Room Reservations
Scarborough Library offers a variety of meeting spaces for Shepherd faculty, staff, students, and members of the Scarborough Society including six group study rooms, four conference rooms, a computer instruction lab (307), and a classroom (256). Below you’ll find room descriptions, as well as reservation policies and procedures.
Room Reservation Policies
- The room key must be checked out at the Public Services desk with your Rambler card or Community library card. Students are given priority during the fall and spring semesters.
- Rooms may be reserved for two-hour intervals only. If the room is not reserved for someone else, you may go to the Public Services Desk and renew for another two hours. If you need the room for less than two hours, that’s fine.
- Same-day reservations will not be accepted. You may inquire at the front desk about room availability.
- Keys returned late will result in an overdue fine of $1.00/hour.
- Because of limited space and high demand, rooms may be reserved no more than one week in advance.
- Recurring reservations will be accepted only for University-related business.
- Rooms will be held 15 minutes after the scheduled start time, after which the reservation will be canceled.
- If the room is left vacant for longer than 15 minutes, the reservation will be canceled and personal items left in the room will be removed and held at the Public Services Desk.
- The whiteboard(s) must be thoroughly cleaned using the supplies in the room key bag.
- To cancel a reservation, please send an email or call the Public Services Desk at 304-876-5421.
How to Reserve a Room
Please read the room descriptions below and choose the room suitable for your needs.
When making a reservation, please include the following information:
- Name
- Patron Group (student, faculty, staff, Scarborough Society, Community Borrower)
- Phone Number
- Email address
- Reason for using the room (study session, meeting, group project, etc.)
- How many people will be in attendance
- Date of the reservation
- Beginning and ending times of the reservation
Reservations may be made in several different ways:
- Through Shepherd University’s Virtual Event Management System (VEMS)
- Email a staff member
- Call the Public Services Desk at 304-876-5421
- Fill out a room reservation form at the Public Services Desk.
Classroom 256 and Library Instruction Lab 307, are not listed on VEMS. Please contact Theresa Smith to request a reservation.
Any audio-visual needs or computer/equipment set-up requirements must be arranged in advance through IT Services. Make requests by emailing itworkorder.
Room Descriptions
Group Study Room 208
Capacity: 4
Group Study Room 208 is equipped with a whiteboard. Data ports and WiFi are available.
Conference Room 243
Capacity: 8
Conference Room 243 is equipped with a whiteboard. Data ports and WiFi are available.
Classroom 256
Capacity: 29
Classroom 256 may be reserved for semester-long classes. The room is equipped with three whiteboards, a Smart Board, a podium with an all-in-one instructor’s computer, a webcam, a microphone, a built-in projector and screen, and a 65-inch monitor for hybrid instruction. Data ports and Wifi are available.
Instructors – when reserving Classroom 256 please include the following information:
- Course name, number, and section
- Instructor’s name
- Beginning and ending date of the course (not including final exams week)
- Beginning and ending times of the class
- Days of the week the course is taught
- Date(s) when final exams will be held
- Number of students in the class
Group Study Room 300
Capacity: 4
Group Study Room 300 is equipped with several whiteboards. It is a small, windowless room. Data ports and WiFi are available.
Group Study Room 302
Capacity: 4
Group Study Room 302 is equipped with a whiteboard and an LCD monitor. HDMI cable and remote control may be checked out at the Public Services Desk. Data ports and WiFi are available.
Group Study Room 303
Capacity: 4
Group Study Room 303 is equipped with a whiteboard and an LCD monitor. HDMI cable and remote control may be checked out at the Public Services Desk. Data ports and WiFi are available.
Group Study Room 304
Capacity: 4
Group Study Room 304 is equipped with a whiteboard and an LCD monitor. HDMI cable and remote control may be checked out at the Public Services Desk. Data ports and WiFi are available.
Group Study Room 305
Capacity: 4
Group Study Room 305 is equipped with a whiteboard and an LCD monitor. HDMI cable and remote control may be checked out at the Public Services Desk. Data ports and WiFi are available.
Library Instruction Lab Room 307
Capacity: 24
Instruction Lab 307 is equipped with 24 Dell laptops, a projector, and a podium including an instructor’s laptop. The room may be reserved by faculty and staff for training or testing purposes. Instructors are asked to limit class usage to six sessions per semester. When not reserved, 307 is open as a computer lab for general student use during times specified in the Library Instruction Lab Use Policy.
Conference Room 308
Capacity: 10
Conference Room 308 is equipped with a whiteboard and an LCD monitor. HDMI cable and remote control may be checked out at the Public Services Desk. Data ports and WiFi are available.
WV Conference Room 309
Capacity: 12
WV Conference Room is reserved for university meetings. Data ports and WiFi are available. The room is equipped with a screen and a portable whiteboard.
Conference Room 343
Capacity: 8
Conference Room 343 is equipped with a whiteboard. Data ports and WiFi are available.