Building Use Policies for Visitors

Steenbock Library Building Use Policies for Visitors  June 2, 2017

Use of Library Facilities

Use of university and library facilities such as Steenbock Library is governed by the Board of Regents of the University of Wisconsin System under the Wisconsin Administrative Code (http://docs.legis.wisconsin.gov/code), as well as additional policies and guidelines from various UW-Madison units with space use and building operations responsibilities.

Code of Conduct

Users of Steenbock Library are expected to follow the UW-Madison Libraries Code of Conduct (https://www.library.wisc.edu/about/policies/code-of-conduct/). The Code is posted at Steenbock’s main entrance and in the Teaching Annex.

“The UW-Madison Libraries support the teaching, research, and outreach mission of the university by providing access to and delivery of information. To that end the libraries acquire, organize, make accessible, and preserve sources of knowledge in all formats. They also provide instruction on how to find and evaluate knowledge resources. The libraries provide safe, respectful environments for collaborative and individual study and learning.”

Entrance Policies

Steenbock Library serves the library and research needs of University of Wisconsin students, staff and faculty.  Members of the public not affiliated with the University of Wisconsin are also welcome to use Steenbock Library for research and study.

Diversity, Equity & Inclusion

Libraries are dedicated to the principles and practices of social justice, diversity, and equality among our staff, collections, and services. The UW–Madison Libraries will continue to look for ways to eliminate undue hardship for the patrons who use our collections, services, and facilities. We will continue to work to ensure we provide welcoming and inclusive surroundings for all who wish to take advantage of our spaces and services. Actions meant to hurt, alienate, or divide this community will not be tolerated. Please report incidents of bias or hate to Library staff or on the campus online report here: https://students.wisc.edu/doso/services/bias-reporting-process.

Computers

In addition to library and other policies noted above, computer use in the library is covered by the UW-Madison Office of the CIO Policies (https://kb.wisc.edu/itpolicy/cio-policies), including the Responsible Use of Information Technology Policy and Guest NetID Policy.  Patrons must adhere to these guidelines.

Most computers on 2nd floor, all in the 1st floor Teaching Annex, and those in 1st floor group study rooms have been purchased with designated tuition fees. Therefore, the computers are reserved for the use of UW-Madison students, faculty and staff and require a valid UW-Madison login for use.  Use of Guest NetIDs with these computers is allowed based on the user’s affiliation with campus and their business need to access certain applications, services and data.  Use of Guest NetIDs for purposes other than described in the CIO Policies is not allowed on these computers.

Research Help (public) computers on 2nd floor are primarily for doing library research. Priority is given to those using information sources accessible from campus library web pages. Limited personal or recreational use of these computers, such as checking email, is considered reasonable for a brief period of time, generally for no longer than 30 minutes.  Stand-up/kiosk computers on 1st and 2nd floor are intended to be used for quick searching. The kiosk computers also do not require a UW-Madison login and are available to the public for short-term use, generally for no longer than 15 minutes. We reserve the right to limit patrons’ use of public computers for non-library research purposes.

Room Reservations

Group Study Rooms

  • Estimated maximum capacities:
    • Group study rooms: 4-6 (101-104, 110-115)

Study rooms are intended primarily for group use. However, individuals can reserve a study room when they need a more private space, for example to practice a presentation or participate in an online discussion.

The campus libraries’ room reservation policy applies to all Steenbock group study rooms.  In particular, please note reservations are limited to 4 hours total per person, per room, per seven day period, and a reservation can only be made up to 14 days in advance.   See https://www.library.wisc.edu/libraries/library-study-rooms/policies/ for additional details.   Reservations are made using a campus NetID via the online reservation system at https://www.library.wisc.edu/libraries/library-study-rooms/

Groups not associated with the University should contact library staff at the Steenbock service desk (608-262-1371) for assistance with access to these rooms.  Requests for advanced reservation (more than 14 days in advance), use of multiple rooms at once, or extended use, such as a full day event, will be considered on a case-by-case basis by the Head of the Library.

