Improving the Library’s 24-hour Study Centre/Discussion Rooms

to

Serve You Better

Background

Section A

Section B

Survey

Background

Since the opening of the Library’s 24-hour Study/Discussion Rooms back in 2002, this facility has proved to be immensely popular with students. As reflected in our annual satisfaction survey, user’s satisfaction with this facility has recorded an increase year on year, reaching a peak of 4.36 (on a 5 point scale) in 2006. However, in the current 2007 satisfaction survey, user’s satisfaction dropped to 3.82.

To help us to identify users’ concern and areas for improvement, the Library conducted a more detailed survey on the use of the 24-hour Study Centre/Discussion Rooms from 3 October to 2 November, 2007 (see Appendix I). Findings of this Survey can be found in Section B of this report, whilst major user feedback and Library responses are extracted and listed in the following section, Section A.

Section A: Major User Feedback and Library Responses

1. To add more PCs with Internet connection and MS Office – Yes, more PCs will be added in the 24-hour Study Centre. A total of 10 PCs will be made available in this Room, with half of them installed with MS Office.

2. To add a printer and a photocopying machine (with Octopus Card reader) – Already added in September 2007. The printer will be LANed to the additional PCs to be installed.

3. Too cold, room temperature needs to be adjusted as few people stay in the Room after the first few hours – There are already 3 sets of thermostat controls in the open area and 1 control in each group Discussion Room for users to adjust at will. FMO will post the proper instructions.

4. To adjust the lighting, too bright and light glare – The lux and new diffusers were approved by CDO. The PC monitors can be tilted to minimize glare.

5. To replace the plastic chairs with more comfortable ones – The Library will review the use of fabric/plastic chairs in the entire library, and not just the 24-hour Centre, taking into consideration factors such as comfort, cleanliness, cost and sturdiness, etc.

6. To provide vending machines for food/drinks, and to provide distilled water or water fountain – The Library will revisit this issue together with the Finance Office. There is already one water fountain near the room entrance.

7. To provide a bigger room – The Library will take this into consideration in its overall space planning in future. Meanwhile, the Library will also check with ITS whether there will be any plan to vacate the existing server backup room nearby.

8. To provide different space for study and discussion – As an interim alternative, the Library will, after Library closes, designate all the 6 group discussion rooms (39 seats) as ALL-QUIET study space and the large open area for discussion.

9. To designate a staff to look after the room – There is already a security guard conducting regular checks. The Library is of the view that users also have the responsibility of observing Library regulations and proper conduct.

Section B: Findings of the User Survey on Library’s 24-hour Study Center / Discussion Room (3 October 2007 – 2 November 2007)

1. Response statistics

During the month long survey from 3 October 2007 to 2 November 2007, a total of 71 responses were received in the online survey, in which 21 replies gave their library numbers. In the identified users, the majority of the respondents were undergraduate students (see Chart 1). However, 50 repliers did not include their library numbers, and no user type information can be drawn from their responses.

Chart 1 – Categories of Respondents

2. The use of the 24-hour Study/Discussion Room

Most users considered that the 24-hour Study/Discussion Room was very useful for them as the majority students (68% of the respondents) used the room at least once a week (see Chart 2), and some of them (37% of the respondents) used it several times a week.

Chart 2 – Frequency of Using the 24-hour Study/Discussion Room

About 40% of the users used the room all year around, and 45% of the users only used it at semester time (see Chart 3).

Chart 3 – Using the 24-hour Study/Discussion Room

About 59% of the respondents used the room after the Library is closed up while 41% of students used it during the Library opening hours (see Chart 4). Therefore, the room was important for students both at day and night times.

Chart 4 – Primarily using the 24-hour Study/Discussion Room

3. The purpose of use

When the Library was closed, most of the users (78%) used the room for study, and about 22% of the users were there for discussion with peers (see Chart 5). When the Library was open, about 61% of users were for discussion with peers in the room, and only 39% of users studied in the room. Therefore, in the future, the silence policy after the Library is closed is still important as many students will use the room for study purpose.

Chart 5– Purpose for using the 24-hour Study/Discussion Room.

Most of the students use the room because there was no other similar facility available on the campus (see Chart 6). Other students choose the room because of the convenient location and comfortable environment. Some of the users selected the room due to the reason that it was not possible to study at home.

Chart 6– Reasons for using the 24-hour Study/Discussion Room

4. Comments from the users

About 49 responses were received with comments on how this room can be improved and can this room be improved in its arrangement? If so, how and where? (see Table 1 and Table 2). Most of the students voiced their wishes for more computers and MS Office software in the room. Some students regarded the room temperature was too low and the lighting could be improved. Some of them also hoped to have better and comfortable chairs in the room. It was also important to control the noise level in the room, particularly to enforce the silence policy after the Library was closed as most of students used the room for study purpose.

Table 1: How can this room be improved?

