The Learning Commons in the Main Library is a tech-infused comfortable and flexible learning space and one-stop academic and information help center. The commons includes space for group collaboration with information and technology resources.

To Reserve a Group Space Using Your Office 365 Account

Please be sure that your time zone is set to (UTC -06:00) Central Time (US & Canada). 

  1. Log onto your university Office 365 account with your HawkID and HawkIDPassword
  2. Click on the Calendar icon.
  3. Click New in the upper left corner of the calendar.
  4. Enter meeting information – meeting title in the Add a title for the event field and names in the People field.
  5. Set time and date for which you wish to reserve the room (make sure to include length of meeting).
  6. Click Add Room and choose the group Library Learning Commons Study Space, then choose the room you want to reserve.
    • Color-coded rooms have the color listed at the end of the name.
    • Open group areas are listed as OPEN with a letter (A-F).
  7. Make sure the Mark as Private radio box is not marked.
  8. Confirm the attendee list, start time and length and the chosen room are correct. Then select Send and wait for room verification via email. Please check verification email to ensure reservation has been accepted.
    • All recurring reservations will be declined.
    • Reservation will be declined if it conflicts with another reservation.
    • Reservation will be declined if it does not meet reservation policies.

Example of Accepted Email

2-2-2-2 RULES

Group spaces in the Learning Commons may be reserved by students online via Office 365 calendar, HealthcareOWA calendar, or in person via touch-screen access at each room. Use of the Learning Commons group spaces is governed by the 2-2-2-2 rule:

  • A student may make up to 2 reservations per week. Any reservation that violates this policy will be canceled by Learning Commons staff.
  • Reservations can be made for groups of 2 students or more. Priority will be given to groups over individuals.
  • Reservations may last up to 2 hours. Office 365 will decline any reservation that lasts more than 2 hours. Be aware that Office 365 will remove the declined reservation from your calendar.
  • Reservations can be made up to 2 weeks in advance. Office 365 will decline any reservation made more than 2 weeks in advance. Be aware that Office 365 will remove the declined reservation from your calendar.

Faculty & Staff

Requests to reserve a group space by faculty and staff will be vetted by the Learning Commons Coordinator. Priority will be give to students over faculty and staff. Faculty and staff who would like to use a group space should contact the Learning Commons Coordinator at lib-learningcommons@uiowa.edu. Please include the date and time of your desired reservation as well as what you would like to use the rooms for.

No Show Policy

If a group has not arrived within 10 minutes of the reservation start time, the reservation will be forfeited.

Combined Rooms 1103/1105

Users who would like to reserve both rooms 1103 and 1105 at the same time should contact the Learning Commons Coordinator at lib-learningcommons@uiowa.edu

16 Small Private Group Rooms

These rooms are located throughout the Learning Commons

Features Include
  • Fit up to 6 people
  • 52” LCD monitor
  • HDMI & VGA input
  • Glass surface acts as floor-to-ceiling writing space
  • 2 USB charging outlets
  • 4 electrical outlets
Room names
  • RES-LIB-LC-1110-RED
  • RES-LIB-LC-1111-RED
  • RES-LIB-LC-1112-RED
  • RES-LIB-LC-1113-RED
  • RES-LIB-LC-1114-ORANGE
  • RES-LIB-LC-1115-ORANGE
  • RES-LIB-LC-1117-ORANGE
  • RES-LIB-LC-1118-ORANGE
  • RES-LIB-LC-1130-GREEN
  • RES-LIB-LC-1131-GREEN
  • RES-LIB-LC-1132-GREEN
  • RES-LIB-LC-1133-GREEN
  • RES-LIB-LC-1150-BLUE
  • RES-LIB-LC-1151-BLUE
  • RES-LIB-LC-1152-BLUE
  • RES-LIB-LC-1153-BLUE

2 Large Private Group Rooms

These rooms are located in South Lobby

Features Include
  • Fits up to 12 people
  • Can be combined to fit up to 24 people
  • 80” LCD monitor
  • HDMI & VGA input
  • 2 USB charging outlets
  • 4 electrical outlets
  • Glass surface & room divider acts as floor-to-ceiling writing space
  • an Apple TV
Room names
  • RES-LIB-LC-1103
  • RES-LIB-LC-1105

6 Open Group Areas

These areas are located throughout the Learning Commons

Features Include

  • Fits up to 6-8 people
  • 80” LCD monitor
  • HDMI & VGA input
  • 2 USB charging outlets
  • 4 electrical outlets
  • Glass surface acts as floor-to-ceiling writing space
  • Group Area D also include an Apple TV
Open group area names
  • RES-LIB-LC-OPENA
  • RES-LIB-LC-OPENB
  • RES-LIB-LC-OPENC
  • RES-LIB-LC-OPEND
  • RES-LIB-LC-OPENE
  • RES-LIB-LC-OPENF

View Main Library Directory for specific locations of each room.

Please be sure that your time zone is set to (UTC -06:00) Central Time (US & Candada). 

  • Log onto your HealthCare Email with your HealthCareID and password.
  • Click on the Calendar icon and use the down arrow under New to select Meeting Request. A new window will open.
  • Enter meeting information – meeting title in the Subject field and names of attendees in the To or Optional field.
  • Set the time and date for which you wish to reserve the room (make sure to include length of meeting).
  • Click Scheduling Assistant to select an available room, then use the down-arrow next to Select Rooms and choose More.
    • Color-coded rooms have the color listed at the end of the name.
    • Open group areas are listed as OPEN with a letter (A-F).
  • Check the box next to the room you want to reserve. Then click on the Appointment tab and confirm the attendee list, start time and length and the chosen room.
  • Make sure the Private radio box is not marked.
  • Select Send and wait for room verification via email. Please check verification email to ensure reservation has been accepted.
    • All recurring reservations will be declined.
    • Reservation will be declined if it conflicts with another reservation.
    • Reservation will be declined if it does not meet reservation policies.

Tip 1: Check your time zone

If your Office 365 calendar is set to a time zone other than Central Time, Outlook will convert the reservation to Central Time. For example, if Office 365 is set to Pacific Time and you make a reservation for 3pm, Office 365 will convert that to 5pm Central Time.

Use the following instructions to change your time zone:

  • Log on with your HawkID and password via office365.uiowa.edu.
  • Click on the Calendar icon.
  • Click on the Settings icon next to your name in the upper right corner of the screen.
  • Choose Options from the dropdown box.
  • Click on the arrow next to General on the left side of the screen.
  • Click Region and Time Zone from menu on left side of screen.
  • You will see the time zone listed on this page. To change the time zone click on the text box and click on (UTC -06:00) Central Time (US & Candada).

Tip 2: Check to see if your reservation was declined

A reservation may be automatically declined by Office 365 if it does not meet all of the reservation policies or if the reservation conflicts with another reservation.

If your reservation was declined you should receive an email from Office 365. However, Office 365 will not remove that reservation from your calendar. You will have to manually remove the reservation yourself.

If you find that your reservation has been double booked search your email account for the Office 365 email to see if it was declined.

If you have scheduled more than 2 reservations in one week (Sun-Sat) then Learning Commons staff will manually decline your reservation, meaning that you will first receive an email automatically accepting the reservation and a second email declining the reservation. 

Example of Declined Email
Article number: 
103786
Last updated: 
January 6, 2017
Category: