Building and Facilities Procedures

The facilities engineer should be informed of any photography, surveillance, security testing, or other suspicious activity, occurring in the IDB buildings.

Any non-emergency building maintenance issue should be reported using the Maintenance Request Form.

Meeting Rooms

If a meeting room is not reserved for an IDB program or activity, Non-profit organizations or state government agencies may request use of IDB meeting rooms. IDB does not allow use of IDB facilities for private or for-profit use.

Rooms available to be used by eligible organizations include the assembly room and the Director’s conference room. Groups may use other rooms in the building when working with IDB staff on collaborative programs.

The assembly room may be set with chairs in rows or chairs at round tables. IDB will not provide custom set-ups and groups are asked not to move tables.

IDB reserves the right to cancel a room reservation if IDB’s operational needs change and require use of the room at the scheduled time.

Groups using IDB’s meeting rooms are expected to bring their own computers and projectors. They may have use of our guest wifi network. There is a projection screen available in the assembly room and one can be provided in the director’s conference room. Please state whether or not you will require microphones and audio amplification at the time of the request.

Please contact the Executive Assistant to the Director regarding room reservation requests.

Sleeping Room Reservations

1. As the primary function of the apartments and dorms of the Iowa Department for the Blind (IDB) is to provide housing to students of the Blindness Empowerment and Independence Center, hereafter referred to as “Center”) and/or the Young Adult Transition Program Students"), these clients will be given first priority.
2. Other IL and VR clients receiving training, meeting with case managers, attending IDB programs, and looking for employment may be provided short-term lodging in the building as space is available and given second priority.
3. Department staff relocating from another state or city, attending meetings or training, or otherwise performing work duties will be given third priority. Any staff person staying in the building for more than 8 weeks must participate in apartment duty rotation.
4. Family members of center students may (after the first month of training) stay in the dorm rooms. The length of the stay is at the discretion of the center program administrator (PA).
5. Family members and guests of apartment staff will be given fifth priority for dorm room lodging. As a matter of curtesy, the front desk staff, Center Program Administrator, and all center students agency director, maintenance staff and apartment staff should be informed of any apartment staff guests who may have occasion to be in public areas of the building not accompanied by their host.
6. At the discretion of the PA, former center students and former IDB staff may be given lodging in the building in return for conducting business class, leading Center Student activities, or volunteering to assist with transition or independent living programs. Such arrangements must be made directly with the PA. These individuals will be expected to comply with all of the rules for apartment staff and dorm guests listed below, as well as all state and federal laws.

Rules for Apartment Staff

Note: These rules are in addition to all stipulations listed in the apartment lease. 1. No drinking of alcohol while on duty. 2. Weekend reports are due to PA and Director by EOB the Monday immediately following weekend. These should include: * activity – who, what, when, where, how * issues – ongoing and resolved

Rules for All Staff, Apartment Staff Spouses, Volunteers, and Guests Staying In the Building

1. Staff member, Spouse guest, or volunteer will not enter a client room without another staff member present unless it is an emergency. Any such emergency must be reported to the PA in writing within 24 hours of occurrence.
2. Any emergency should be reported to the apartment staff on duty within an hour of occurrence.
3. No volunteer, staff member, apartment staff spouse, or guest may be alone with a center student or other agency client in any dorm room or apartment unless it is an emergency. Such emergencies must be reported to the PA in writing within 24 hours of occurrence.
4. Children under 14 should not be in public areas of the building unless accompanied by their host.
5. No guests, staff, or volunteers may park in the alley without permission from the PA.
6. Anyone wishing to use the gym needs to complete a gym form prior to use.
7. Staff, spouses, guests, and volunteers need to get permission from the PA to use the 2nd floor kitchens and computer lab.
8. Guests may not use the 2nd floor kitchens or computer lab when not accompanied by their host.
9. All common areas including kitchens, rec room, and gym must be returned to the condition they were in before use.
10. All guests should leave their rooms trash free, clean their room using the supplies found in the closet, and place stripped bedding on top of the bed before leaving.
11. No cigarettes, cigars, electronic cigarettes, or other smokeless tobacco may be used anywhere inside the building.
12. No alcohol is allowed in dorms or common areas.
13. Keys should not be given to any person to whom they were not issued.