Computer and software

Install more computers, arrange more

computers with Office functions

more computers and rooms for discussions can be provided

Is the printer connected with the computer via internet? There are no headphone for the computer, value add for printing card or Octopus

set up more computers

MORE COMPUTERS SHOULD BE INSTALLED.

computer without winRAR

setting up more computers which have software like Microsoft office

I think the new arrangement is good, as computers provide a mean for students to search the data they want.

MS word is accepted to be used

more and better individual studying facilities, more PCs

provide more computers and rooms

more computer with internet connection should be provided.

About the room

should be quiet and larger

Be Warmer

Expand the size of the room and setup more individual study room and put more computers

Would it be possible to enter 24 hour study room from the inside of the library when the library is closing?

more study area

Open for discussion also after the opening hour

Drinks and snack should be allowed.

put several reference books: oxford English dictionary, e.g.

Furniture and lighting

to change more comfortable chair and to patrol frequently to stop student eating, drinking and speaking loudly

purchase more comfortable chairs quite good already

With water distilled machine. and clock, auto drink –coffee- machine

It would be better if the lighting is less glaring.

lighting, the lights makes me uncomfortable

chairs are not comfortable enough,

I hope the door can be improved. Because when you open or close the door, it always makes loud noise, so I hope the authorities can add something that can make the door always open, so it won't let me to use a chair to keep the open of the door in order to avoid noise.

it seems not enough light in some area since it is not good for us to see books with not enough brightness

the table and seats may not enough in busy hour

Air conditioning and hygiene

Pest control for carpet especially

the air conditioning is too cold, and the door has an annoying noise when we open and close it

The air-conditioning is sometimes too cold...

Turn the air-conditioner to a higher temperature because in the night we often easy to feel cold.

Turn the air-conditioner to a higher temperature because in the night we often easy to feel cold. !!!! And, please provide computers with more complete functions or permissions.

improve ventilation during as it is very crowded

Noise control

IT IS TOO NOISY!!!

remind to the noisy reader

Strict enforcement should be done by the librarian regarding the rule of "NO DISCUSSION AND TALKING IS ALLOWED" as talking always a happen in the room (its like a party area in Sunday and Public Holiday!!!) and it is extremely disturbing!

Table 2: Can this room be improved in its arrangement? If so, how and where?

About the room

can be bigger

I guess more rooms will be better

arrangement is good

I think the arrangement of the room is pretty good, by far, I haven't find any problem using it.

Too bright (light) for the computer area. May be I am too tired for using the study room after library is closed at night (at 22:00 or 23:00), Also are the female toilet safe during mid-night?

Food should be allowed here.

Noise control

invite a librarian to have a look and remain the reader to keep quiet

IT is too noisy when the library is closed!!!!!!

Either empowers the security guards with punishment towards rule-breaking students, or, more effectively, arrange a library staff in the room while it is open.

don't talk in this room

5. Summary

The room is important for PolyU students as a venue for discussion and studies on campus. If budget is possible in the future, more computers, MS Office software, and better seating chairs should be installed in the room. It is still import to enforce the silence policy in the room after the Library is closed up. Or better still, to have separate areas for discussions and reading.

6. Recommendations for improvement action

a) To add more PCs with Internet connection and MS Office – Yes, more PCs will be added in the 24-hour Study Centre. A total of 10 PCs will be made available in this Room, with half of them installed with MS Office.

b) Add a printer and a photocopying machine (with Octopus card reader) – Already added in September 2007. The printer will be LANed to the additional PCs to be installed.

c) Too cold, room temperature needs to be adjusted as few people stay in the room after the first few hours – There are already 3 sets of thermostat controls in the open area and 1 control in each group Discussion Room for users to adjust at will. FMO will post the proper instructions.

d) Too bright, light glare. To adjust the lighting – The lux and new diffusers were approved by CDO. The PC monitors can be tilted to minimize glare.

e) To replace the chairs with more comfortable ones – The Library will review the use of fabric/plastic chairs in the entire library, and not just the 24-hour Centre, taking into consideration factors such as comfort, cleanliness, cost and sturdiness, etc

f) Vending machine for food/drinks, and to provide distilled water or water fountain -- The Library will revisit this issue with the Finance Office. There is already one water fountain near the room entrance.

g) Make the room larger – The Library will take this into consideration in its overall space planning in future. Meanwhile, the Library will also check with ITS whether there will be any plan to vacate the existing server backup room nearby.

h) Different space for study and discussion – As an interim alternative, the Library will, after Library closes, designate all the 6 group discussion rooms (39 seats) as ALL-QUIET study space and the large open area for discussion

i) Library/designated staff to look after the room – There is already a security guard conducting regular checks. The Library is of the view that users of the room also share the responsibility of observing Library regulations and proper conduct.

Appendix I

Pao Yue-kong Library
Survey on the Use of the Library's 24-hour Study Centre/Discussion Room