Many thanks to everyone who responded to my previous query about booking systems for group study rooms. As quite a few respondents asked for ideas to be fed back to them I have compiled a short summary of the replies that I received.
I received 20 responses to the above query from the LIS-LINK JISCMail forum. It was clear from the responses that this is a common problem that libraries have had to deal with. Some libraries are still unhappy with their systems or find their current systems to be unreliable or unsatisfactory. They are reviewing their systems and considering new ones.
However, many of the responses suggest solutions that have worked well for their users and staff alike. I detail a short summary of the responses below.
Paper booking system
3 libraries use paper booking systems. These libraries all comment that it can be quite time consuming for staff at the enquiries/issue desk. One respondent mentions that the library reserve the right to request multiple booking requests to be submitted by email. Some libraries (ourselves included) that use a paper booking system ‘issue’ the room to a user’s account with a durable barcoded card. Others provide the user with a receipt. Issuing the room to the user allows us to fine/sanction users that stay too long.
Outlook calendar
2 libraries use their Outlook calendars. Using the Outlook calendar to record bookings is not much different from our paper booking system, but it is much easier and clearer to edit. Advantages are that all staff can have access to it (rather than trying to locate a bookings folder during busy times!) and that editing rights can be as limited as you like. I imagine that other tools, such as Google Calendars, would have the further advantage of making the bookings publicly visible so that students can see when they are able to book.
PC booking
4 libraries (plus a 5th prospective library) use computer booking software to manage their room bookings. Users are required to log on to the PC in the room to confirm their attendance. The libraries have good levels of control over how late a user can be before being blocked from attending, i.e. the user must log in within the first 15 minutes or 30 minutes of their booking before the room becomes publicly available. Suggested software include:
MyPC:
http://www.itsltduk.co.uk/our_offerings/index.aspx?id=246
R&R:
http://www.randrbooking.com/
Connect2 Room Bookings:
http://www.lorensbergs.com/academic-solutions/connect2/rooms-and-venue-bookings.aspx
Netloans resource booking:
http://www.lorensbergs.com/academic-solutions/netloan-education.aspx
We had also heard about some university libraries using this very swanky swipe card system that only allows entry to the booked users:
http://www.telepen-barcode.co.uk/room_booking.htm
LMS bookings
4 libraries use their LMS to book the rooms. This allows students to reserve the rooms themselves through the library catalogues. One library uses Millennium and reports that though it is quite basic, it is effective. Another library uses Talis, but mentions that it is not really fit for the purpose and a bit clunky. They are looking at alternatives. The other 2 libraries use Aleph.
First come, first served...
4 libraries do not take any advance bookings for their study rooms. Instead they provide the rooms on a ‘first come first served’ basis by issuing the rooms to a user’s library account.
Access database
One library had been using an Access database, but their IT department would not be supporting it after expiry and so were looking for alternatives. Developing such a database could be useful for compiling usage statistics.
It seems that most libraries have similar rules regarding the use and the booking of their study rooms: booking rooms up to 1 or 2 weeks in advance in most cases, users must confirm attendance in the room within 15 – 30 minutes of the booking start time, sanctions if users stay in the room too long or misuse the rooms.
The majority of libraries issue the rooms to the users’ library accounts at the main desk in order to enforce these rules.
Most libraries seem to use PC booking to manage their room bookings. All respondents using this method commented that it has proved to be reliable and useful for users and library staff alike.
Thanks to everyone who responded to my original query. I think our library’s solution is definitely amongst these. If anyone needs any further information please get in touch. I have not included the names or organisations of respondents, but just let me know if you would like contact details (I assume that we are all happy to help each other out).
Hannah McQuarrie
Information Assistant
University of Westminster
(New Cavendish Street)
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