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Regulations Governing SMART Rooms

National Taiwan Ocean University Office of Library and Information Technology Regulations Governing SMART Rooms

Amended by the Library Committee on March 8, 2005
Amended by the Library & IT Committee on December 19, 2008
Amended by the Library & IT Committee on June 8, 2010
Amended by the Library & IT Committee on May 21, 2012
Amended by the Library & IT Committee on Dec 10, 2014

 

I. Purpose：
SMART rooms (including discussion rooms and audiovisual rooms) have been made available for NTOU faculty, staff, and students to use  library collections for  small group studies and video viewing activities. The Regulations are established to control the use of SMART rooms.
II. Eligibility：
Eligible users mentioned in the Regulations shall refer only to NTOU faculty, staff and students.
III. Application Criteria：
1. Number of Users
(1) Audiovisual Rooms (2 in total): A request can be raised by at least two or more people, and is subject to a maximum of 10 people per room.
(2) Small Discussion Rooms (2 in total): A request can be raised by three or more people, and subject to a maximum of 6 people per room.
(3) Large Discussion Room (1 in total): A request can be raised by five or more people, and subject to maximum of 12  per room.
2. Application Procedures
(1) Online Reservation: Users can fill in an online reservation form through My Lib System on the Office of Library and Information Technology (OLIT) website, and will make access to use the rooms after the application is approved. Staff or student identity cards must be presented upon arrival, and shall be temporarily withheld while the rooms are occupied.
(2) On-site Application: Users may approach the service counter located on the library's second floor. A student identity card to file an application for use of rooms that are not reserved for the day. Completing the application form will be required, and the identification card will be temporarily withheld while the borrowers occupy the rooms.
IV. Rules of Use：
1. Availability:
(1) Rooms are available 30 minutes after the library opens until 1 hour before the library is closed.
(2) OLIT will announce in advance under exceptional circumstances if there are time changes in the room availability.
2 Duration of Use: Its use is subject to 2 hours maximum per session. For video/film viewing with more than 2 hours, the library staff should be notified at the time of application so that it can be arranged and extensions can be made possible.
V. Return of Rooms：
After using the designated rooms, users must tidy up the rooms, turn off electronic devices and inform the front desk to check the room facilities. The staff/student identity card will be returned after the library staff confirms no damages or alterations in the facilities.
VI. Room Facilities
1. Audiovisual Rooms: Each room is equipped with an electric-powered screen (the remote control can be borrowed from the front desk), a DVD player, speakers, a 10-seater couch and WIFI.
2. Small Discussion Rooms: Each room is equipped with desks, chairs, power sockets, a glass whiteboard wall and WIFI.
3. Large Discussion Room: The room is equipped with desks, chairs, power sockets, a glass whiteboard wall, an electric-powered screen (the remote control can be borrowed from the front desk) and WIFI.
VII. Important Notes
1. Notes on Use of Rooms:
(1) Users should use the rooms arranged by OLIT; users are neither allowed to exchange the rooms/session with others nor entitled to transfer the room to others.
(2) The rooms can only be used to play videos with broadcasting rights. Users shall be solely responsible for any legal consequences due to violations against the Copyright Act.
(3) Users are responsible for maintaining the rooms' cleanliness and serenity; users are not allowed to bring food, make excessive noise, or use the rooms for other inappropriate or unrelated activities. OLIT may immediately revoke the use of the room upon discovering any violation and may suspend the violator from further use of the room for one month.
(4) Users can not  bring other library equipment into the rooms without permission.
(5) Users shall be liable for any damages caused to the facility due to improper use.
2. Notes on Online Reservation:
(1) The applicant must provide the names on staff/student identity cards of all users. The applicant may be denied use of the reserved room upon arrival if user details do not match the ones previously registered. The applicant may also be denied use of the reserved room if the actual number of users does not conform to the requirements.
(2) Once a reservation has been approved, the applicant should approach the front counter located on the library's second floor within 10 minutes after the reserved session begins. Failure to show up within 10 minutes would be considered a waiver of the reserved session and counted as a "No Show." Applicants who accumulate two "No Shows" will be suspended from further using the rooms for one month.
(3) Reservation cancellation must be made no later than one day before the reserved session when using the My Lib system, or any time before the session begins by contacting the library in person. Cancellations made according to the Regulations will not be treated as a "No Show.
3. While the rooms are in use, OLIT staff may enter the rooms to perform inspections and maintenance; users cannot refuse.
4. If necessary, OLIT may recall the borrowed room before the session ends.
5. NTOU regulations shall govern any matters not provided in the Regulations.
VIII. The Regulations shall take effect upon the announcement of the NTOU Library and Information Technology Committee.