InfoBar Employee Guide : Spaces

Students, staff, and faculty have the ability to reserve rooms in the Harold F. Johnson Library by creating an appointment in the Zimbra calendar.

The following rooms can be booked as a location when scheduling a new appointment:

• Airport Lounge
• Hill/Urbina Meeting Room (only faculty and staff can reserve this space prior to 5:30 p.m.)
• The Kiva
• The 2nd Floor Library Training Room (only faculty and staff can reserve this space prior to 5:30 p.m.)
• The 3rd Floor IT Training Room
• Media Lab Stations B2 (A-F)
• Media Lab B3 (Studio G)
• Media Lab Stations B5 (A-D and Voice Booth)
• Media Lab B6
• Media Lab B7
• Media Lab B9 (Classroom)

Instructions for reserving these spaces:

1. Go to https://connect.hampshire.edu/ and log in with your Hampshire username and password.
2. Click on the Calendar tab at the top left and then click on the New Appointment button beneath the Calendar tab.
3. Add a Subject (meeting or event name).
4. Add Attendees, if desired.
5. In the Location field start typing the name of the room(s) you want to reserve, or click on the Suggest a location link beneath the Location field and then choose one or more of the rooms from the list to the right.
6. Be sure to hit the Send button (not just the Save button) in order to "invite the room" as a location to the meeting.

NOTE: If you add/choose multiple rooms you can see the availability of the different rooms in the Scheduler beneath the event details. The Scheduler shows time conflicts with Locations just like it does with Attendees that are added to the event. Timing conflicts will be automatically denied, otherwise the Location will be reserved upon saving the event (with the exception of the Airport Lounge, which requires approval before events appear on the calendar).

Viewing all library rooms in one calendar view:

If you want to see the calendar for all library rooms at once, you can add each of the rooms as a shared calendar in your own Zimbra calendar setup:

1. Go to https://connect.hampshire.edu/ and log in with your Hampshire username and password.
2. Click on the Calendar tab at the top left.
3. In the Calendar list to the left, click on the gear/settings icon in the top right corner and choose Find Shares.
4. Search for the calendar for each of the rooms you want to view, put a check next to it, and click the Add button.
5. Each room should appear as its own calendar in the list to the left. Check off multiple room calendars to view them all at the same time in the center calendar view.

NOTE: When you add these room calendars they will remain in your Calendar list to the left and from there you can toggle them on/off in your center calendar view. If you wish to remove the room calendars from your Calendar list you can do so by clicking on each calendar in your Calendar list and choosing the Delete option.

Questions regarding library room reservations may be sent to libraryrooms@hampshire.edu.

The HSU room may be reserved by students only, for use when the APL is open. Students can reserve the HSU room by signing up on the sheet on the door or emailing library@hampshire.edu. When it is not in use, anyone may use the room as a quiet study space. The APL open space may be reserved by academic program partners and registered student groups only. Reservation requests are made through library@hampshire.edu. It is NOT a designated quiet space.