Makerspace Staff Guide

Policy:

Staff is available to assist in explaining operation of tools and equipment as time allows and will make materials (such as manuals) available upon request.

Explanation:

• As library staff, it's our job to connect users with resources and tools to assist with their creative endeavors. It's also our job to be good stewards of library resources and prevent equipment damage due to user error.
• We seek to provide clear instructions, tutorials, and guides for personal learning. We provide LibGuides filled with resources and require badging certification prior to using specific machines.
  • Refer to the Setting Expectations tab of the Makerspace Reference Interview section of this guide for more information about providing help to patrons!
• As time permits, we will help solidify concepts by providing hands-on demonstrations for operating the machines and using software tools.
• We will NOT create their projects or do it for them.
• If a patron needs special accommodation, refer to the Assisting Patrons with Disabilities tab.

Scenarios:

#1: A patron comes to the makerspace with a printed copy of a design created in Microsoft Word (basic images found on the web). The patron wants staff to etch the image onto an inlaid wooden box (that they personally created), fitting the design carefully into the inlaid section.

• Start by setting expectations. Explain basic requirements to the patron for file formats, etc.
  • If they only have the printed copy of the design, ask where the design was found online (sometimes they know the website, other times it was found through hours of searching).
  • If the design is not readily accessible in a digital format, encourage the patron to scan the image with the library's photocopier (outside the makerspace), and then come back in with the digital file.
  • Once they have the file, provide resources to Inkscape, Illustrator, etc. and offer a basic navigational overview of the software including using the guide rulers.
• If Open Hours are slow or other patrons are very self-sufficient, consider offering to help the patron set up the file and remind the patron that this assistance is to help them learn the software only, because we are unable to complete their projects for them. 

#2: During Open Hours, a patron attempts to use the embroidery software for the first time. Staff provide resource handouts on basic navigation of the workspace, and provides the patron with a quick overview of the software, then proceeds with assisting other patrons in the space. The patron becomes agitated and expresses frustration to staff upon discovery that staff cannot teach a specific aspect of the software during Open Hours.

• While staff are trained in basic software usage, and should attempt to assist as time allows, staff are not expected to be subject experts for all makerspace equipment and software. Just like staffing the reference desk, it is our job to connect the patron to resources and provide cursory instructions on how to get started.
  • Refer to the Makerspace Reference Interview section of this guide for best ways to assist the patron.
• Reminder: If the situation escalates to violating our Code of Conduct, it is perfectly acceptable to ask the patron to leave for the day, and to have Security offer assistance if the situation escalates.

Policy:

Appropriate clothing must be worn in the makerspaces. Closed-toe shoes are strongly recommended to protect feet.

Explanations:

• Patrons and staff are encouraged to wear closed-toe shoes in the makerspaces, but it is not required.
  • Closed-toe shoes, unlike flip-flops, sandals, etc., protect feet from injury. Sharp items may be kicked up and lodged into skin; heavy or sharp items can be dropped, or may fall accidentally. Adequate footwear will not stop all injuries, but will lessen the severity of the injury (bruises vs. lacerations)

Policy:

Patrons must be at least 9 years old to be in makerspaces. Patrons under the age of 13 must be accompanied by a parent or guardian who is over the age of 18 at all times. Patron/guardian supervision is welcome for all minors over the age of 13. 

Explanations:

• While some children have advanced motor skills and cognitive abilities, many children under 9 years old are not developmentally ready to uphold all the makerspace policies. This age limit is not arbitrary - it was discussed at length by makerspace staff and is upheld at the recommendation of the Director of Children's Services.
• Parents cannot bring infants, toddlers, or young children into the makerspace while the parent works on a project, because the parent must devote their full attention to the machinery being operated. Similarly, staff cannot oversee the space while watching out for small children, because their attention is divided and other patrons are put at risk. 
• Important reminders:
  • Keep in mind PPLD's Child Safety Policy, linked below.
  • When talking about the need for an alternate caregiver outside the makerspace, ensure that guardians do not:
    1. leave the children outside the makerspace, even if they are within eyesight.
    2. leave the children in the Children's Department with a sibling younger than 12.
• Exceptions may occur in cases of library staff-led programming specifically developed for younger patrons.

Scenarios:

#1: A parent comes in with three children. One is 9 years old, while the others are 5 and 8. The 9 year old has a signed safety waiver and has completed the badging to 3D print. The parent could not find a babysitter, so staff are asked if it's OK to let the 9 year old print, the 8 year old watch, and the 5 year old sit with the parent at another table.

• Acknowledge the situation. Praise the 9 year old and parent for being badged and understanding how to use the 3D printer. Then explain that until the 9 year old turns 13, the guardian has to be able to interact with the machine, which cannot happen if the guardian is watching younger children. Divided attention just doesn't work. Share the policy with the patron, if needed, and state that they are welcome back when the other children are not with them.

#2: An older sibling (over 13) comes in to use a sewing machine. The older sibling is babysitting a younger sibling (under 9), but still wants to make something.

