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How to reserve a group study space (Room & Open Areas)

Related: Spaces / Hardware – Group Study RoomsGroup Space Policies

Policy: 2-2-2-2 RULES

Group spaces in the Learning Commons may be reserved by students online via Hawkmail calendar, Office 365 calendar, or in person via touchscreen access at each room. Use of the Learning Commons group spaces is governed by the 2-2-2-2 rules.

    • Two or more students are required to be present for group space use. Priority will be given to groups over individuals.
    • A student may make up to two reservations per week. All reservations that violate this policy will be deleted from the system.
    • Reservations may last up to two hours. Hawkmail and Office 365 will decline any reservation that lasts more than 2 hours. Be aware, though, that neither Hawkmail or Office 365 will remove the declined reservation from your calendar.
    • Reservations can be made up to two weeks in advance. Hawkmail and Office 365 will decline any reservation made more than 2 weeks in advance. Be aware, though, that neither Hawkmail or Office 365 will remove the declined reservation from your calendar.

Faculty or staff who would like to use the space should contact the Learning Commons Coordinator at lib-learningcommons@uiowa.edu

List of Reservable Spaces

Private Group Rooms

  • 18 private group rooms
    • 16 rooms
      • Fit up to 6 people
      • 52” LCD monitor
      • HDMI & VGA input
      • Glass surface acts as floor-to-ceiling writing space
      • 2 USB charging outlets
      • 4 electrical outlets
      • Room names
        • RES-LIB-LC-1110-RED
        • RES-LIB-LC-1111-RED
        • RES-LIB-LC-1112-RED
        • RES-LIB-LC-1113-RED
        • RES-LIB-LC-1114-ORANGE
        • RES-LIB-LC-1115-ORANGE
        • RES-LIB-LC-1117-ORANGE
        • RES-LIB-LC-1118-ORANGE
        • RES-LIB-LC-1130-GREEN
        • RES-LIB-LC-1131-GREEN
        • RES-LIB-LC-1132-GREEN
        • RES-LIB-LC-1133-GREEN
        • RES-LIB-LC-1150-BLUE
        • RES-LIB-LC-1151-BLUE
        • RES-LIB-LC-1152-BLUE
        • RES-LIB-LC-1153-BLUE
    • 2 large group rooms
      • Located in South Lobby
      • Fits up to 12 people
      • Can be combined to fit up to 24 people
      • 80” LCD monitor
      • HDMI & VGA input
      • 2 USB charging outlets
      • 4 electrical outlets
      • Glass surface & room divider acts as floor-to-ceiling writing space
    • Room names
      • RES-LIB-LC-1103
      • RES-LIB-LC-1105

Open Group Areas

  • 6 open group  areas
    • Fit 6-8 people
    • 80” LCD monitor
    • HMDI & VGA input
    • 2 USB charging outlets
    • 4 electrical outlets
    • Glass surface acts as floor-to-ceiling writing space
  • Open group area names
    • RES-LIB-LC-OPENA
    • RES-LIB-LC-OPENB
    • RES-LIB-LC-OPENC
    • RES-LIB-LC-OPEND
    • RES-LIB-LC-OPENE
    • RES-LIB-LC-OPENF

Instructions on How to Reserve a Group Study Space (Room & Open Areas)

Online: Office 365

    • In a web browser, go to http://office365.uiowa.edu and log on with your HawkID and password.
    • Click on the Calendar tab (on the upper right side of the window).
    • Click on New Event (on the upper left side of the window)
    • Enter a meeting title in the Event field.
    • Enter the names of the attendees in the Attendees field.
    • Set time and date you wish to book the room—include both start time and duration.
    • Click on Add Room.
    • Click on the group Library Learning Commons Study Space.
    • Click on the room you want to reserve.
      • Rooms with a color listed at the end of their name are private group study rooms.
      • Rooms with the word OPEN and a letter (A-F) at the end of their names are open group study areas.
    • Confirm the Attendee list, Start Time/ Duration, and Room are correct.
    • Select Send and wait for room verification via email. To access your email click on the Mail tab.
      • Rooms will DECLINE all recurring appointments, due to room reservation policies.
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Online: Hawkmail

    • In a web browser, go to http://email.uiowa.edu and log on with your HawkID and password.
    • Click on the Calendar icon (on the lower left side of the window).
    • Click on the down-arrow, next to New, and then select Meeting Request. A window will open.
    • Enter a meeting title in the Subject field. You may also add details in the white space at the bottom of the window.
    • Enter the names of the attendees in either the To or Optional field.
    • Set time and date you wish to book the room—include both start time and duration.
    • Click on the Scheduling Assistant tab to select an available room.
    • Click on the down-arrow next to Select Rooms and choose More.
    • Type in the location of the desired group room (i.e. RES-LIB-LC). All group rooms with the name “RES-LIB-LC” will appear.
    • Highlight all of the group rooms and click on ROOMS – >. This will add all the rooms to your meeting, allowing you to see which room is available at the desired time.
      • Rooms with a color listed at the end of their name are private group study rooms.
      • Rooms with the word OPEN and a letter (A-F) at the end of their names are open group study areas.
    • Click OK.
    • Check the box by the room you want to book.
    • Click on the Appointment tab and confirm the Attendee list, Start Time/Duration, and Room are correct.
    • Select Send and wait for room verification via email. To access your email click on the Mail tab.
      • Rooms will DECLINE all recurring appointments, due to room reservation policies.
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In Person

Reserve a Group Space in Person

Go to the room you want to use.

If the lights on the panel are green, the room is available. Press Reserve Now to book the room for the next 120 minutes or until the start of the next reservation, whichever comes first. Your reservation will appear on the screen.

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If the lights on the panel are red, the room is not available. Press Available Rooms to see a list of currently available rooms in the Learning Commons. Go to the available room you want and book it by pressing Reserve Now. If this room is not in use 10 minutes into the reserved period, it may be used by another group for the duration of the reserved period.

How to Cancel a Reservation

Office 365

    • In a web browser, go to http://office365.uiowa.edu and log on with your HawkID and password.
    • Click on the Calendar tab (on the upper right side of the window).
    • Go to the day of the reservation by clicking on the left and right arrows located on either side of the dates listed at the top of the page.
    • Scroll up or down using the scroll bar on the right side of the page to find your reservation.
    • Double click on the reservation. A new window will open.
    • Select Cancel.
    • A new window will open asking if you are sure you want to cancel this meeting. Select Yes.
    • A new window will open. You may send a message to the meeting attendees by typing in the white space at the bottom of the window.
    • Select send and wait for cancelation verification via email.

Hawkmail

    • In a web browser, go to http://email.uiowa.edu and log on with your HawkID and password.
    • Click on the Calendar tab (on the left side of the window).
    • Use the left and right arrows in the upper left corner of your calendar to go to the day of your reservation.
    • Scroll up or down using the scroll bar on the right side of the calendar to find your reservation.
    • Double click on the reservation. A new window will open.
    • Click on the icon at the top of the window that looks like a calendar with a red X in the lower right corner.
    • Select send and wait for cancelation verification via email.