Fenwick Library Room Use Policies

Fenwick Library Spaces Scheduling and Use Policies 

All of the George Mason University Libraries’ spaces are welcoming, inviting places for members of the Mason community. In particular, the physical space at Fenwick Library has been designed to enhance and extend the Library as the center of academic community and campus life: intellectually, culturally, and creatively. To that end, there are several spaces within Fenwick that can be scheduled for educational, cultural, or institutional advancement purposes; some of these spaces can be scheduled by students; some by library personnel; and some must be scheduled by a staff member in the Office of the Dean of Libraries. In addition, library staff require spaces to meet, conduct library business, etc. Several spaces in Fenwick are designated for these activities and can be scheduled by staff.

This document outlines the policies for the scheduling and use of all Fenwick Library rooms, including meeting rooms. 

General 

• Fenwick Library rooms are under the direct jurisdiction of the University Libraries. Fenwick rooms are not listed in University Events Management’s room booking systems/schedules. Although they are listed in the University Registrar (25 Live) system for the purpose of advertising library events in Today at Mason, these rooms can not be reserved by anyone outside of the library without going through appropriate library channels1. Fenwick Library rooms can only be scheduled by library staff, who must book space(s) through the Libraries’ reservation system.(https://libweb.gmu.edu/intranet/content/calendars) The reservation system outlines both room seating capacity and the technology available in the space.
  • The exception to this is Fenwick 4010, which is a Sandbox Instruction Room. Someone from ITS has a LibCal account and is able to book this space as needed.
•  Selected rooms can only be scheduled by the University Libraries’ Dean’s office staff, or by staff authorized to schedule specific rooms (e.g., only Special Collections staff can schedule their seminar room). 
•  After use, all rooms must be left clean, and in the configuration in which it was found, i.e. move any furniture back as it was before the event or meeting. This applies to both library staff as well as any outside groups using the space.  Furniture from outside the library is not allowed into the spaces. Conversely, no existing furniture may be moved outside the confines of rooms for any reason.
•  Each room is equipped with particular “self-serve “technology. Any group using a space is responsible for use of the equipment. The Libraries has a service level agreement with Classroom & Lab Technologies.   There are 10 rooms in Fenwick Library that receive a “Preferred Level” of support.  This means that users of these 10 rooms can call the support line (3-3456) directly with technical questions or problems with control systems.  The 10 preferred rooms are:  1009, 1014 A & B, 2001, 2306, 3001, 3102, 3111, 4010, 4008, and 4301.  If there is a technical problem, the person who is experiencing the issue calls 3-3456 for assistance from the hours of 7:00 am to 10:30 pm.
•  Meetings or events must not disturb library operations. The Libraries reserve the right to terminate any function that causes an undue disturbance, or endangers the health and safety of participants, library patrons, or library staff.
•  Use of the rooms should occur during regular library hours. Some exceptions apply, namely classes that begin at 7:30 AM and have library instruction in one of Fenwick’s instruction rooms. The library instruction must make appropriate accommodations for access to the classroom in these circumstances.
•  The Libraries are not responsible for damage or loss of any personal property or other items left in the room. Any items found in a room will be handled according to the University’s Lost and Found Policy.

Group Study Rooms

• Fenwick Library provides more than 60 group study rooms. Group study rooms can be scheduled up to 2 weeks in advance through the room reservation system https://library.gmu.edu/use/study-rooms
• Use of these rooms is governed by the Group Study Room Use Policies https://library.gmu.edu/use/study-rooms/policies
• Report an issue with a group study room.

Meeting Rooms

• Small meeting rooms scattered throughout Fenwick are assigned to specific departments. Most of the rooms are designed for use by the staff in those areas (e.g., Access Services meeting space (1508); TSG meeting space (3005, 3006). These rooms should only be scheduled by staff in those areas; DTS meeting space (5301) is only for use by DTS staff and is NOT in the reservation system. See the “Summary of Rooms and Procedures” for more details. 
• Larger spaces that may be used by all departments are rooms 1009 and 3703. Seminar rooms, 3001, 4001, and 4008, are also potential meeting spaces. The instructional rooms (1014A,1014B, and 4010) should only be used if absolutely necessary.

Instructional Spaces 

There are 3 classrooms  in Fenwick, 1014A, 1014B, and 4010. 

• Rooms 1014A and 1014B
  • These spaces have an open design with moveable furniture.
  • 80 seat capacity whole room (undivided)
  • 40 seat capacity for each room (divided)
  • Theses instructional spaces are scheduled by library staff for library instruction, workshops, presentations on research methodologies, and hands-on instruction. 
• Room 4010
  • 30 seat capacity with bench style desks. 
  • A partnership of the Libraries, the Stearns Center, and ITS, this space can be used by library personnel for instruction, as well as teaching faculty who wish to experiment with ITS supplied technology. Librarians can schedule this room for classes through the room reservation system. 
  • Outside users must contact the Instruction Coordinator who will reserve the space. Someone from ITS also has the capability to reserve this room. For outside users a swipe card must be picked up at the Fenwick Information Desk.

