Learning Commons Flex Spaces Reservation Policy

Purpose

The Learning Commons Flex Spaces support collaborative learning, academic support services, and student-centered programming. These rooms serve as multipurpose spaces for workshops, training, seminars, and special events aligned with the mission of the Learning Commons at Richter Library.

Scope

This policy applies to the two Learning Commons Flexible Program Spaces located on the 1st floor at Otto G. Richter Library:

• Flex Space A (Room 102-A)
• Flex Space B (Room 102-B)

The spaces are available to (in priority order):

• Learning Commons Partners
• UM Libraries faculty and staff
• University of Miami employees

They are not available for:

• Recurring academic class sessions
• External or non-University activities

When unreserved, both spaces remain open for general study use.

Reservation Priorities

• Reservations are scheduled on a first-come, first-served basis.
• During midterms and finals, reservations may be restricted to support general study seating needs.
• Reservations may be cancelled (with notice) if needed for high-priority Learning Commons or Library programming.
• Reservations may be made up to one month in advance.

Special Use: Flex Space A – Math Lab

Flex Space A (Room 102-A)

• During Math Lab operating hours, the room is not available for reservations.
• Once Math Lab services conclude, the space becomes available for general study use and eligible reservations.

This ensures consistent access to tutoring services while maintaining the Learning Commons’ flexible study environment.

Room Features & Standard Setup

Flex Space A – Room 102-A

• Workspace for 8
• 4 powered tables on casters (meeting-style setup)
• 8 chairs
• 65″ wall monitor (HDMI + wireless projection)
• Limited reconfiguration available
• Daytime assignment: Math Lab tutoring space
• Maximum occupancy 19

Flex Space B – Room 102-B

• Workspace for 24
• 12 powered tables on casters (workshop-style setup)
• 24 chairs + presenter chair
• Podium microphone
• 86″ wall monitor + 57.5″ rolling monitor (HDMI + wireless)
• Flexible reconfiguration options, including panel/audience styles
• Maximum occupancy 56

Room Setup & A/V Support

Room setup and A/V support are available upon request. Requests for assistance are evaluated by the Library Technology team for feasibility and are not guaranteed.

Set up must be arranged at the time of reservation through the Learning Commons contacts listed below.

If a non-standard setup is required, it must be included in the initial request. Set up and reset require an additional 30 minutes before and after each reservation.

Projection capabilities include:

• HDMI
• Wireless screen sharing
• Use of personal laptops or loaner laptops provided by Access Services, subject to availability.

User Responsibilities

To maintain high-quality shared learning spaces, room users must:

• Leave the room free of trash and personal materials
• Reset the space to the original furniture configuration
• Keep doors closed at all times
• Maintain minimal noise levels
• Avoid improper use of furniture
• Clean any spills immediately

Improper use may result in repair charges or loss of reservation privileges.

Food & Beverage Policy

• Catered events must obtain approval during booking.
• A department program number must be provided when catering is involved. Charges may be assessed when additional cleanup is required during the event.

Damage & Misuse

Damage to technology, furnishings, or the space—including unauthorized furniture rearrangement—may result in:

• Repair or replacement fees billed to the department
• Suspension of future reservation privileges

Cancellations

If a reservation must be cancelled, users should notify the Learning Commons promptly.

The library reserves the right to cancel reservations when necessary. If this does happen, we will make our best effort to reserve a suitable alternative location.