Library - Building Use Outside Normal Operating Hours

Purpose

This policy explains when and how the Jim Dan Hill Library building may be used outside its posted open hours for events and community access. It ensures the safety of patrons and staff, protects library resources, and clarifies when exceptions to regular hours may be granted.

Scope

This policy applies to:

• All campus units and student organizations
• All library building employees (full-time, part-time, student employees)
• Any event, program, or activity proposed to occur before opening, after closing, or on days when the library building is closed.

General Statement

The building is not available for individual study, tutoring, meetings, or general access outside of normal operating hours.

The library building may only be opened outside normal hours for pre-planned events in which the library is a full or partial sponsor and where an authorized library staff member is present for the entire event.

Eligibility for After-Hours Use

After-hours use may be approved only when all following conditions are met:

Library Sponsorship

• The event is sponsored or co-sponsored by the unit.
• Campus groups wishing to hold after-hours events must have the library serve as the official sponsor or co-sponsor.

Advance Planning

• Event details must be submitted to the Library Director (or designee) at least 3 weeks in advance.
• Technical requirements, space needs, staffing availability, and security considerations must be reviewed and approved.

Security & Building Access

• Campus Security must be notified of the approved event.
• Only authorized library building personnel or campus security staff may unlock and lock the building.
• The building must remain closed to all individuals who are not taking part in the scheduled event.
• When an after-hours event is in progress, the front doors will remain locked and regular library services will not be offered during that time. Participants will be able to exit the building and gain reentry through the ramp door, which will remain unlocked for the duration of the event.

Prohibited Uses

The library building will not open outside normal hours for:

• Individual student access or study
• Group study not formally connected to a unit-sponsored program.
• Tutoring or academic support unrelated to a unit-sponsored event
• Student organization meetings without library involvement
• Informal, last-minute, or walk-in requests for access

Last revised 8/10/2026