Priority is given to reservations for information literacy and library instruction for these three rooms. Order of priority is determined as follows:

• Library instruction (student-focused)
• Library events, e.g. Edible Book Festival, Book Sale, etc.
• Campus partners workshops that are in collaborations with department’s designated subject librarian
• Library meetings
• External meetings, including special requests and vendor meetings 

During “peak” library instruction and information literacy periods  (Monday-Thursday during the months of September and October), only information literacy and library instruction sessions (including library staff taught workshops) may be scheduled in Fenwick 1014A and 1014B. All other reservations will be canceled, and library staff who had made the reservations will be asked to reserve another Fenwick public room instead. 

Should a conflict arise on the use of the space, the AUL for Learning, Research and Engagement shall determine priorities. 

Report an issue with an instruction room.

Seminar Spaces 

• There are also three seminar-style spaces in Fenwick, Rooms 3001, 4001, and 4008. 
  • Room capacity: 20 seats in 3001 and 4008; 4001 capacity is 12-14 
  • These rooms can be scheduled through the room reservation system 
• Use of these rooms should be limited to library usage or a campus partner collaborating with library staff. 
• No seminar space can be used for regularly scheduled classes over the course of a semester.

Faculty Reading Room 

• Room 3522 is located at the end of the 3rd floor compact stacks and is designed for teaching faculty use. The Fenwick Information Desk staff will circulate a swipe card to individuals who have a faculty ID. The swipe card must be returned when the faculty member leaves the library. 

Main Reading Room (2001)

• The Main Reading Room may be reserved only for specific single events and programs that are academic, cultural, or advancement-focused (fundraising); and are directed towards Mason students, faculty, and staff. Those requesting use of the room for multiple consecutive days or multiple times during an extended period are strongly encouraged to seek other suitable venues within the libraries or the university.
• Requests for use of the Main Reading Room must be made at least two weeks in advance of the event. All requests for events in the Main Reading Room must be submitted via an online form , and will be approved  by an Associate University Librarian. Use is limited to George Mason University entities; outside organization use will not be approved. Information regarding room policies will be provided at time of request; room access information will be provided at notification of approval.
• All event details (event name, purpose of event, event contact person, department name, reservation date and time range, number of attendees expected, and organization code in case of fee assessment) are required when requesting the room.
• Due to concern for noise, no requests for events during final exam weeks will be approved.
• Requests for room setup/take-down, catering, and technology assistance are to be made by the party requesting the room directly with the university unit that provides those services and the usual fees associated with these services will apply. Such services are NOT provided by Mason Libraries’ personnel.
• Any events in the Main Reading Room should occur during normal library operating hours. Events should be scheduled no earlier than 30 minutes after the building opens and should end 1 hour before the Library closes. It is the responsibility of the requesting party to be aware of Fenwick Library's scheduled operating hours at the time of the event.
• Events involving food must by catered by approved University catering groups. The group or individual sponsoring the event is responsible for the removal of unused food and beverage items and that trash has been placed in appropriate receptacles f at the conclusion of the event. Additional cleaning and/or disposal charges may assessed if determined to be necessary.
• The Fenwick Library name may be used only to designate the location of the function, unless the Libraries are a sponsor of the event.
• Promotional materials relating to the function must specify the sponsoring group. 
• The use of the Main Reading Room does not constitute an endorsement of the content or function of the event.
•  Groups may not affix any materials advertising the event to the walls or doors of the room or Libraries’ public areas.
• The furniture in the space must stay in the room and furniture from the outside is prohibited.
• The room must be returned to its standard layout – see photo 1 and photo 2 (note location of podium by front window in the second photo) at the conclusion of event. In addition, the room must be left clean; cleaning and/or other additional administrative costs may be incurred if it is determined that housekeeping or other group needs to be brought in to restore the room to an acceptable condition. Costs may vary depending on the size of the group using the room.
• Cancellations are required five business days before the scheduled event.
• The group or individual sponsoring an event in the Main Reading Room is responsible for the following:
  • Informing participants of the location of fire emergency exist and restrooms
  • Ensuring that attendance at the function does not exceed either the legal capacity or University guidelines established for the space.
  • Arranging special accommodations for participants (e.g., assisted learning devices; sign language assistants, etc.) and for complying with the provisions of the Americans with Disabilities’ Act.
  • Ensuring that the room is securely locked at the end of the event and is not left unlocked and/or unattended at any time during the event
  • Returning the swipe card for door access to the room to the Fenwick Information Desk before exiting the building after the event. A replacement fee will be issued in the event that the swipe card is not returned and a replacement card is needed. 

Last revised July 14, 2021