• Explain the policy, and that the space isn't safe for anyone younger than 9 because of sharp / heavy objects, etc. Encourage the 13 year old to come back when their sibling is being watched by someone else, and make sure they are aware of PPLD's Child Safety Policy.

Policy: 

• In the makerspaces, most of the tools and machines are available to patrons by online reservation. Walk-ins are welcome when equipment is available.
• When equipment is out of order, staff will attempt to contact patrons with reservations. This courtesy cannot be guaranteed.

Explanations:

• Reservations for makerspace equipment are made using AI. Time limits depend on the machine, and each machine allows a patron to make 2 reservations per calendar month.
  • After using their 2 monthly reservations, staff can make additional reservations for a patron if they walk-in during Open Hours and the equipment is available. 
  • Patrons must be finished with their project, including clean-up, when their reservation ends, so the next patron can make full use of their reservation. 
  • Patrons are encouraged to prepare any files before their machine reservation begins, so the full reservation time can be used as machine runtime.
• With the exception of 3D prints, patrons must finish projects within posted Open Hours. If the project will run past Open Hours, it must be halted unless staff gave approval at start of project.
  • Allowing projects to run past Open Hours is an exception to the rule, and offered as a courtesy for specific instances such as if the patron and staff encountered issues with the software or machine and had to restart the project repeatedly.
    • As a general rule of thumb, do not allow a project to run more than 1/2 hour past the posted hours of operation.

Scenarios:​

#1: It is 15 minutes before the next reservation starts for the laser engraver. The patron currently using the laser started running a project 30 minutes ago and it is only half-way done.

• Staff explain that in 15 minutes, the laser is reserved by someone else. It is at the discretion of the next user to allow the project to run into the reservation, or have the project halted.
• If the project is halted, and if time allows, offer to help the patron modify their SVG file so that they can pick up where they left off during their next visit.
  • If the design is a large, connected raster, let it run until an appropriate pause point, or at a point that is easy to measure and locate in the file design. Use the intersection tool to crop the image up to that point so that it does not re-etch the completed section.

#2: Staff announce that Open Hours will end in 15 minutes, and that it's time to start cleaning up workstations and finish projects. A patron has recently started an embroidery project but is uncertain how long it will run.

• A. Patron has had past projects run over Open Hours, and has received a few exceptions from staff already.
  • Because of this knowledge, staff explain to the patron that the project will need to be halted, but they can assist with measuring positioning in the hoop so the project can be redone another day.
    • Note: Projects cannot be left by patrons to work on another day. They must take their belongings.
• B. Patron is new to the space and a novice at project time estimates. Patron did not realize projects had to be approved by staff before starting, and staff did not have the opportunity to share this information before patron started project.
  • If staff do not have back-to-back desks, it is at the staff member's discretion to stay and let the patron finish the project. Express that it is an exception.
  • If staff cannot stay late in the space, then explain the situation to the patron and apologize for not communicating time limits earlier. Help the patron halt the project, and assist with measuring positioning in the hoop so the project can be redone another day. Make sure patron is aware of Open Hour times for future visits.

Policy: 

• Patrons must participate in mandatory safety and use trainings in order to use certain tools and machinery. They may not use these tools until certification training has been complete, as confirmed by PPLD staff.
• When using a tool that does not require certification, the maker is certifying that he/she is capable of using that item in a safe and proper way.
• PPLD provides patrons with access to safety supplies in the makerspaces. Safety is a priority.
• Some tools require specific gear as described in badging, or certification training. All safety gear must be worn as appropriate.
• Patrons should report any tool or piece of equipment that is unsafe or in a state of disrepair. The patron must immediately discontinue use of the tool or equipment and notify staff.
• Patrons should report any accident or incident that occurs to a staff member.
• Patrons should report any unsafe behavior by anyone to staff.
• Patrons agree to take precautions to prevent avoidable mess or damage in the makerspaces.

Explanations:

• Patrons are expected to listen to staff and follow instructions. Misuse of the equipment can result in damage to the machine and injury to the user.
• Patrons may have a false sense of confidence after going through badging and reassure staff that no assistance is required. Remind patrons that badging is an introductory requirement to accessing the equipment, but that they need to refer to the instructions and handouts as they use machines to ensure all steps are followed. 
• If a patron puts himself/herself or others at risk by not following directions or listening to staff, it is appropriate to ask the patron to leave for the day, explaining that they can return once they practice safe procedures.

Scenarios:

#1: While the laser cutter is operating, the patron opens the lid of the machine to shift the material's position.

• Staff immediately warn the patron about the dangers of this, explaining the risk for injury.
  • Staff explain potential failure of lid sensors to stop the laser light's projection; the possibility of radiation exposure; and, risk of being caught in the moving mechanism (injuring the user and potentially damaging the machine).

#2: A patron is working independently with the embroidery machine. Staff overhear the sound of metal and thread snapping so they walk over to investigate. Staff discover the patron has been stitching over pins and has already broken 3 needles.

• Staff offer assistance to fix the machine and check for any damage to the stitch plate, etc.
  • While restoring the machine to proper condition, staff explain to the patron that stitching over pins is prohibited because it creates potential injury for the user or nearby visitors (broken metal could fly up and hit someone's eye) as well as potentially damaging the machine.

