Room Booking Policy

General Terms

• Eligibility: All registered students and staff of the University of Rwanda are eligible to book study rooms.
• Identification: Valid University ID must be presented upon arrival at the booking desk.
• Booking Limit: Maximum of one booking per day, up to 3 hours per session.
• Advance Booking: Rooms can be booked up to 30 days in advance.
• Confirmation: A confirmation code will be sent to your email. This code is required for check-in.

Room Types & Capacity

Booking Rules

• Check-in: You must check in at the circulation desk within 15 minutes of your booking start time, otherwise the booking will be cancelled.
• Duration: Maximum booking duration is 3 hours. Extensions are subject to availability and must be requested at the desk.
• Cancellation: Bookings can be cancelled up to 2 hours before the scheduled start time. Late cancellations may affect future booking privileges.
• Renewal: Same-day renewal is not permitted. You can make a new booking for the next day.

Code of Conduct

• Noise Levels: Maintain appropriate noise levels. Group study rooms allow discussion, while quiet rooms require silence.
• Food and Drink: Only water is permitted in study rooms. No food or colored beverages.
• Cleanliness: Leave the room clean and tidy. Push in chairs and dispose of any trash.
• Furniture: Do not move furniture between rooms or remove chairs from study rooms.
• Equipment: Handle all equipment with care. Report any malfunctions to library staff immediately.
• Prohibited: No sleeping, loud conversations, or disruptive behavior.

Penalties & Violations

• First Violation: Written warning and temporary suspension of booking privileges for 1 week.
• Second Violation: Suspension of booking privileges for 1 month.
• Third Violation: Permanent loss of booking privileges and referral to Dean of Students.
• No-Show Policy: Three no-shows within a semester will result in a 2-week booking suspension.

Quick Summary

Need Assistance?

• Email: library@ur.ac.rw
• Phone: +250 788 123 456
• Visit any campus library circulation desk