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Student Organization Office Policy ManualThese were co-created by Smith Memorial Student Union and Student Activities and Leadership Programs. They are to be periodically reviewed by both the SMSU and SALP advisory boards for recommended changes.
ADVISORY BOARD The Smith Memorial Student Union Board reviews Smith Memorial Student Union operations and develops policies pertaining to the use of Smith Memorial Student Union by the University community. The Space Allocation Committee(a division of the SMSU Advisory Board) is committed to the diverse interests of the student body as well as the involvement and development of students. To this end, the Committee serves the campus community by allocating space for the student groups and organizations that complements the growth and mission of Portland State University.
ACCESS Students should respect the privacy of student organizations and never enter an organization's offices without permission. For security reasons, visual access to offices may not be blocked by covering windows and doors. As with all PSU office spaces, University staff may enter offices for legitimate business purposes; for example, inspections, repairs or custodial needs. The Space Allocation Committee may also obtain access to offices along with a University staff member to help in the planning process for allocation, or to ascertain usage.
ALLOCATION Students are allocated space within the office only. Students are not permitted to leave any items outside the door to their offices. Office Allocations occur every other year(and add the process part here, and a link to bylaws and contact info?)
ANIMALS and PETS Due to health and to maintain a clean environment, absolutely no animals and /or caged pets are permitted within the SMSU, with the exception of service animals approved by the Disability Resource Center.
BICYCLES,ROLLER SKATES AND SKATEBOARDS The use of bicycles,roller skates, and /or skatebaords within the SMSU is prohibited.
BUILDING HOURS AND ACCESS The Smith Memorial Student Union is open 8am until 10pm, Monday through Saturday, and 10am until 5pm on Sundays. Student organization office space is available for use during building hours. Unauthorized access when the building is closed(e.g. after hours and holidays) may result in immediate forfeiture of office space privileges. CLEANING Light housekeeping is provided throughout the common area of SMSU. All student groups are required to maintain their allocated space in a safe, accessible and sanitary condition. Organizations will be charged cleaning fees if SMSU and SALP finds their offices in unacceptable conditions. They may also forfeit the use of the space. Please see the Office Contract for further details on keeping offices spaces in clean condition. Student Organization using common spaces in SMSU are required to clear away their trash and return the spaces to the conditions in which they were found of better. This is particularly critical when successive groups are using the spaces.
COMMUNICATION All student groups with offices in the SMSU must respond in a timely matter to correspondence regarding space for SALP, the SMSU Advisory Board, and/or the Space Allocation Committee.
COOKING EQUIPMENT Only refrigerators and microwave ovens are allowed in offices space. All other cooking or heating implements are prohibited.
DAMAGE Organizations will be held financially responsible for damage to University Property and for any damage to allocated office space.
FEEDBACK The SMSU Advisory Board would like your ongoing feedback about SMSU, including anything from its resources, hours, and policies to the dining options and your ideas about how the building could be improved. Suggestions will be considered by the SMSU advisory Board, and they can be contacted through Mark Russell, Director of Events & Guest Services, in Smith 116, or by e-mail at russellm@pdx.edu
FIRE REGULATIONS Do not tamper with fire alarm or suppresion systems, and only use fire exit only doors when there is an actual emergency. Leave the building immediately when an alarm goes off. Noncompliance with this poilicy will result in disciplinary action , and could result in a fine from the City of Portland. All exposed cords must be covered in areas where people walk. No candles, halogen lamps, extensions cords or multi-plug adptors are allowed. Surge protectors are allowed. Due to fire regulations, open flames of any kind are strictly prohibited in SMSU. This includes all candles, matches, lanterns, and the like. Because of the serious consequences of fire organizations found responsible for violating this policy will likely forfeit their office space.
FIREARMS EXPLOSIVES, COMBUSTIBLE FUELS, FIRE CRACKERS, AND DANGEROUS WEAPONS Combustible fuels, such as lighter fluids, propane, etc. are not permitted in the SMSU. Possession and/or use on University property of firearms or ammunition, explosives, combustible fuels, firecrackers, and potential ingredients thereof, and dangerous weapons is forbidden by University policy.
FURNITURE AND EQUIPMENT All furniture and equipment student organizations purchase for their offices is the property of Portland State University and must be inventoried. Organizations are responsible for these items, and will be charged for any missing or damaged items. For the common area spaces, furniture may not be removed from these areas and moved into student organization offices. Student organizations will be penalized for moving common furniture into private offices and may lose their office space allocation altogether.
INSPECTIONS Student organization offices remain the property of Portland State University. Offices may be inspected at any time for adherence to policies outlined in the manual. The SMSU building manager and building staff will complete safety inspections of all offices and storage spaces as they see appropriate, When maintenance problems arise, University personnel may enter office space. When possible, advance notice will be given for maintenance issues.