Conference Rooms

  • Estimated maximum capacities:
    • Room 240: 20
    • Room 340: 30

Two conference rooms are available for reservation.  Room 240 can seat 14 persons around a large conference table.  Additional chairs are also available in the room.  Room 340 can seat up to 30 comfortably. Chairs and tables are on wheels and may be arranged to suit needs. See https://www.library.wisc.edu/steenbock/spaces/rooms-to-reserve/ for more information.

The campus libraries’ room reservation policy applies to Steenbock conference rooms.  In particular, please note reservations are limited to 4 hours total per person, per room, per seven day period, and a reservation can only be made up to 14 days in advance.   See https://www.library.wisc.edu/libraries/library-study-rooms/policies/ for additional details.

In addition to the above policies, the following apply to Steenbock conference rooms:

  • Reservations are made via an online reservation form available at https://www.library.wisc.edu/steenbock/240-340-room-reservations/ or by contacting library staff at the service desk.
  • Library-related programs and meetings have priority use in these spaces.
  • Rooms are reserved on a first come, first served basis.
  • Food and beverages are allowed but must be served inside the room, not in adjacent library space outside the room. Organizers of group events where food is served are responsible for completely cleaning up the areas used, including table surfaces, and disposing of trash in appropriate containers.
  • Rooms are not available as ongoing substitutes for assigned classroom space.
  • Rooms may be reserved by all Steenbock Library users provided the requested use complies with other building use policies.
  • Requests for advanced reservation (more than 14 days in advance) or extended use, such as a full day event, will be considered on a case-by-case basis by the Head of the Library.
  • If setup or takedown times fall when the building is closed, access to the space must be pre-arranged with library staff.

Room 105

  • Estimated maximum capacity: 30

The primary use of this space is library instruction sessions.  Room 105 is scheduled for this purpose by Steenbock Library staff in consultation with the Steenbock Instruction Coordinator on a first-come, first-served basis.  Any specialized requests for altering the space or equipment should be discussed with the Instruction Coordinator.  This room is not available as ongoing substitute for assigned classroom space.  Additional policies are included in the separate Steenbock Library Room 105 Usage Policy.

Teaching Annex

  • Estimated maximum capacity: 25

Use of this space for library instruction sessions has priority over other uses of the space.  The Annex is scheduled for this purpose by Steenbock Library staff in consultation with the Steenbock Instruction Coordinator on a first-come, first-served basis.  This space is not available as an ongoing substitute for assigned classroom space.  Library staff will make every effort to notify library patrons about reservations in advance.   When not in use for library instruction, the computers in this space are available for the use by UW-Madison students, faculty and staff whenever the library is open.

BioCommons

  • Estimated maximum capacities:
    • 110A & 110B: 64
    • 110C: 20
    • 110D-F: 4
    • 106, 108, 109: 4-6

BioCommons supports and encourages activities that help undergraduates in the biological sciences explore, engage, and excel in and beyond their major course of study and priority is given to events and programs that support this objective.  BioCommons-related events have priority use of the BioCommons spaces.  When not in use for BioCommons-related events, these spaces will be available as library study space or for other approved events.

The BioCommons spaces which may be reserved are 110A–F, 106, 108, and 109, although BioCommons-related events may also occur in other areas of the library.  Requests are submitted through the BioCommons reservation form available at http://go.wisc.edu/nhsnsx.   Approval for reservations in these spaces is granted and scheduled by the BioCommons staff and/or the Steenbock Undergraduate Services Librarian, occasionally in consultation with the BioCommons Director and the Head of Steenbock Library when there are potential conflicts or competing uses of the space.

Events

Rooms may be reserved at no charge during hours the library is open for group events so long as they comply with building use policies.  Please keep noise at levels designated appropriate for the space and when applicable, keep doors closed as much as possible to reduce noise carrying into adjacent areas.

