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Access Services Policies

This guide houses the policies of the Access Services unit of the Newton Gresham Library

Library Space Reservation and Use Policies

These guidelines concern use and reservation of library spaces, excluding study rooms*, for official SHSU-associated functions, such as tabling to promote services, conducting workshops, or hosting speakers. *Please view the next tab for study room reservations. 


After-Hours Space Use by Employees with Access to the Library Building 

  • Non-library employees from departments located in the library who wish to use their departmental spaces while the building is closed are expected to be present and responsible for the duration of the use.

  • Both library and non-library employees located in the library who wish to use library spaces while the building is closed are expected to make the request through the Library Administration Office (, and be expected to be present and responsible for the duration of the use. 


Reservable library spaces include: 

  • Main (2nd) floor lobby area in front of Starbucks  

  • Conference rooms: NGL 223M & NGL 402 

  • Instructional classrooms: NGL 225 & NGL 226  

  • Employee Lounge: NGL123 

  • Outside patio areas  


Library spaces may be reserved 

  • For use during building hours  

  • By university departments, service groups sponsored directly by a department, or recognized student organizations through their university employee advisor** 

  • Through the Library Administration Office, on a first-come first-serve basis

  • Library functions have priority use of the building 

  • Reservations may be moved to an alternate space if supervening need arises  

  • Exceptions to the guidelines may be made at the discretion of the building liaison (Executive Director of Library Services) 

**Student organizations are strongly encouraged to request spaces with the Lowman Student Center (LSC). However, student org requests may be considered if LSC is unavailable, or if the purpose of an event would uniquely call for use of library spaces. 


Reservation requests should be made 

  1. By an SHSU faculty or staff employee (i.e., the responsible party) who would be onsite / physically present for the duration of the reservation  

  1. At least one (1) week before the requested time 

  1. By email to the Library Administration Office ( and include  

  • Contact information of the responsible party*** 

  • Purpose of the reservation 

  • Date, time, and (if known) preferred space(s) 

***If the requestor is different than the faculty or staff present for the duration of the reservation, then please include contact information for both

For study rooms reserved by the hour:

Public Reservation Policy

  • Online reservations may be made online by anyone with an authorized SHSU user account.
  • Users may also request staff assistance with reservations at the Service Desk.
    • Staff and student assistants can confirm, create, edit, and cancel bookings upon request.
    • If the need arises for a non-SHSU-affiliated patron to use a space, and sufficient space is currently available, a library staff member may create a booking on their behalf and grant access to locked spaces when necessary.
  • Reserve up to 30 days in advance.
  • Reserve up to four (4) hours per day, in one or multiple rooms, and in one or several time blocks.
  • All rooms must be vacated, and keys returned, by 30 minutes before library closure. (View building hours.)
    • NOTE: A user is limited to booking 4 hours per day, regardless of whether that booked time is used. Cancel before a booking starts to re-schedule that same day.
  • Medium rooms, Video Recording Studio, and Meditation Room require checking out a key from the Library Service Desk (2nd floor main lobby).
  • Small rooms are unlocked, no key needed. Small rooms may be used without a reservation, but non-reserved patrons will be asked to exit when a reservation exists.

Reservation Cancellation Policies

A user is limited to booking 4 hours per day, regardless of whether that booked time is used. Cancel before a booking starts to re-schedule that same day.

Cancel a reservation at any time using the link in the reservation confirmation email, or contact the Library Service Desk for assistance with cancellation.

No fees or penalties are charged for "no shows" without cancellation.

The library reserves the right to cancel a patron's reservation if:

  • a patron is more than 30 minutes late to check in for their reservation; AND
  • another patron is asking for a room; AND
  • no other rooms are available that reasonably fulfill the current request.

If a patron eventually arrives late for a reservation which the library has cancelled according to this policy, library personnel will endeavor to schedule a new reservation for them in an available room at the earliest time possible. However, there are no guarantees that space will be available.

