Library Policies and Guidelines

Library Collaborative Spaces Guidelines

Number: 015
Date: 06/09/2022

Revised: 07/09/25
Department: Administration

Overview

The Thomas G. Carpenter Library is committed to supporting the success of faculty, staff, and students at the University of North Florida. Use of our collaborative spaces—including classrooms, event spaces, and meeting rooms—is intended for educational and university-related purposes only. These guidelines are provided to help maximize the effective use of our facilities and to assist users in fulfilling their teaching, learning, and engagement needs.

 

Library Space Request Form

Space Guidelines

Two 40-seat classrooms are available on the 2nd floor and equipped with digital projection, moveable tables, chairs, and laptops. With a moveable wall, the two classrooms can be combined into one 80-seat space. Scheduling of the classrooms by non-library UNF affiliates is available after the first week of each semester.

Scheduling availability is as follows:

  • First priority is for library instruction, including one-shot class sessions with a library instructor, semester-long courses taught by a librarian, and workshops scheduled by librarians.
  • Second priority is for the library as a whole. This includes but is not limited to library staff training, presentations, and open events sponsored by the library.
  • Depending on availability, the classrooms may be scheduled by other University of North Florida campus affiliates to facilitate computer-based instruction/training. Such sessions are scheduled on a first-come first-serve basis.
  • Following the first three priorities, the rooms may be scheduled by outside organizations.
  • The classrooms generally are not scheduled:
    • by students (neither individually nor for student groups without a faculty sponsor and/or library staff attending),
    • for testing (neither proctored nor unmonitored),
    • for all or several sessions of semester-long courses other than those taught by a librarian.

Questions about reserving Classrooms 2102A & B, contact: Library Administrative Assistant, Heather Bumbalough, lib-instruction@unf.edu

  1. Reservation Process
  • All requests must be submitted at least 2 weeks in advance.
  • Requests are reviewed on a case-by-case basis. Approval is not guaranteed.
  • A confirmation email will be sent once the reservation is approved.
  1.  Space Use and Capacity
  • Furniture must not be moved without prior approval.
  • If a special room setup or configuration is needed, the group must submit specific layout requests in advance and coordinate with the Library to determine feasibility.
  • Decorations must be approved in advance and must not damage library property.
  1.  Technology and Equipment
  • Basic AV equipment may be available upon request.
  • Groups are responsible for testing equipment in advance and providing their own technical support unless otherwise arranged.
  1.  Conduct and Supervision
  • A designated group representative must be present throughout the event.
  • Events must not interfere with library users or staff.
  1.  Publicity and Signage
  • Signage must be coordinated with the Library. UNF Marketing & Communications approval may be needed.
  • Signage is limited to designated areas and must be removed immediately after the event.
  1.  Food and Beverages
  • Light refreshments may be allowed in certain spaces with prior approval.
  • Alcohol may be allowed with prior approval from EH&S.  If approved, a bartending service is required.
  • Groups are responsible for coordinating directly with the caterer, being present at the time of delivery, and overseeing all the catering setup.
  • Groups are responsible for cleanup and disposal of waste.
  1.  Cancellations and Changes
  • Cancellations must be made in writing at least 48 hours in advance.
  • The library reserves the right to cancel or reschedule events due to unforeseen circumstances.
  1.  Liability
  • The library is not responsible for lost, stolen, or damaged items.
  1.  Post-Event Responsibilities
  • Groups must leave the space clean and in its original condition.

 

For questions, please contact: Library Administration, lib-admin@unf.edu.

Room Locations & Capacity

  • Rooms: 2405 (large) and 2405A (small), located in the Library Administration suite (Suite 2400, 2nd floor) and separated by a retractable wall.
  • Capacity:
    • Room 2405: 20 seats
    • Room 2405A: 12 seats
    • Combined (with retractable wall open): 32 seats
      • If needed, the retractable wall will be retracted by Library Administration staff prior to the scheduled meeting.

Room Features

  • 2405 (large) is equipped with PC desktop, digital projection, tables, chairs, and a whiteboard.
  • 2405A (small) is equipped with a mobile display with a PC, tables and chairs.
  • Cleaning supplies are available in the large conference room cabinet.

Scheduling

Scheduling Hours

  • Available Monday–Friday, 8:00 AM – 5:00 PM.
  • Rooms are within an open office area, so noise should be kept to a minimum.

Setup & Responsibilities

  • Arrive up to 15 minutes early. If more time is needed, notify Library Administration.
  • The person reserving the room is responsible for:
    • Room setup
    • IT coordination (submit ITS ticket one week in advance)
    • Cleaning and resetting the room
  • If food will be served during your meeting, prior approval is required. Please include this information in your reservation request so that appropriate arrangements and cleaning protocols can be coordinated.

During the Meeting

  • Close conference doors once the meeting begins to minimize disruption

Upon Departure

  • Turn off all equipment
  • Reset the room
  • Clean whiteboard (if used)
  • Notify Library Administration that you are done using the conference room

 

For questions, please contact: Library Administration, lib-admin@unf.edu.

Questions about reserving Special Collections, contact: Head of Special Collections & Archives Susan Swiatosz, lib-special@unf.edu.