Africana, Asian American, Chicano, & Native American Studies Program Room – Use Policy

Statement of Policy & Text

This policy outlines requirements for booking the Africana, Asian American, Chicano, & Native American Studies Center (AAACNA) Program Room, located in the Special Collections area on the 5th floor of King Library.

Need for the Policy

This policy is required because the rules and procedures regarding use of the AAACNA Program Room need to be clearly described in writing to ensure its proper use.

Requirements & Guidelines

The AAACNA Program Room is available during all library hours for (1) Library Dean sponsored events, or (2) by persons or groups with a direct connection to the mission of the library.

The AAACNA unit will have priority in the booking of the AAACNA Program Room and may email or telephone in their requests. To use this room; a representative of the group asking to use the room must submit a request to the Dean’s Office at least two weeks in advance. The Dean’s Office has sole authority to approve requests.

Groups using the AAACNA Program Room assume liability for serving alcohol, cleanup, and any damage to the facility. In addition, anyone using the room must adhere to the following guidelines:

• No red wine may be served, to prevent staining of the carpets. If alcohol is served, Spartan Shops must be used. University policy regarding alcohol consumption should be followed.
• Spartan Shops 1-408-924-1756 is the approved caterer for King Library meetings, and the requestor must initiate any catering requests separately.
• Room set up is the responsibility of the group requesting to use the room. Should the group need any special assistance with room set up, they should notify the Dean’s Office at the time they make their reservation.
• At the end of the event, the group using the room must leave the room clean. Garbage must be removed from the area.
• If any electronic set up is required for the meeting or event, such as video equipment or microphones, the group using the room must make arrangements for use of this equipment directly with the library’s media services unit. A representative from the Dean’s Office can provide guidance regarding using media services, if needed.

Applicable Personnel/Departments

All, especially Africana, Asian American, Chicano, & Native American Studies Center Staff and Room Schedulers.

Distributions

INTRANET

Approval(s)

Reviewed and approved by:Signature/NameDate of ApprovalKMT 12/16/02SJSU DeanRuth Kifer8/21/07SJPL Library DirectorJane Light8/21/07

History & Dates

Category of Policy :Administrative/Operations
Author(s): Africana, Asian American, Chicano, & Native American Studies Center Librarian: Jeff Paul
Authorized by: KMT
Date Written: 11/21/02
Date Effective: 8/01/03
Date(s) of Revision(s): 06/15/04dk; 2/23/05, 1/03/08gd; 2/14/08 gd; 2/20/08 gd

References