Makerspace Staff Guide

• Retrieve Make keys from the PC desk.
• Turn on overhead ventilation and lights. 
• On staff PC, open Assabet Interactive (AI), Workflows, DART, and any other relevant pages/programs.
• Remove radio from charging station and turn on.
• Turn on 3D printer laptops and open Cura.
• Adjust latch mechanism on both makerspace doors to keep the space unlocked, but keep doors closed. 
• Check AI for today’s machine reservations and record them on the white board. 
• If there were any overnight prints by patrons, weigh them, bag them, charge the account, and contact the patrons to notify them that their print is ready.

Make

• Put any laptops and sewing machines in their cases/bags and in the cabinet.
• Make sure the 3D scanner desktop is logged off.
• Close and lock both doors until the room is in use.

Make II

• Make sure that both sets of doors are locked until you are ready for patrons to use the space.
• Turn on main lights, overhead lights, and laser cutter exhaust.
• Log into both staff computers with the staff-li username.
  • Log into WorkFlows.
  • Open Chrome and log into all tabs as needed. After logging into Sharepoint, open the bookmarks for the various badging video quiz responses, Outlook web, and the Email templates.
  • Check AI for reservations.
• Process overnight 3D prints - for each print:
  • Remove from plate.
    • If it failed, recycle both the filament and white card.
    • If it succeeded, weigh the print, fill out the staff portion of the card, bill the patron in Workflows (if needed), and place in a plastic container in the cabinet.
  • Email the patron using the proper template (Note: When possible, email the patron using the Email Borrower function of Assabet instead of Outlook.)
  • Wipe the USB drive using a patron computer and return the drive and kit to their proper location.
• Put away any tools or kits that were left out.
• Turn on the monitors for the CNC and Laser Cutter desktops and then reboot the computers.
• Plug in the three laptops on the center tables and turn them on.
• Turn on the 3D printers.
  • If they are already on, reboot them using the button on the front panel, otherwise turn on the main power in the back.
  • Turn off the filter if they are on.
• Turn on the two room filters (the white boxes on the floor between printers)  to full power.
• Clean the laser cutter lens if it was not done during the previous closing (look for the sign on the laser cutter lid).
• When ready to open to the patrons: Open both sides of the main doors and prop them open. The doors should be left locked when propped open (this is to make it easier to secure the space during an evacuation).

Make II doors should not be closed during Open Hours. When patrons are in Make I, the north door should be open and the lights on, but the south door should remain closed and locked. When Make I is not in use, both doors should be closed and locked.

• Collect Design Lab keys from 515 key box. Place in short filing cabinet beside Design Lab desk to unlock filament as needed.
• Log into the staff computers with staff-ma credentials.
  • Log into WorkFlows.
  • Launch the Makerspace Database.
    • Note: the database is being phased out, but we will be referencing it in the transition phase as we transfer patron information on badging and waivers into Workflows.
  • Pull up Assabet Interactive and bring up the day's reservations.
  • Make sure DART is logged in for tracking statistics.
• Turn on the laptops for the 3D printers. Open Cura. 
• If there were any overnight prints by patrons, weigh them, bag them, charge the account, and contact the patrons to notify them that their print is ready.
• Straighten tables and chairs if out of place from day before. Wipe down tables if needed.
• Sweep up any debris still on the floor from previous Open Hours.

• Retrieve keys from the PS desk, unlock the space, and return keys to desk.
• Turn on lights. 
• Turn on air/heat if needed (thermostat just left of the door).
• Log into staff laptop with staff-sa login
• On staff laptop, open Assabet Interactive (AI), Workflows, DART, and any other relevant pages/programs.
• Turn on 3D printer laptops and open Cura.
• If there were any overnight prints by patrons, weigh them, bag them, charge the account, and contact the patrons to notify them that their print is ready.

• Ask patrons to begin clean-up at least 15 minutes prior to closing. Everyone must be out of the room at closing. 
• Adjust latch mechanism on both Makerspace doors to lock the space. 
• Confirm that all checked out items have been marked as “Returned” in AI. 
  • Mark all 3D printers “Returned” even if they will be left running overnight 
• Turn off all machines and shut down 3D printer laptops. 
• Clean any messy workstations and return items to their boxes or cabinets. 
• Sweep the floor if you have time. 
• Erase reservations from the white board. 
• Restart the staff PC. 
• Close and lock any open windows. 
• Turn off overhead ventilation and lights 
  • DO NOT turn off ventilation if a 3D printer will be left running past closing 
• Return keys to the lock box near the AMH. 

15 minutes before closing

• Remind any patrons still using the space that the room will be closing promptly in 15 minutes.
• Shut down and clean up any machines / areas that are not in use.

Closing – Make

• Put away any machines into their bags and return bags and kits to cabinet.
• Lock machine cabinet.
• Make sure the scanner desktop is logged off.
• Return any laptops to Make II.
• Retract ceiling cords.
• Cleaning up any trash, scraps, etc.
• Check for patron materials.
• Turn off lights.
• Lock both doors.

