Welcome to PLH-RoomBooking

General Policy Room Booking System

Priority and Purpose of Use

• Students and staff of Universiti Teknikal Malaysia Melaka (UTeM) are given priority in room usage.
• All rooms are strictly for academic purposes including teaching, learning, and research activities.
• Users are allowed to use the rooms during PLH’s operating hours.

Booking and Usage

• Users cannot have bookings for two different rooms at the same time.
• Room bookings must be made:
  • Training Room, Smart Room, Viewing Room, Seminar Room, Meeting Room and Executive Room: Three (3) days in advance.
  • Carrel Room, Discussion Room, Postgraduate Room: 15 minutes before the intended usage time.
• Extensions are permitted subject to room availability:
  • Training Room, Smart Room, Viewing Room, Seminar Room, Meeting Room and Executive Room: 30 minutes before the end of the initial booking period.
  • Carrel Room, Discussion Room and Postgraduate Room: 15 minutes before the end of the initial booking period.

Cancellation

• Bookings will be cancelled if the room remains unoccupied 15 minutes (Carrel, Discussion and Postgraduate Room) and 30 minutes (Training Room, Smart Room, Viewing Room, Seminar Room, Meeting Room and Executive Room) after the scheduled start time, and may be reassigned to other users.
• Bookings for external users (for revenue generation) shall only be approved if there is no existing or potential conflict with UTeM users' needs, unless with mutual consent.
• Users are required to delete their booking immediately if the scheduled activity is cancelled.

Usage Guidelines

• Carrel Rooms are single-occupant spaces; only one person is permitted at a time.
• Discussion Rooms and Postgraduate Room are intended for group use, defined as 4 to 8 individuals actively engaged in discussion.
• Usage of Carrel, Discussion and Postgraduate Rooms is limited to a maximum of two (2) hours, with the option to extend subject to availability and approval.
• Postgraduate Room is available for postgraduate students only.
• Meeting Room and Executive Room are available for staff only.

Cleanliness and Safety

• Users are responsible for maintaining cleanliness and order throughout the duration of use.
• All electrical switches must be turned off, and the room must be locked after use.
• Food, beverages and smoking are strictly prohibited.
• Users are not permitted to affix any papers, notices, or materials on walls or doors.

Approvals and Restrictions

• Video recording is strictly prohibited unless prior approval has been obtained from the Chief Librarian.
• Bookings for official functions, club activities, or room rentals must be approved by the Chief Librarian.

User Responsibility

• Users are fully responsible for any damage or loss of room keys or equipment, and may be charged for replacements at current market value.
• PLH reserves the right to reject, cancel bookings, or take appropriate action against any user who misuses the facilities or violates library rules and regulations.