Food and beverages are allowed at events but must be served in an area agreed upon by the library and event organizers (1st floor vending area, inside conference room, etc.)  Advanced notice of food / beverages being served is appreciated so adequate trash cans, cleaning supplies, etc., may be provided.  Organizers of events where food is served are responsible for completely cleaning up the areas used, including table surfaces, and disposing of trash and recyclables in appropriate containers.

Event set-up and takedown are the responsibility of the event organizers.  Any specialized requests for altering the space or equipment should be discussed with appropriate library staff ahead of the event.    When applicable, furniture and other equipment should be returned to the preferred arrangement posted in the area.  If setup or takedown times fall when the building is normally closed, access to the space must be pre-arranged with library staff.

Requests for exceptional uses of library spaces (e.g. advanced reservation, full day events, use of multiple rooms simultaneously, etc.) will be referred to the Head of the Library for consideration on a case-by-case basis.

Unattended Children

Parents/caregivers are responsible for their child’s safety and behavior while in the Library and the parent/caregiver must be present.  This responsible individual must supervise, guide and control the behavior of their charge or charges at all times.  The Library assumes neither responsibility nor liability for the actions, care, supervision or safety of minors.

Food & Beverages

Food and non-alcoholic beverages are permitted in all areas of Steenbock Library except in the stacks/bookshelves themselves.  Please use covered beverage containers.  In order to protect the library’s computer equipment, no messy food or snacks are allowed near any computers.

Noise

All library visitors are entitled to an environment in which to work and fulfill the teaching and research mission of the university.  Users should respect the study area designations and noise level expectations of particular areas by modifying their conversations and activities accordingly.

Petitioning, Surveying, and Soliciting

In general, petitioning, surveying and soliciting (sales, fundraising, etc.) within the library is considered inconsistent with the research and study mission of the library.  Therefore, Steenbock Library does not allow student organizations to hold events or distribute information (information tables, leafleting, marketing, etc.) within the library that don’t support the primary academic and student learning mission of the library. Occasional exceptions may be made for efforts that are seen as having the broadest benefit to all students, such as voter registration for example.  Groups that want to conduct activities like this within the library should contact asksteenbock@library.wisc.edu or the Head of the Library if you have a project that could be considered an exception due to its direct association with the use of the library.

Public Notices

Bulletin boards are provided in the southeast stairwell for posting announcements of events and other information.  Notices are removed regularly, for example, when the date for an event is past.  Notices should not be placed on the bulletin boards reserved for Steenbock staff.  Notices placed in other library locations (bathroom stall doors, tables, etc.) will be removed.

Filming

Steenbock Library reserves the right to prohibit filming in the library if it is believed that a filming project would be disruptive to patrons and staff. Anyone interested in filming in the library should inquire at the service desk and obtain the permission of the Head of Steenbock Library.

Smoking

Steenbock Library complies with the UW-Madison smoke-free policy and does not have any areas in which smoking is permitted.  The smoke-free policy applies to all indoor space including individual offices.  Entrances to all UW-Madison buildings are also smoke free within 25 feet of the doors.   Please extinguish and dispose of all smoking materials in appropriate containers available where smoking is permitted.

Sleeping in the Library

Steenbock Library is not intended to be used as a place for sleeping.  Given that extended study sessions, especially during exam periods, can cause a student to fall asleep while studying, brief naps will typically be allowed.  However, we reserve the right to wake individuals and check on their status.

Lost & Found

Items belonging to library patrons found by or turned in to library staff are retained in a staff area designated for this purpose.  When the owner can be identified library staff will attempt to contact the individual and notify them on how to retrieve the item.  Items containing personal identity or thought to have significant value will be turned over to UWPD.  Items held but not claimed within a reasonable period of time will be donated or discarded as appropriate.

Exiting the Library

Library patrons are expected to leave the library promptly when it closes, during emergency situations and/or drills, and when asked to do so.  Remaining after hours is considered trespassing and may result in disciplinary action.  Except in emergency situations, users are expected to exit the building through the security gates at the 2nd floor exit.  Should a security gate alarm be activated, users are expected to follow instructions from library staff to resolve the situation.