Closing – Make II

• Laser & CNC
  • Shut off the machine.
  • Close out any programs on computer.
  • Reboot the computer
  • Leave the computer on, but turn the monitor off.
  • Laser – clean the lens or note that it needs to be cleaned in the morning.
  • Laser – make sure air assist is turned off.
• 3D Printers
  • For ones with out an overnight print running:
    • Turn off the filter from the front control panel.
    • Turn off the power from the rear switch.
  •     Overnight job running:
    • Check to make sure print isn't failing.
    • Check to make sure slip with patron info is visible and filled out.
    • Turn the filter off but leave the main power on.
•     Converters
  • Make sure machines are off an no patron materials were left behind.
  • Make sure remotes are back in bin in Make II.
•     All stations
  • Put away kits and tools.
  • Check for left behind patron materials (especially USB drives).
•     Room & staff area
  • Turn off all laptops.
  • Unplug from the ceiling outlet (this is a fire-code issue and must be done without exception).
  • Turn off the room filters.
  • Unplug anything from ceiling outlets and retract cords.
  • Reboot staff computer.
  • Shut off lights and exhaust.
  • Close and lock all doors.

• Ask patrons to begin clean-up at least 15 minutes prior to closing. Everyone must be out of the room at closing.
• Make sure all machines are returned in Assabet Interactive.
• Restart all computers and laptops, including the staff laptop, excluding 3D printers that will run after hours.
• Turn off all machines (excluding 3D printers that will run after hours).
• Make sure everything used during Open Hours has been returned to its rightful place.
• Make sure extension cords are back in their starting positions.
• Sweep up any debris on the floor from projects created during Open Hours.
• Straighten tables and chairs, returning them to their original layout.
• Lock filament cabinet and return Design lab keys to 515 key box.

• Ask patrons to begin clean-up at least 15 minutes prior to closing. Everyone must be out of the room at closing. 
• Confirm that all checked out items have been marked as “Returned” in AI. 
  • Mark all 3D printers “Returned” even if they will be left running overnight 
• Turn off all machines and shut down 3D printer laptops. 
• Clean any messy workstations and return items to their boxes or cabinets. 
• Wipe down tables and sweep the floor if you have time. 
• Shut down the staff laptop. 

• Turn off lights.
• Retrieve keys from the PS desk, lock the space, and return keys to desk.

Important!

• Safety takes priority over everything else. In the event of an emergency evacuation, leave the Makerspace immediately.
• The most important things when closing are ensuring the machines are turned off and that the doors are locked. Everything else can be taken care of the next day if needed.
• We take every step to communicate with patrons who have future reservations when we are closing the space early, but that may not be possible. Official closure announcements are handled by Communications - everything we do is a courtesy.
• Follow the Emergency Operations guides (the red folders) as applicable.
• Instructions from emergency personnel, management/leadership, PICs, and security supersedes all other procedures.
• For non-emergency unexpected closures (e.g. weather related), staff usually has about 30 minutes to clear out and close the building. The following procedures should be done as time and staffing permits, but staff may need to be sent elsewhere to ensure the building is closed on time.

Make & Make II

• Go through normal end-of-day closing procedures.
• Inform patrons that they need to finishing up what they are doing immediately and begin cleaning up so they can leave as soon as possible.
• As soon as the spaces are cleared and locked, assist other service points with closing.
• Whether or not prints can continue to run is up to the discretion of the staff.
  • If the closure is weather related and the building is likely to be open the next day, allow current prints to continue but do not start any new ones after the first announcement is made.
  • If the closure is due to utility issues (including plumbing) or there is a chance of a multi-day closure (including a late opening the next day), cancel all prints and shut down the printers.

Assabet

• If you have permissions in AI, add the day as a blackout day to block future reservations. If not, try and find someone who can (Creative Services staff, the 21c manager and supervisor, the makerspace librarian, and studio director should all have access) - including contacting then through Teams / email.
• Email all patrons with upcoming reservations that the building is closing, they're reservation has been canceled, and they can make a new one online. Use the Email Borrower function of Assabet and copy and paste a generic email to save time.
• Cancel all reservations.

Library Market - note that this may not be necessary if Communications has already put a building or district wide closure notice.

• Create an all day event in either Make I or Make II saying the Makerspace will be closed (specify that it is Library 21c if it is not a district-wide closure)
• Cancel any classes, which should automatically email registered patrons. You can also use the "Notify All Registrants" function by going to the event page.

Classes - when the closure occurs during a class.

• Immediately stop teaching the class and prepare the space for closure.
• Inform attendees that the class will be reschedule if and when possible, and that they will be contacted in the next few days (generally by email).
• Let patrons take materials that you have already given them, but do not let them keep working on projects.
• Cleanup as time permits, but make sure the rest of the building is also being taken care of. Generally, just shutdown equipment and computers and leave the rest for the next day.