JMU Libraries Facilities Use Policy

View of Rose Library Flex SpaceOrganization using Carrier Library LobbyJMU Libraries and Educational Technologies (LET) supports JMU and community organizations and groups by providing the use of library facilities and spaces for events and outreach efforts. LET has been pleased to support a range of events and information tables, including interdisciplinary panels, voter registration tables, and more.

Interested in requesting use of library spaces for your group or organization? Explore our policies and procedures below.

Please contact askthelibrary@jmu.edu if you have any questions!

Purpose of LET’s Facilities

JMU Libraries and Educational Technologies (LET) facilities are intended to provide a variety of quiet, collaborative, and technology-mediated spaces for student and faculty study and research; to support programming offered by the Libraries, the Center for Faculty and Innovation (CFI), and the Center for Instructional Technology (CIT); to provide access to collections; and to preserve and protect collections for future users.

JMU Libraries and Educational Technologies (LET) welcomes JMU and community organizations and groups to request use of library facilities and spaces, in keeping with the Libraries’ mission: "to engage with JMU’s diverse communities in their creation and search for knowledge through academic resources, physical and virtual spaces, and educational and research services."

LET is eager to provide access to our spaces for activities that align with our mission and meet our event guidelines. However, we are not able to provide any event support. Library facilities are not full-service event or conference spaces. LET cannot provide any set-up assistance, hosting, equipment support, tech support, or other type of support. Groups seeking full-service event support should contact JMU Event Management, not LET.

Applicability of the Facilities Use Policy

This policy applies to the use of facilities in JMU’s Rose Library and Carrier Library for special events organized by JMU groups, staff, faculty, students, student organizations, or by local community groups.

This policy also applies to JMU groups, community groups, or individuals who want to request space in Rose or Carrier Libraries to host an information table, put out charitable collection bins, or initiate filming or photography activities in the library facilities.

Spaces covered by this policy include the following, below. Note that LET uses different spaces for different types of events and we reserve the right to place events accordingly.

Rose Library:

First Floor:

  • Entrance foyer
  • Lobby
  • Café area

Third Floor:

  • Flex space
  • Nook
  • 3311
  • 3313
  • 5211

Carrier Library:

First Floor:

  • Entrance foyer
  • Lobby
  • Historic Lobby
  • Café area
  • 109

Third Floor:

  • 301

This policy does not apply to library group study rooms, library instruction, JMU courses, exam proctoring, or events hosted or co-sponsored by LET or CFI.

  • Looking for information on group study rooms? Group Study Rooms are intended for JMU students and/or faculty working in small groups. See Book a Group Study (JMU login required) for information on these smaller spaces.
     
  • Interested in library instruction, information literacy instruction, or library orientation for JMU students? You can contact the liaison librarian for the relevant academic department to discuss library instruction options.
     
  • Looking for a classroom? Classes are not held in a library facility on a regular basis. Contact the Registrar’s office for information on classrooms on campus.
     
  • Need an exam proctored? You may be able to have an online exam proctored at the JMU Assessment and Testing Center. Library staff are not able to proctor exams. Additionally, Library staff cannot sign documents that verify a student’s presence in the library or documents for extra credit.
     
  • LET and CFI programs and events have priority use for library spaces and are not covered by this policy, which is for JMU and community groups and organizations.

Facilities Use Policy Statement

LET welcomes community organizations and JMU-related organizations and groups to request use of its facilities for special events or for information tabling, and may grant permission when the request:

  • aligns with or supports LET’s mission
  • follows the guidelines in this policy
  • does not interfere with LET-sponsored programs and services
  • does not interfere with the library’s research and study environment

All space requests are evaluated individually, taking into consideration:

  • availability of space
  • library operations
  • library usage patterns
  • other groups’ approved space requests
  • frequency of space use requests by the same group or organization
  • total length of the space use request (hours, days, weeks)
  • fit with LET’s mission
  • potential for disruption of library activities

LET reserves the right to deny requests for space usage to maintain its research and study environment.

LET is committed to the ideals of freedom of speech and to maintaining a welcoming and safe environment to the entire JMU community. LET reserves the right to deny permission for space usage based on communications or behaviors determined to be inflammatory or hostile.

In accordance with all applicable local, state, or university laws, LET does not discriminate based on age, race, color, religion, sex, national origin, marital status, parental status, sexual orientation, gender identity, political ideology, creed, ancestry, or the presence of any sensory, mental or physical disability, when making decisions about requests to use facilities.

