Terms of Reference

February 16, 2011

Context

Concerns about the environmental quality of the public areas of Porter Library have been raised over the last year. They are centered on three key areas: noise, including noise related to phone conversations; saving seats; and food. A few questions arise from these concerns: 1) Do we have a problem?, 2) If so, how severe is it?

Proposals

That a Porter Public Environment Assessment Group be created.
That assessments be conducted in the following three areas in order to determine if there are issues, and their extent:

Noise
Saving seats
Food

Membership

Judy McTaggart, ISR Associate
Susan Arruda, Collections Maintenance Supervisor (Porter), Circulation Services (Chair)
Jae Min Jin, ISR Waterloo co-op student (30% time commitment)

Resources to the group will be:

Alex McCulloch, Head, Circulation Services
Annie Bélanger, Head, Porter ISR

The group Sponsor will be:

Sharon Lamont, Director, Organizational Services

Deliverables & Timeline

Assessment can include a review of the results from recent surveys, and will also include:

Assessment of noise:
1. to be paper-based and on-line – on-line version to be available from the library website only (i.e. not emailed to students)
2. to be conducted and results collated by ISR co-op student
3. to take place in Feb and March 2011
4. to assess three questions:
  1. Level of noise
  2. Source of noise
  3. Impact of noise
Decibel Readings on Noise
1. Schedule to be developed that takes readings once in the morning, early afternoon, and early evening. Readings to be taken at key areas on each floor. ISR to conduct the morning reading; Circulation to conduct afternoon and early evening readings
2. to begin as soon as possible in January and continue to the end of March
Observational Readings on Noise
1. On a volunteer basis, ISR and Circ staff to take work to different areas of the building for short periods, at different times, to observe noise issues. The purpose of their observation time would be to identify types of noise, frequency and severity of these noises; if possible, the impact of noise issues on students
2. no regular schedule required - to begin as soon as possible in January and continue until late March or until no new information is being discovered
Space-Saving
1. Review of recent Occupancy data taken at Porter each exam period
2. Depending on the outcome of the review there may be a need for observational readings
Hot/Aromatic Foods
1. Issues and impact to be assessed by the Group, with input from other areas as needed, such as Library Facilities and Plant Operations

These assessment activities will lead to the following:

Develop a set of criteria for assessing the magnitude of issues
Indicate the extent of the issues on each floor of the Library and in each category of space (carrel, study room, lounge, etc.)
Create a set of best practices, methodologies and tools for reassessment of issues
Identify proposed next steps, which could include recommendations on setting the level at which a response is needed (e.g. urgent; important; minimal) as well as how to address any concerns that have been identified. If the proposed next steps include recommendations for staff intervention in any of the three key areas, that the recommendations will give consideration to aligning Porter guidelines with Davis guidelines.

The report from the group will be due by May 13, 2011.

Porter Public Environment Assessment Group
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November 10, 2011