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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

2-2-2-2 RULES

Group spaces in the Learning Commons may be reserved by students online via Hawkmail calendar, HealthcareOWA 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 rule:

    • A student may make up to 2 reservations per week. Any reservation that violates this policy will be cancelled by Learning Commons staff.
    • Reservations can be made for groups of 2 students or more. Priority will be given to groups over individuals.
    • Reservations may last up to two hours. Hawkmail, HealthcareOWA, and Office 365 will decline any reservation that lasts more than 2 hours. Be aware that neither Hawkmail, HealthcareOWA, or Office 365 will remove the declined reservation from your calendar.
    • Reservations can be made up to two weeks in advance. Hawkmail, HealthcareOWA, and Office 365 will decline any reservation made more than 2 weeks in advance. Be aware that neither Hawkmail, HealthcareOWA, or Office 365 will remove the declined reservation from your calendar.

Faculty & Staff

Requests to reserve a group space by faculty and staff will be vetted by the Learning Commons Coordinator. Priority will be give to students over faculty and staff. Faculty and staff who would like to use a group space should contact the Learning Commons Coordinator at lib-learningcommons@uiowa.edu. Please include the date and time of your desired reservation as well as what you would like to use the rooms for.

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

Online: Office 365

    • Log on with your HawkID and password via office365.uiowa.edu.
    • Click on the Calendar icon (on the upper right side of the window) and choose New.
    • Enter meeting information – meeting title in the Event field and names in the Attendees field.
    • Set time and date for which you wish to reserve the room (make sure to include length of meeting).
    • Click Add Room and choose the group Library Learning Commons Study Space, then choose the room you want to reserve.
      • Color-coded rooms have the color listed at the end of the name.
      • Open group areas are listed as OPEN with a letter (A-F).
    • Make sure the Mark as Private radio box is not marked.
    • Confirm the attendee list, start time and lenght and the chosen room are correct. Then select Send and wait for room verification via email. (All recurring appointments will be automatically declined.) Please check verification email to ensure reservation has been accepted.
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Online: Hawkmail of UI Healthcare Email Account

    • Log on with your HawkID and password via email.uiowa.edu.
    • Click on the Calendar icon and use the down-arrow next to New to select Meeting Request. A new window will open.
    • Enter meeting information – meeting title in the Subject field and names of attendees in the To or Optional field.
    • Set time and date for which you wish to reserve the room (make sure to include the length of the meeting).
    • Click Scheduling Assistant to select an available room, then use the down-arrow next to Select Rooms and choose More.
    • Type RES-LIB-LC. All group spaces will appear. Then highlight the list and click Rooms. You will be able to see which room is available for your meeting.
      • Color-coded rooms have the color listed at the end of the name.
      • Open group areas are listed as OPEN with a letter (A-F).
      • Rooms 1101B & 1101C are not available. Reservations for these rooms will be declined.
    • Check the box next to the room you want to reserve. Then click on the Appointment tab and confirm the attendee list, start time and length and chosen room.
    • make sure the Private radio box is not marked.
    • Select Send and wait for room verification via email (All recurring appointments will be automatically declined.) Please check verification email to ensure reservation has been accepted.
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In Person

Reserve a Group Space in Person

Go to the room you want to use.

If the light on the panel is green, the room is available now. Press Reserve Now to book the room for the next 120 minutes or the start of the next reservation. Your reservation will appear on the screen.

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If the light on the panel is 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.

group study room handout

How to Cancel a Reservation

Office 365

    • Log on with your HawkID and password via office365.uiowa.edu.
    • Click on the Calendar icon.
    • 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 allowing you to 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

    • Log on with your HawkID and password via email.uiowa.edu.
    • 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.