Permission to use LET facilities does not signify that LET or JMU endorses the content presented at an event or the beliefs of the group or organization using the spaces.

No rental fees or other fees are charged for groups using library facilities.

Permission to use facilities is revocable and does not constitute a lease.

Filming and photography in library facilities is permitted for class projects but must not be disruptive to other library users. Students should alert Library staff of their presence in the library before filming. Photography or filming for non-academic purposes may be granted on a case by-case basis; follow the Process for requesting permission for library facilities use to submit a request. Photography or filming for commercial purposes is expressly prohibited. Permission to use images in filming is the responsibility of the person filming and LET takes no responsibility for how images are used.

Groups and organizations may request to host information tables in the library lobby if they wish to offer "giveaways,", collect information, or fill out surveys. Groups may not approach library visitors directly to conduct surveys or hand out "giveaways." Follow the Process for requesting permission for library facilities use to submit a request for an information table.

Collection bins for charitable causes may be allowed at the discretion of LET and must not disrupt traffic or cause a fire code violation.  Boxes must be emptied regularly and removed at the end of the drive. LET will dispose of boxes and contents not collected by the sponsoring organization by the agreed-upon deadline. If boxes overflow, they will be removed immediately. Follow the Process for requesting permission for library facilities use to submit a request to host a charitable bin in the library foyers.

Staff and programs sponsored by LET and CFI have priority use of library facilities. LET reserves the right to pre-empt any scheduled events for LET or CFI use if needed.

Guidelines for Use of LET Facilities by JMU Groups and Local Community Groups

Types of activities allowed and criteria used to evaluate space requests:

  • LET facilities are available only for non-commercial use during regular library operating hours.
  • LET facilities are not available for event requests during JMU exam weeks.
  • LET facilities may not be used for regular, recurring meetings such as faculty meetings.
  • Products or services may not be sold in the library facilities. Events held in the library facilities may not charge an entrance fee or sell tickets. Events held in library facilities may not engage in fundraising activities.
  • Requests to serve food at events held in library facilities will be evaluated on a case-by-case basis. JMU, through contract with ARAMARK Corporation, maintains exclusive right to provide food service on all university property.
  • Alcohol use is prohibited at events held by JMU and community organizations and groups in LET facilities.
  • Reservation requests need to include time for set-up and clean-up. Library staff will not help set up or clean up the event. Event facilitators or attendees will not have access to the library facility outside of regular library operating hours. No set-up activities will be allowed before regular library operating hours. No clean-up activities may occur after regular library operating hours.
  • LET will determine the number of events to be operated simultaneously in LET facilities, and we do not guarantee a group sole use of the facilities except in the specific room/location(s) granted for the event’s use.
  • Determination of whether an event request meets these criteria will be at the sole discretion of LET. LET has the right to decline any event based upon such determination. All decisions on space usage requests by LET staff are final.
  • Requests must be submitted at least two weeks before the date of the proposed event so that LET staff have enough time to evaluate the request and communicate with the event organizers.

Once a request is approved, groups should follow these guidelines for using the spaces:

  • Event organizers and guests will comply with all of JMU’s University Policies and with all laws (including, but not limited to, occupancy limits, public assembly matters, fire and building codes) applicable to the use of LET facilities.
  • Event organizers and guests will comply with any directions that LET staff provide concerning the use of the facilities.
  • Parking is not provided for event guests or organizers and passes can not be distributed from LET service points. Event organizers should contact JMU Parking to seek parking options.
  • During times of inclement weather it may be necessary for the libraries to close early, open late, or remain closed all day. When LET or JMU announces an official closure or late opening, all events in the library facilities during the time of that closure will be cancelled.
  • The library facility should be left as found before the event. Furniture should be returned to its original placement, trash should be deposited in appropriate receptacles or removed, and all items used for the event must be removed from the facilities.
  • Signs on the day of the event notifying guests of event location may be posted in the library facility with prior approval.
  • Flyers advertising events ahead of time may be posted on the public bulletin boards in accordance with JMU policy 3104.

Process for Requesting Permission for LET Facilities Use

  1. Complete the space use request form online. Requests must be submitted at least two weeks (14 days) before the proposed event or space usage.
  2. Requests for space use are reviewed and approved or denied on a first-come, first-serve basis.
  3. LET staff will contact you within four business days after reviewing your request.
  4. LET staff will either approve the request, deny the request, or ask for more information before making a final decision.

Please contact askthelibrary@jmu.edu if you have questions about requesting permission to use LET facilities.