Library Procedures

Reserving Library Space

The library is here to support students, including those who are differently abled, veterans, or neurodivergent, and serves a variety of different learning needs.  The goal of the NVC Library Reservation Procedure is to minimize disruption to students using the library space for study. 

Please note, this procedure refers to reserving the library for events, not for Information Literacy class sessions. If you would like to schedule an Information Literacy/Library session you will use the link here: Information Literacy Class Request Form.  

NVC EMPLOYEE  

Employees can utilize library spaces for events, programming and celebrations. Please see list of responsibilities below.  

1. Host (Employee) Responsibilities 

1.1 Booking 

The library uses its own scheduling system outside of Ad Astra to keep track of library space use.   For the most up to date reservations it is recommended that reservation inquiries be sent to nvc-library@alamo.edu.   

We ask that individuals, committees or departments schedule their events outside library hours of operation.  For current hours of operation please visit the library website.   

If it is not possible to schedule outside of library hours, hosts are responsible for notifying the library staff at least two weeks before the event so library staff can communicate to students the possibility of a disruption to the learning environment.  

For events that will require the library to adjust hours of operation hosts must notify the library 30 days in advance so library staff can inform students of the adjustments so they can make alternative plans for studying and computer use.  

1.2 Set-up and Take-Down 

• Submitting Footprint tickets for: 
  • IT for technological needs like microphones, recording equipment, laptops, etc. 
  • Arranging or bringing outside furniture or exhibits before and after the event.   
  • Cleaning up after the event. 
• Arranging for Alamo Campus Police presence if necessary.  
• Arranging for the building hours to be adjusted with Alamo Campus Police DSO if necessary.  
• Securing the library floor after the event has concluded.  This includes the front lobby doors and the cafe doors.  

1.3 Catering and Decorations  

• Timely communication about date, time and location of event to vendors delivering food, drinks or decorations. 
• Making sure vendors follow Procedure Number CS 011 when displaying or hanging decorations.   
• Arranging for a representative to be on hand to help with any deliveries and make sure they are placed in the appropriate locations.  
• Remove decorations no later than 24 hours after an event has concluded.  

1.4 Event Staffing 

• Staffing the event and arranging for and monitoring volunteers. 

• Arranging for staff to be stationed at the front door of the library to direct attendees to the event and redirect students to another study locations.  

2. Library Responsibilities  

2.1 The library will be responsible for booking library space in both internal and external (Ad Astra) calendars.  

2.2 The library will notify students of upcoming events, disruptions to the learning environment, or adjustments to library hours of operation through flyers, social media posts and emails.  

3. Student Clubs and Organizations 

3.1 Information Literacy instruction takes priority over Student Club and Organizations use of library classrooms 116 and 118.  

3.2 Student Clubs and Organization may not book library classroom 116 or 118 without contacting the library through The Student Life Office first.  

3.3 If using classroom library 116 or 118 Student Life Office or Club and Organization are responsible for the following: 

• Moving furniture back into its original orientation after use.  
• Cleaning up the classroom or arraigning for facilities to clean the classroom.  
• Submitting a ticket with IT for technology requirements (microphone, laptop setup, etc.) 

3.4 Student Clubs and Organizations may not reserve library spaces outside the classroom for Club or Organization events.   

4. Community Members 

4.1 Community members are not allowed to use or reserve library classrooms, spaces or study rooms but are welcome to use the sitting areas and computer stations.    

Updated August 2025

Approved by Director of Library Services, Norma Vélez-Vendrell