Room Use Procedures

As of the end of Dec.6, we have checked out the room keys 935 times and had 5,610 guests use the group rooms! (Whew, no wonder we're tired.) We've learned a few things as we have done this work, and we've fine-tuned our procedures. Please use the required guidelines below when checking room keys in and out to guests:

PROCEDURES FOR GROUP ROOM USE

Checking out a key:
 Take a key from the box. (If no keys are available, ask the guest if he/she would like to sign the waiting list.)
 You fill out the top portion of the room use agreement. Make sure you fill out the form completely.
 Ask the patron to read the agreement and sign at the bottom.
 Scan the guest’s I.D. and the room key.
 Tell the guest the room is due in two hours.
 Place the agreement form in the box under the counter. Forms should be kept in room number order.

Renewing a key:
 Keys can only be renewed when there are one or more rooms empty.
 Find the agreement slip for the room that needs renewed.
 Write “renewed” and the current time on the top of the form.

Checking in a key:
 Scan the room key to check it in.
 Pull the signed agreement matching the room key from the box.
 Give the key and the agreement to your co-worker and ask him/her to check the room for you.
 When your co-worker returns, if there is no waiting list, place the key in the box. If the room was in good order, place the agreement in the box on the reserve shelves. If the room was not in good order, make sure details are written on the agreement, and place the agreement in Steven’s mailbox.
 If there is a waiting list, announce the first name on the list. If no one comes to the desk, announce the second name, etc. As you announce the names, cross them off the waiting list. When a guest from the waiting list approaches, follow the “checking out a key” procedure above.

Got questions? Ask your supervisor.

Rooms and Room Keys

So are you now thinking about a career in hotel management? Or is 16 rooms to monitor enough for you? I-Core and group study room use definitely have BUSP a buzz and may have your head spinning. To make our lives easier: When checking out a room, make sure YOU fill out the top portion of the form. This way we can make sure the forms are filled out completely. The guest only needs to read the center policy section and sign at the bottom. Also, if we keep the forms for checked out rooms in room number order, it will be easier for us to find the right form when guests return their keys.

Have a question about room use? See your supervisor. Have a suggestion about room use (or anything else) at BUSP? Tell your supervisor.

Best wishes!

May all your finals be easy, and your holidays be bright. As we part ways at the end of this semester, do not become a stranger. Please stay in touch!

THANK YOU for all! It's a privilege to have you on the BUSP staff.

Warning!

No, there aren't any bears at BUSP, but we do have a bear of a job ahead of us! We just learned that we will begin moving our book collection to the Wells Library during finals week. Your help will be needed for this project. Please do not count on studying during your shifts next week.

Employment During the Closing

It's now certain: BUSP's door will close to the public on December 23, so your position here can only extend through the end of finals week. If you're still wanting alternative employment during our closure, a good place to look for current campus-wide listings is the Career Development Center's site (www.indiana.edu/~career). Go to the student log-in at the upper right-hand side of screen, then click on "job search." Terry will keep you posted of available library positions by e-mail as they become known to her.

Whatever you end up doing for spring semester, it is your supervisors' hopes that you will return to the new and improved BUSP to work with us again next fall semester. (Unless you're graduating, of course.) So please get a job you enjoy, but don't enjoy it too much!

Gentle policy reminders...

We're rounding the bend toward the end of the semester, so a few reminders are in order:

Do remember that in order to remain an employee in good standing and be eligible for employment next semester (in this case, that would be next fall), you must have completed your shelving and shelf reading requirements by the end of the last day of finals.

Also remember that headphones are not to be worn at the circulation desk. I know it's tempting on days when we're slow, but we can't because it makes us look unapproachable. We want to invite patrons to come to us with their needs, and not deter them in any way. You can wear your headphones in the stacks, so if you're behind in stack maintenance chores, put them on, and head on out to the bookshelves.

Thanksgiving break

The Thanksgiving holiday is rapidly approaching, so this is just a reminder that BUSP will be closed from 6:00 on Tuesday, Nov. 24, through Saturday, Nov. 28. BUSP will reopen on Sunday, Nov. 29. Anyone subbing on the 29th will receive one full hour of timebank credit for each hour worked.