Lab Policies & Procedures

Guidelines for Use of the Instructional Labs (117A, 254, W-102, W-103, and W-104)

The Instructional Labs are intended for research and instructional purposes relating primarily to the University of Louisville and its faculty, staff, and students. They can, on occasion be used for groups outside the university, which are affiliated with educational purposes such as conference groups for pre-conference workshops.

These instructional sessions should relate to or make use of interactive teaching/learning methods, multimedia, and other computer-based sources materials. The below policies are designed to maximize the use of the labs for the benefit of the students and faculty.

  • Library and university classes always have first priority. Other educational sessions will be accommodated when possible. Occasionally non-profit, civic and community groups will be accommodated at the discretion of the Information Literacy Program Coordinator.
  • Use of the classrooms will not be allowed for any profit-generating groups or by university personnel who are conducting sessions where they themselves would profit, i.e. consulting, for-profit seminars, etc.
  • No food or drink is allowed in any of the labs except Rm 254. The first offense in this regard will result in a warning; the second will result in the revocation of lab reservation privileges.

Equipment Use

Games, e-mail, and chat rooms may be used in the instructional labs for educational purposes only. Security software is used in the classroom to ensure uniformity and to protect desktop applications. However, we ask that session participants refrain from attempting to reset or change any Windows' settings such as but not limited to wallpaper, screensavers, icons, etc. No programs are to be loaded on any of the computers.

Fees for Non-University Organizations

  • Facility Use: $50.00 per hour with a 4-hour minimum.
  • Instruction provided by U of L Instruction Librarian: $75.00 per hour with a 4-hour minimum.
  • Fees may be reduced or waived for non-profit, civic, or community groups at the discretion of the Director, Office of Information Literacy. Non-university organizations are responsible for any damages or losses to hardware, software or equipment during their time of use.

Software Policies

U of L faculty requiring specialized software for their classes need to abide by the following guidelines:

  • Requests must be made in writing three weeks (15 working days) prior to the date when the software is needed.
  • Requests can be submitted via e-mail to Josh Whitacre
  • The Office of Information Literacy has the right to refuse requests that might conflict with the software already installed on the computers.
  • Faculty members are responsible for testing the software shortly before their classes. This will not be done by the Office of Information Literacy as we are not experts in your software and cannot determine if it is working properly. It is best if you officially schedule time for this testing with us by sending an e-mail to Josh Whitacre
  • If the software is needed for more than one semester, and additional request must be made in writing three weeks (15 working days) before the last day of the semester.
  • The preferred means of software distribution is CD-ROM. If you have another format, please be prepared to assist us in setting up your software installation.


  • When requesting an instructional session taught by a librarian the request must be received 10 business days in advance of the session requested. We prefer that requested be submitted via the web request form.
  • When requesting use of the instructional labs without librarian instruction please submit all requests as early as possible to ensure your reservation via the non librarian request form.
  • No group or class may use the classrooms more than 6 times in one semester with no more than 3 consecutive sessions. The only exception to this is classes taught by faculty whose primary appointment is in the University Libraries or classes in Library and Information Science.
  • The labs can be scheduled from 8am-10pm on Mondays-Thursday and from 8am-6pm on Fridays. Weekend hours are 9am-6pm on Saturdays and 1pm-9pm on Sundays. There will be limited technical support during evenings and on weekends. During summer and Interim terms, these hours may change. Special requests may be considered.
  • Using your own laptop: Instructor can bring his/her own laptop, but if network or Internet connection is needed the instructor will need a network interface card (wireless or regular) registered for use in Ekstrom Library building (need at least one week advanced notice), or borrow one from the library with enough information of the laptop and time (two weeks) in advance for installing the network card driver on the laptop.