptions, media coverage, and exhibit hours must adhere to the same rules, regulations, and procedures as all other activities in the space. Any exceptions must be documented in a written agreement signed by the Dean of the Library and the exhibitor.

Set-up and Clean-up

The Library provides the following equipment to be set up in the Civil Rights Courtyard and the Lecture Hall: folding chairs, projectors, podium, and microphone. If an alternative set-up is desired, the user will be responsible for the physical arrangement of the space. All furniture and equipment must be returned to their original arrangement after an event. No tape or adhesive of any kind may be used on the walls or furniture.

The user is responsible for cleaning the space at the close of the activity and advising the Library of any damage to or problems with facilities, furnishings, or equipment. All reserved spaces and rooms must be left in a clean and orderly condition. Failure to do so may affect future bookings.

Additional Policies

Seminar Room

The Seminar Room is available for small group meetings, seminars, and workshops. This space is not available for the following:

• Classes conducted by instructors
• Study groups
• Administering examinations
• Non-library related groups soliciting or actively selling items or services
• Social gatherings, clubs, or activities unless approved by the Library Dean in advance

Civil Rights Courtyard

The Civil Rights Courtyard is a part of the LWLC and is open to students, faculty, administrators, staff, and the general public.

All Visitors

• The Courtyard is open during regular library operating hours.
• The Courtyard is for repose and contemplation. Please keep noise to a minimum and refrain from using phones in the garden area.
• Visitors should take care not to damage the foliage.
• No smoking, drugs, or alcohol are allowed inside any area of the library, courtyards, or patios.
• Children under 16 attending activities must be supervised by an adult in the garden.

Art Gallery

Art Shows

• The Art Gallery is intended to provide an aesthetically pleasing space to display fine art
• The Exhibition Committee, of the LWLC has primary responsibility for displaying art in the Art Gallery
• The display of art in the Art Gallery may involve collaboration between the library and the National Center for the Study of Civil Rights and African American Culture
• Other on-campus organizations and divisions can apply to have an art show considered for exhibition in the Art Gallery
• Request to have art displayed in the Art Gallery can be made at the Administrative Office on the second floor of the library
• The Exhibit Committee will convene to determine if the proposed art exhibit warrants
• The Exhibit Committee will make a recommendation to the Dean of the Library, and the Dean of the Library will make the final decision
• A new art exhibit will be hung for 4 months.

Receptions & Special Events

Art openings, receptions, and other special events will follow the policies for "Special Events Spaces."

Teaching & Learning Spaces (Faculty)

Room Description / Use

The LWLC provides flexible Teaching & Learning Spaces to support teaching, learning and research at ASU. The Teaching & Learning Spaces for Faculty include: faculty research & development rooms, guest research rooms and information commons. These spaces in the LWLC are ideal for ASU faculty to conduct research, to facilitate informal classes and to host small group meetings and seminars.

Reservations

To reserve a Teaching & Learning space, ASU faculty can complete an online reservation request form at least 3 weeks in advance. (EXCEPTION: Requests for Faculty Research Rooms are due during the first week of classes of each semester.) You must receive written confirmation of approval.

Cancellations

The LWLC requires at least 24 hours’ notice of a meeting or event cancellation, except in the case of inclement weather. In unforeseen emergencies in which the library has to cancel a meeting, the library will attempt to give the group as much notice as possible.

Responsibility / Liability

Users of these spaces must comply with LWLC General Policies. The user must take full responsibility for the activity and adhere to the Library’s policies, rules, and procedures. The library will not assume responsibility for security issues or loss of property.

Hours

All research, teaching, and learning activities must be held during Library hours. Classes must end one-half hour before Library closing.

Capacity

The number of users for all activities must not exceed the capacity of the reserved space.

Library & Personal Materials

Library materials must be checked out in advance when using these spaces. Book bags may be requested for search when entering these areas. Personal materials and library books may not be left unattended in the group study or individual research rooms while in class, for extended periods of time, or overnight.

Media Equipment

All media equipment needs must be handled in advance by the library's media staff. The library will not assume responsibility for media needs at the time or during the event. The Administrative Office staff is not responsible for requesting this equipment and Library staff is not available to run AV equipment during meetings or events.

Additional Policies

Faculty Development Room, Faculty Group Study Room, Seminar Room, and Information Commons (3rd & 5th floor)

• Priority usage is for groups of 3 or more people with proof of advance reservation. Rooms may not be reserved or held for one person only.
• Groups with reservations must have proof of confirmation and should bring a copy of the confirmation email.
• Users without reservations must leave when requested by a group with proof of valid reservation.
• Rooms cannot be reserved or held by placing personal belongings in them. Unattended items will be removed.
• The Seminar Room is available for workshops and seminars.
• Media staff will provide screens and remotes for projectors available in the Information Commons.

Faculty Research Rooms & Guest Research Office

• Three Faculty Research Rooms (3rd floor) can be reserved by completing an online reservation request form due during the first week of classes of each semester. Faculty can choose to reserve these research rooms on a weekly, monthly or semester basis. Faculty must receive written confirmation of approval. Faculty research rooms have a desk, chair and network connection. Upon approval, keys will be assigned in the LWLC Administrative Office.
• Two Faculty Research Rooms are available on a first-come, first-served basis and will remain unlocked.
• One Guest Research Office on the 4th floor can be reserved by completing an online reservation request form. Upon approval, guest researchers from other institutions will be granted guest access to LWLC databases and collections.
• Research materials and checked-out library books can be left in reserved Faculty Research Rooms and the Guest Research Office. However, the LWLC will not assume responsibility for security issues or loss of property.

Teaching & Learning Spaces (Students)

Room Description / Use

The LWLC provides flexible Teaching & Learning Spaces to support teaching, learning, and research at ASU. Student spaces are ideal for students to conduct research, facilitate study groups, and develop or collaborate on presentations.

