UW Libraries - Odegaard Study Room Booking Guide

There are several kinds of study rooms available. All Odegaard study rooms under "Study Rooms and Reservation" include a whiteboard, table and chairs. Also available is a Digital Audio Workstation (DAW), Digital Presentation Studio (DPS) and two Collaboration Studios.

Step 1:

Go to: http://www.lib.washington.edu/services/facilities/studyRooms/

Then, choose which kind of study room you'd like to reserve from the below links. Booking Screenshot 1

Note: If you chose the DAW, DPS or Collaboration Studios, skip to step 3.

Step 2:^

If you clicked on Odegaard Study Rooms and Reservations, you should see the following screen: Booking Screenshot 2

This screen gives you the option of a 4, 6, or 8-person study room, or a selection of rooms that include a TV and VCR/DVD player. The first option "Study Rooms Ougl" will show you all the rooms, regardless of size or technology.

Click on whichever selection best suits your needs.

Step 3: ^

Next, you'll see all of the individual rooms for the option you chose. Click "Make a Reservation"

Note: When the Status field says "Available" this only means that the room key is not currently checked out. The room could still be reserved for the coming hour and therefore not available for reservation.

Step 4:^

Next, choose when you would like your reservation to BEGIN by using the drop down menu and hit Submit. Booking Screenshot 4

Note: If after hitting submit, you get a screen like the following:
Booking Screenshot 5

This means there are no study rooms available at your chosen time. Unfortunately, the system does not automatically show you the soonest time in which a room will become available. However, you may try choosing a time farther in the future and continue with step 5.

Another option is to choose a time far in advance (a few days or a week). This will trick the system into taking you to step 5, where it shows you all outstanding reservations for each room. This will give you an indication of when the study rooms will next be available (see screen above). Just be sure to change the "Begin" time back to the time you actually want before continuing with the reservation process.

Step 5:^

Next, choose the time in which you'd like your reservation to END. Study rooms can be reserved for a maximum of 2 hours. Note: If you do not select an end time for your reservation, it will default to one half-hour after the time you set the reservation to begin. I.e. if you chose your reservation to begin at 8:00pm, it will default to ending at 8:30pm. Booking Screenshot 6

Step 6: ^

BEFORE hitting Submit, choose which of the rooms you'd like to reserve using the radio buttons. The text in the "Location" field shows you all outstanding reservations for each room. In other words, you CANNOT reserve the study rooms during these times. Be sure to note which room number you are reserving. Booking Screenshot 7

Upon hitting "submit" you should receive the following message. You can now view or cancel your reservation through your library account; however, your library account will not display which room number you have reserved. Be sure to note this information or check with library staff if you have questions.
Booking Screenshot 8

Frequently Asked Questions^

Why can I only reserve a room for half an hour?
You need to change the end time of your booking. If you do not change the end time in the drop down menu, your reservation time defaults to 30 minutes (see step 5).

Why does it say “available” but I can’t book the room?
“Available” means the room key is currently not checked out, but it may still be booked during the time you are trying to reserve it. Make sure to double check your reservation time against the times the room is already booked.

The system is telling me “I am not allowed to book this material,” why not?
You may have too many bookings already. Ask staff at the information desk to check your library record.

What’s the difference between “Study Rooms OUGL” and “Study Rooms OUGL x Seats?”
“Study rooms OUGL” shows you all rooms in Odegaard. Choose this option if it doesn’t matter how many seats the room has. If you have a larger study group of 6-8 people, it’s best to check rooms by seat number (i.e. “Study Rooms OUGL 8 Seats”) to ensure there is enough space for your entire party.

How do I know what rooms are available, or if they’re all booked when one will next become available?
Try booking a room weeks in advance: if you’re trying to get a room for March 15th, set the day to April 15th. When you get to the screen showing all the current reservations for a room, it will then show you all the bookings for all the rooms until April 15th. This way you can see when a room will next become available.

Troubleshooting Messages^

“You cannot book this material:” You have exceeded the number of rooms you are allowed to book. Go to Your Library Account to cancel one of the bookings, or wait until after you are done using a booked room to book another. You are allowed up to TWO back-to-back bookings per day.

“No items available at (date and time you entered):” There are no study rooms available. Keep adding 10 minutes to the start time until an available room appears, or click “cancel” to re select a room with a different seating capacity.

“That room is not available for time requested:” Double check the beginning time and date to make sure the library is open. Also make sure you are in Odegaard Study Rooms and not Suzzallo.

“Booking period has exceeded the maximum:” Study rooms and the Collaboration Studios can be booked for a maximum two hours at a time. The DAW can be booked for a maximum four hours.