Appropriate use of space

Authorizing Body:

OUWB Business and Administration

Date Issued:

Jan. 31, 2024

Last Update:

Jan. 31, 2024

Rationale:

OUWB must ensure a safe environment for all students in its building spaces while upholding boundaries of appropriate use to maintain facilities and support student wellness.  

Scope and Applicability:

This policy is applicable to all students enrolled in the School of Medicine and all OUWB spaces identified as study, learning, or common areas. Guidelines as stated below also apply to the use of the Robin Powered Room Reservation Software and associated spaces.  

Standard Practice Guideline:

Students may not use any space, designated for student use, for an extended or regular period of time for such activities as sleeping, storage of personal items (other than in lounge lockers), or as living space.

Using the Robin Powered Room Reservation software students may not:

• Book any room for more than 3 hours per day
• Book any room more than 3 times per week
• Book any room more than 3 weeks in advance

Procedures:

Security or OUWB personnel will report any concerns or instances of inappropriate use of space to the Vice Dean for Business and Administration for investigation. The Vice Dean will consult with the Associate Dean for Student Affairs or other Executive Leadership Team members as appropriate to resolve the reported issues including the possible submission of a Professionalism Feedback Form.

Students that misuse the Robin Powered Room Reservation software may have their access removed for the remainder of the applicable academic year.

Related Policies and Guidelines:

Professionalism Feedback Forms (PFFs) Policy

Professionalism Feedback Form

Appendix:

Based on LCME Functions and Structure of a Medical School 2024-25 (Published 11/15/23):         

3.5. Learning Environment/Professionalism:  A medical school ensures that the learning environment of its medical education program is conducive to the ongoing development of explicit and appropriate professional behaviors in its medical students, faculty, and staff at all locations. The medical school and its clinical affiliates share the responsibility for periodic evaluation of the learning environment in order to identify positive and negative influences on the maintenance of professional standards, develop and conduct appropriate strategies to enhance positive and mitigate negative influences, and identify and promptly correct violations of professional standards. 

5.7.  Security, Student Safety, and Disaster Preparedness:  A medical school ensures that adequate security systems are in place at all locations and publishes policies and procedures to ensure student safety and to address emergency and disaster preparedness. 

5.11.  Study/Lounge/Storage Space/Call Rooms: A medical school ensures that its medical students have, at each campus and affiliated clinical site, adequate study space, lounge areas, personal lockers or other secure storage facilities, and secure call rooms if students are required to participate in late night or overnight clinical learning experiences.