• Multimedia Presentation Studio: Students can work individually or in small groups to create or view DVDs and to develop or collaborate on presentations.
• Individual & Group Study Rooms: Students can work individually or in small groups to develop or collaborate on presentations, assignments, and research.
• Graduate Research Lab & Carrels: Graduate students can work individually or in small groups to develop or collaborate on presentations, assignments, and research.

Reservations

Students, faculty, or staff members can reserve a room at the Information Desk with a valid ASU ID. Students must be enrolled for the current semester. Users will receive a reservation card as proof the room has been reserved and must return the card to the Information Desk when signing out. Individual study rooms are first-come, first-served.

Responsibility / Liability

Users of these spaces must comply with LWLC General Policies. The user must take full responsibility for the activity and adhere to the Library’s policies, rules, and procedures. The library will not assume responsibility for security issues or loss of property.

Hours

All Teaching and Learning spaces are available only during library hours. All rooms must be vacated 10 minutes prior to closing.

Capacity / Time Limit

Students, faculty, and staff of ASU may reserve these spaces for up to 3 hours. Based on availability, additional time may be scheduled.

Library & Personal Materials

Library materials must be checked out in advance when using this space. Book bags may be requested for search when entering this space. Personal materials and library books may NOT be left unattended in the individual or group study rooms, graduate research lab or the multimedia presentation studio while in class, for extended periods of time, or overnight. Materials and personal items left unattended will be removed. Library books that are not checked out will be returned to the stacks

Set-up and Clean-up

Do NOT add or remove furniture from the individual or group study rooms, graduate research lab or the multimedia presentation studio. The user is responsible for cleaning the space before leaving in preparation for the next person. All reserved spaces/rooms must be left in a clean and orderly condition. Failure to do so may affect future use of the space.

Additional Policies

Multimedia Presentation Studio

• No food or beverage is allowed in the Multimedia Presentation Studio.
• The Multimedia Presentation Studio and equipment are available for teaching and learning activities only.
• The Multimedia Presentation Studio is not intended for commercial or entertainment use.
• Users may bring a laptop computer for use in the Multimedia Presentation Studio, or one may be checked out from the LWLC Information Desk.
• Users requesting access to the Multimedia Presentation Studio accept full responsibility for equipment and activities within the room.
• Requesters may be assessed fees for damaged or missing equipment. An LWLC staff member should be notified immediately in the event of equipment malfunction or failure.

Individual Study Rooms

• Individual Study Rooms are available on a first-come, first-served basis.
• Occupancy is limited to one person for individual rooms and two people for double occupancy rooms.
• Please keep noise down so as not to disturb others.

Group Study Rooms & Graduate Research Lab

• Group study room priority usage is for groups of 3 or more people.
• At least two group members must be present when the room is checked out. Rooms may not be reserved or held for one person only.
• There is a 15-minute grace period for reservations. If the group is not present within the grace period, the reservation is invalid and another group may use the room.
• Users without reservations must vacate the room when requested by a group with proof of valid reservation.

Whiteboard / Chalkboard Use

Students can check out dry erase markers, chalk, and erasers from the 1st floor Information Desk.

Digital Production Labs Policies and Procedures

Room Description / Use

The LWLC provides the Digital Production Lab for ASU students to create audio and video productions, websites, graphic designs, and to perform scanning activities.

Access

The LWLC Digital Production Lab is available for use by students, faculty, and staff of ASU. Computers are available on a first-come, first-served basis.

Digital Lab Policies

• The Digital Production Lab is available to students, faculty, and staff on a first-come, first-served basis.
• No food or beverages are allowed in the Digital Production Lab.
• The Digital Production Lab and equipment are available for teaching and learning activities only.
• Resources within the Digital Production Lab should not be used for commercial or entertainment purposes.

Archive Policies

Room Description / Use

Alabama State University Archives is open to students, faculty, administrators, staff, and the general public. The archives exist to identify, acquire, organize, and preserve collections—particularly primary source materials—that document the history and internal operations of ASU. The Archives also develop and catalog materials that preserve and make accessible resources relating to the people, aims, strategies, and achievements of the modern civil rights movement, with particular attention to areas where civil rights activism intersects with the history of ASU and connects local movements to broader initiatives. Finally, the ASU Archives collect materials that reflect the cultural expressions of African Americans, particularly the people of Alabama.

• All Visitors: Any patron visiting the Archives should review the Archive Regulations located at the Archive Reference Desk and adhere to all directives.
• Researcher Appointments: Persons planning to visit the Archives should make an appointment. If a patron indicates the specific material or collections they are interested in, that material should be retrieved and placed in Storage Room 258 the day before the patron arrives.
• Student Visitors: If a person visits the ASU Archives and wishes to talk to the archivist or another staff member on matters not related to the Archives, they should be directed to wait just outside of the Archives while the requested staff member is informed.
• Researcher: If a researcher visits without an appointment, they will be instructed to read archive regulations, show identification, and complete a researcher form. Staff will familiarize the patron with the archival area and show the patron the physical and electronic finding aids before reviewing the request with an archival staff member.
• Handling Documents: Materials in the Archives are valuable and often fragile. Please use the utmost care when handling historic materials.
• Photocopying Documents: Patrons will not be allowed to copy materials from some archival collections. In these cases, an archival assistant will make the copies for the patron. Please refer to the archival procedural manual for additional details on how archival documents are properly copied.
• Conduct in the Reference Room:
  • Please keep noise in the archival area to a minimum.
  • Please refrain from using phones in the reference area.
  • The primary focus of the archival area is research. Patrons interested in activities other than research, reading, or study should be directed to another part of the library.
• Food Policy: No food or drink is allowed in the Archives.