#3: A frequent visitor is using the 3D printer and encountering issues. Staff know this patron is very familiar with the machine, and so staff observe at a distance to make sure they are following correct steps. Without consulting staff, the patron pulls out an allen wrench and begins removing screws from the toolhead.

• Staff intervene, explaining that patrons are supposed to alert staff to equipment issues and not do any repairs on their own.
  • A: If the patron listens to staff and adjusts behavior, the problem is resolved. 
  • B: If the patron ignores staff, or argues, explain to the patron that they are violating the library's Code of Conduct and Makerspace Use Policy and need to leave for the day. Call for Security if needed.

Policy:

• PPLD reserves the right to halt, delete, or disallow the creation of items that violate PPLD policies, including activities that can potentially harm the patron or others, that may cause damage or stain the equipment or other creative space resources.
  • In the makerspaces this also includes creation of obscene materials, illegal items, the creation of weapons, including gun parts, items that could be turned into weapons, and items that could be confused as a weapon.
    • Toy representations of weapons under three inches may be fabricated.
• Projects are subject to approval by staff prior to use of machinery. Only staff or certified patrons can run machinery. Staff must approve all patron-supplied materials before they are used on machines to reduce the risk of damage to machines or harm to patrons within the makerspaces.
• PPLD upholds the copyright law of the United States (Title 17, United States Code) and the patent law (Title 35, United States Code). PPLD reserves the right to deny access to reproducing equipment, including 3D printers, CNC machine, and laser cutter if, in its judgment, use of such equipment would involve violation of copyright, patent, or other laws.
• Patrons with blocked accounts can continue to use the free makerspace services but cannot incur additional costs. 

Explanations:

• Patrons cannot make weapons or adult novelty items. Many of these types of projects are multi-part creations, so exercise Makerspace Reference Interview skills to determine what the project file will ultimately create prior to permitting equipment usage.

  • Makerspace Weapons Fabrication Guidelines:

    • Items that can be considered as a toy, 3” or less, can be fabricated.

    • Any weapon or item that can be turned into a weapon or confused for a weapon may not be created.

      • If it can be interpreted as a weapon, for safety reasons, it can’t be in production at the Library.

    • Edged weapon pieces, something that can be turned into a sharp piece or blade, may not be fabricated. Other pieces, like hilts or sheaths, are ok.

      • Knife handles can be brought in to engrave, etc., as long as the blade isn’t present.

    • No guns of any kind, life-like or imaginary, including those that are fabricated in a “flat” way, except those meeting the consideration of toy status from above

• Staff must determine whether material is usable with machinery. For instance:
  • To protect the 3D printers, patrons cannot bring in their own filament.
  • For the safety of anyone in the makerspace, patrons cannot use a number of material types with the laser cutter due to the material's flammability or hazardous fumes released when cut / engraved.
  • Certain fabrics are too thick to use with standard sewing machines, and can only be used with the industrial machines at EA.
• If a patron has a blocked account, but their library card is still valid, they may continue to use the makerspace equipment unless fees are incurred. Fees are charged to library accounts; cash is not accepted.
  • 3D printing requires payment for filament over 20g used, so they cannot use 3D printers for anything larger.
  • Consumables cannot be sold.
• If you know a patron intends to sell their creation, and the design is not their own, you can deny access to the equipment. 
  • If copyright law is used as the reason for denying a project, provide the patron with resources to educate them about fair use and copyright law. An excellent explanation / overview about intellectual property can be found in Paper Panda's Guide to Papercutting.

Policy: 

Patrons with disabilities who need special arrangements or accommodations should notify staff at the location of interest as far in advance as possible before their expected time of use. 

Special Reminder: 

PPLD provides ASL interpreters as well as an FM listening system (assistive listening amplification for up to 4 users) for library-sponsored programming. Patrons may request this service at least 7 days before an event by contacting Shirley Martinez at smartinez@ppld.org.​

Explanations:

• The ADA does not require PPLD to take any action that would fundamentally alter the nature of its programs or services, or impose an undue financial or administrative burden. https://ppld.org/ada
• Generally speaking, the expectation is that patrons largely do things themselves in the makerspaces with some staff assistance for questions, but not to do the project for them.
• If a patron needs special accommodations, explain that we usually only have one staff member available to assist during Open Hours. On occasion we can provide secondary staff, but it is recommended that much like our policy for users between the ages of 9-12, the caregiver should also be appropriately badged and trained to assist the patron with disabilities.
• If the patron experiences physical issues such as loss of eyesight or motor movements, they are also encouraged to bring in a companion to assist with the project. If no companion is available, staff can assist, but will still have to be available to assist other users in the space.
• Reminder: All patrons using the makerspaces MUST have a signed waiver on file. If the patron has a legal guardian, the waiver must be signed by the guardian prior to use of makerspace tools and equipment. Refer to the Policy Overview tab for the Makerspace Policy.

Refer to the Providing Assistance tab for additional guidelines on providing help to patrons in the makerspace.