Human and Organizational Development Resources (HOD)

The Reflection Room @ Peabody Library is located on the ground floor, Room 003, and can be easily accessed using the ADA entrance that faces 21st Ave. and VUMC.

The Reflection Room has ...

• Variable lighting
• Yoga/prayer mats
• Sound/white noise machine
• Tabletop fountains
• Puzzles
• Coloring/activity books
• Moving sand art
• Zen garden

Peabody Library Reflection Room Policy

Purpose

The Reflection Room is intended to provide a quiet, serene space for students, faculty, and staff to meditate, reflect, and practice mindfulness in a group setting. This policy outlines the guidelines for using the Reflection Room and the process for checking out the room key.

Guidelines for Use

1. Eligibility: The Reflection Room is available for group use to all current university students, faculty, and staff.

2. Hours of Operation: The Reflection Room is open during regular library hours.

3. Reservation Policy:

• Reservations are needed to ensure availability.

• Reservations can be made online through the EMS or via email to Peabodycirc@vanderbilt.edu.

• The room can be reserved for a maximum of two hours per session. If no other users are waiting, additional time may be requested.

4. Check-In and Check-Out:

• After the reservation confirmation, the room key must be checked out at the circulation desk with a valid university ID.

• The key must be returned to the circulation desk immediately after the session.

• A checklist will be created at the time of check-out and key return to ensure that all equipment is present in the room.

5. Room Usage:

• The room is intended for small groups (maximum of 8-10 people) for meditation and quiet reflection.

• No food, drinks, or electronic devices (except those used for meditation) are allowed in the room.

• Users must maintain a quiet environment and respect the space and others who may use it after them.

• Users are responsible for leaving the room in a clean and orderly condition and for resetting the furniture to its original setting.

6. Prohibited Activities:

• The room is not used for studying, group meetings, or non-meditative activities.

• Loud conversations, phone calls, and disruptive behavior are not allowed.

7. Reporting Issues:

• Any issues or damages should be reported to the circulation desk immediately.

Process for Checking Out the Room Key

1. Requesting the Key:

• Book room through EMS.

• If you have a reservation, go to the circulation desk and present your valid university ID under which the booking was made.

2. Receiving the Key:

• The circulation desk staff will check your reservation and ID and check out the Reflection Room key to you.

• The circulation desk staff will go over the furniture checklist with you at the start and end of your event.

• You will be informed of the return time based on your reservation or the standard two-hour limit.

3. Using the Room:

• Please proceed to the Reflection Room and use it according to the guidelines.

• Ensure the door is closed gently and maintain a quiet environment.

4. Returning the Key:

• Return the key to the circulation desk promptly at the end of your session.

• If you need to extend your time and no other users are waiting, request an extension at the circulation desk before your initial time expires.

5. Failure to Return the Key:

• If the key is not returned on time, a notice will be sent, and a fine may be applied according to the library's overdue item policy.

• Repeated failure to return the key on time may result in restricted access to the Reflection Room.

Enforcement

• Library staff will monitor the use of the Reflection Room and adherence to the policy.

• Violations of the policy may result in losing access to the Reflection Room.

This policy ensures the Reflection Room remains a peaceful and accessible space for all university community members. Thank you for your cooperation.