Team Study Room & Study Pods Policies

Team Study Room Policy

• The team study room is available to all current MTSU students.
• The team study room is reserved on two modalities:
  • By reservation – previously approved reservations have priority.
  • On a first-come, firtst-served basis when not reserved.
• The team study room can be reserved in advance, with a minimum of 24 hours’ notice.
• The team study room may be reserved for up to three hours at a time.
• A maximum of four students will be allowed in the room.
• The team study room is reserved for academic purposes only.  
• No recreational or non‐academic activities allowed.
• Reservations remain active even for late arrivals. Groups can still use the space if they arrive after the start time. To maximize availability for others, please arrive promptly. This ensures flexibility while efficiently managing shared resources.
• Team study room users must adhere to MTSU and BAS Computer Lab policies and procedures.
• The team study room should remain locked at all times while in use.
• Food or open drinks are not permitted in the team study room.
• Students may lose the right to use the team study room if equipment or facilities are abused, defaced, or vandalized.
• Lab Assistants are not responsible for items left in this room.

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Guidelines for Reserving and Using Study Pods

This document establishes the official rules, policies, and procedures for reserving and using study pods in our facility. It is designed to ensure equitable access, efficient scheduling, and a productive environment for all students. The policy applies to all students, lab assistants, and administrators involved in the reservation process.

Introduction

The purpose of this policy is to provide clear and consistent guidelines for the reservation and use of study pods. It outlines the eligibility criteria, reservation process, usage expectations, enforcement procedures, and the review process for ongoing improvement. The scope covers all aspects of pod reservation, including walk-in use, scheduled reservations, and the role of lab assistants in managing the pods.

The BAS Study Hub has five Pods. Each pod includes seating for four, wireless TV, high-speed Ethernet, and controls for light and temperature. 

• Pod A: Analysis Pod.
• Pod B: Business Pod.
• Pod C: Connect Pod. (webcam & mic). 
• Pod D: Data Pod.
• Pod E: Engage Pod. 

Section 1: Pod Reservation Rules for Students

• Eligibility: Only currently enrolled students are eligible to reserve study pods.
• Reservation Limits: A student may reserve a pod for a maximum of three hours per day and no more than three reservations per week. Reservations are subject to availability.
• Late policy: If a student is late for a reservation for any reason, the reservation may not be extended. For example, if you reserve from 11:00-2:00 and arrive at 11:20, the reservation will remain valid but end at 2:00. 
• First-Come, First-Served vs. Reservation: Pods are available on a first-come, first-served basis unless they are reserved. Reservations take precedence over walk-ins. If a pod is reserved, walk-in users must vacate the pod at the start of the reserved time.
• Group Size Requirements: Each pod is designed for groups of up to four people. Single-person reservations are discouraged to maximize availability for group study.
• Cancellation Policy: Students may cancel reservations at any time by emailing [email protected].

Section 2: Pod Reservation Process

1. Submitting a Reservation Request: Students must complete the official study pod reservation form, available via the facility’s website.
2. Form Details: The reservation form requires the following information:
3. Student name and M Number
4. Contact email and phone number
5. Requested date and time slot – at least 24 hours and maximum one week in advance.
6. Preferred pod (optional; assignment based on availability)
7. Approval Process: Approved reservations will be confirmed via email within 24 hours. In case of scheduling conflicts, students will be notified and offered alternative slots.
8. Confirmation and Scheduling: Once approved, the reservation will be entered into the facility’s scheduling system, which updates the room display tablets outside each pod to show upcoming reservations. The student will receive a confirmation email.
9. Use of Room Display Tablets: Tablets outside each pod display real-time reservation schedules. Students must check the tablet for their reservation status before occupying a pod.

Section 3: Pod Usage Guidelines

• Check-In/Check-Out Procedures: Pods should be vacated promptly at the beginning and end of the reserved time.
• Conduct Expectations: All users are expected to maintain a quiet, respectful, and clean environment. Personal belongings must be removed at the end of each session.
• Students who use the Study Pods must practice respectful behavior. All students are encouraged to read MTSU’s Information Technology Resources Policies: https://itd.mtsu.edu/policies/  
• If students need assistance while using the Pod, they can ask the Lab Assistants or Graduate Assistants.   
• Consequences for Violations: Failure to adhere to pod usage guidelines may result in warnings, suspension of reservation privileges, or referral to the facility administrator for further action.

Section 4: Lab Assistant Procedures

1. Monitoring Reservations: Lab assistants are responsible for reviewing reservation requests, confirming bookings, and monitoring the usage of the pods.
2. Enforcing Rules: Lab assistants must ensure that only eligible students occupy pods and that usage limits are observed. They are authorized to ask unauthorized users to vacate reserved pods.
3. Handling Disputes: In cases of scheduling conflicts or disputes over pod usage, lab assistants will mediate and enforce policies impartially, with assistance from the Lab Coordinator and Graduate Assistants.
4. Updating Room Display Tablets: Lab assistants must ensure that reservation schedules on the tablets are accurate and up-to-date.
5. Reporting Issues: Any incidents, policy violations, or technical problems with the pods or tablets must be reported promptly to the Lab Coordinator.

Section 5: Feedback

• Feedback Process: Students and staff are encouraged to submit feedback regarding reservation policies and procedures to [email protected].

Adherence to these rules, policies, and procedures ensures fair and efficient use of the study pods for all MTSU members. For questions or assistance, please contact the lab assistant or BAS Lab Coordinator.

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