Room Use Policies

  • Patrons are responsible for observing maximum occupancy rates:
    • Specified for all spaces in the online reservation system and posted in each room
    • Small rooms = 2 people (some exceptions as noted in the system)
    • Medium rooms vary, 4 to 8 people
  • Almost all rooms include a dry-erase board (either whiteboard or glass). Markers and erasers are available at the Library Service Desk upon request.
  • Medium rooms include a TV monitor for shared computer display. Users should generally connect to the monitor wirelessly with AirMedia, but when needed, HDMI adapter cables are available at the Library Service Desk upon request.
  • Bring a personal laptop or borrow one from the library.
  • Study rooms are NOT soundproof and are unsuitable for musical instrument practice or other loud activities. Disruptive users will be asked to control volume or relocate.
  • Questions about room use? Contact the Library Service Desk at (936) 294-1618.

The Video Recording Studio provides the space and technology to quickly and easily record videos; just plug in a flash drive and click the Record button.

  • Reserve up to 4 hours per day (consecutive or not); requires an SHSU account.
  • Reservations can be made up to 10 30 days in advance (extended as of May 2023).
  • Recommend flash drives 8 GB or smaller, as large drives full of files may slow the system.
    • Flash drives are available for checkout at the Library Service Desk if needed.
  • Room contains microphone, camera, lights, and greenscreen.
    • HDMI cable provided to optionally display content from a laptop on the greenscreen, play background music, etc.
  • No editing software.
  • Not soundproofed as a musical recording booth.

Carrel Request and Assignment Policies

All university faculty and graduate students are eligible to submit the application below for private carrel assignment. However, please understand that we have a very limited number of carrels and may not be able to accommodate all requests. Carrels, when available, will be assigned on a generally first-come first-serve basis, but observing the following priorities:

  • Highest priority – Graduate students working on a thesis or dissertation.
  • Second priority – Students who are working on semester long or substantive research projects with faculty.
  • Third priority – Faculty members engaged in research projects or course preparation, particularly those with no or insufficient private office accommodations or those who need significant access to library print resources.

These carrels are located on a quiet floor and are intended for quiet, individual use. They are not suitable for group work/discussion, which is better suited to our study rooms with hourly reservations.

Carrels are generally assigned for one semester, sometimes an academic year.  However, applications requesting a shorter period of time will also be accepted.

A study carrel holder must apply for renewal at the end of the assigned period but will not be given priority over new applicants.

Carrel holders may share with one other person after notifying the Library Service Desk of the person's name.

Multiple assignments to a single carrel may be required, depending on demand.

The library reserves the right to revoke assignment at its discretion. Carrels not consistently used during the assigned semester may not be renewed.

Carrel keys may not leave the building. If a patron loses a key, they will be charged a room re-keying fee.


Carrel Use Policies

  • Study carrel keys must be picked up at the Service Desk. Keys must be returned to the Service Desk before leaving the building. All rooms must be vacated and keys returned by 30 minutes before the building closes.
  • Carrels are quiet areas.
  • All library material left in a study carrel must be checked out (charged) to its occupant. Uncharged material will be removed from the carrel by authorized library personnel.
  • Non-circulating material (such as reference books, bibliographies, indexes, and periodicals) should not be left in the study carrel when the holder is not present.
  • The library is not responsible for any personal belongings left in the study carrels.
  • Study carrels should be kept neat and orderly.
  • No furniture may be removed from or introduced into a carrel without permission from the Library.  No bedding of any kind may be introduced into the carrel.
  • Damaged furniture requiring repair should be reported to the Library Service Desk as soon as possible.
  • Nothing will be affixed to the walls or windows. For your safety, the security window of the study carrel may not be covered in any way at any time.
  • Any personal items remaining in the study carrel after the assigned period has lapsed will be entered into the library’s Lost and Found. All Lost and Found items are periodically turned over to UPD and/or SHSU Property.
  • No tobacco or vaping permitted in carrels, in accordance with campus-wide tobacco-free policies.


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