KEYS AND KEY ACCESS LISTS A key shall be issued to an individual only upon the written authorization of the director of SALP. An Outside Door Key shall be issued to an individual only upon the written authorization of student organization's Advisor, the director of SALP, and the Dean of Students Office. Any individual issued a key or keys accepts the responsibility for promptly notifying his/her Advisor and the Facilities and Planning Department in the event the key or keys have been lost,stolen, or otherwise misplaced. Fees for lost keys shall be accessed as described in the Annual Schedule of Fines & Fees. The cost associated with the manufacture, cutting, or duplication of any keys shall be in accordance with the rates published in the Annual Schedule of Fines & Fees. In the event of loss, theft, or misplacement of a key requiring the changing of a lock or locks, the cost of changing the lock or locks shall be borne by the responsible student organization. Keys are the property of the Facilities and Planning Department and may not be retained by individuals or their organization. Assigned keys must be returned to the Facilities & planning Department when they have no further official usefor the key(i.e. lock changed, door removed, transfer within, or departure from the University) Keybox keys are multiple copies of a key kept by the SALP office and may not be permanently assigned to an individual. Keybox keys may only be checked in and out temporarily by the organization. Student Organization Officers are responsible for providing SALP with a key list. A key will be available for students on the list to check out during regular SALP office hours with identification. The SALP Advisor must approve key requests. Generally, only those students who hold an oficer position in the organization are allowed office keys. However, the organization's SALP Advisor may determine that it is appropriate for organization volunteers to have keys as well. Genrally, non-students may not have keys. Keys that unlock equipment storage rooms may be more restrictive, depnding upon the nature of the equipment and the organization needing access. Student organization officers can request after hours office access for their members by providing the name and student identification number, badge number of the student to their SALP Advisor. This list is kept updated and is revised at the beginning of each month. To gain access to their office after-hours, students should contact the Campus Public Safety Office at 1939 SW Broadway, 725-4407. Only students whose names appear on the access list will be permitted entrance to any student office. Students requesting entrance will be required to present current PSU identification.
MAINTENANCE REQUESTS When maintenance is needed, students should contact the Building Manager at 503-725-4522.
NOISE Space is at a premium in SMSU, as it is on all of Portland State's campus, and many organizations share a relatively small space within the building. It is important for student organizations to work together to establish an environment conductive to working. Student organizations are expected to work towards a community where respect is paramount and where organization can request a reduced noise volume from neighbors when necessary. We encourage student organizations to establish good community relations with their neighbors and to work together when problems arise. Radios,televisions,stereos,musical instruments, and other audio equipment should be adjusted so as not to disturb the entire community. Sound is not isolated in offices so adjustments may need to be made. If students are not able to rectify the situation, students are encouraged to talk with a SALP advisor of the SMSU building manager.
NON-COMPLIANCE Allocation and use of space is predicated on student organizations following all policies and procedures outlined within this manual, the policies the Smith Memorial Student Union, the policies of Student Activities and Leadership Programs and the Student Code of Conduct. Organizations that misuse resources or do not follow policies will face sanctions that can range from a warning, limited access to the space or community service to the loss of dedicated space and/or their ability to use any spaces with in SMSU. In extreme cases the group may lose its status as a recognized student group and access to funding. Additionally, individual members may be required to attend a conduct hearing with the Dean of Students Office. Decisions will be jointly by the SMSU Building Manager and the Space Allocation Committee after a hearing. The SMSU Advisory board hears appeals for decisions made by SMSU and the SPace Allocation Committee regarding student office spaces. Letters requesting appeals must be sent within 14 days of the date of the decision to : Mark Russell, Director of Events & Guest Services, in Smith 116, or by e-mail at russellm@pdx.edu.
OCCUPANCY AGREEMENT Student Organization must sign a SMSU Student Organization Office Occupancy Agreement form prior to occupying an office in SMSU. These agreements are bidning and all conditions will be enforced. Failure to abide by the Occupancy Agreement terms and the policies in this manual may result in the loss of office space, use of the SMSU, or status as a recognized student organization. Portland State is grateful for the contributions of student organizations and happy to be able to provide a space solely dedicated to students' co-curricular activities. In order to ensure that SMSU is available for future generations of students, we must hold student organizations to terms of their Occupancy Agreements. Each group must sign an Occupancy Agreement form upon allocation of space assignments every year acknowledging that they are aware of these rules and the expectations that come with being granted space in the SMSU. Occupancy Agreement forms will be collected by SALP and filed by the Chair of the SMSU Advisory Board. Under no circumstance should student organizations understand that private student offices are licensed to them for perpetuity. As organizations evolve, dedicated office space may or may not be appropriate. The University reserves the right to alter the license terms, including occupancy at any time for any reason. For a copy of your organization's signed Occupancy Agreement or Office Check-In form, please see the Building Manager of SMSU.
SHARED OFFICE SPACE Several offices have been allocated to more than one student organization. At the beginning of each academic year, groups sharing an office or space should agree to a set of expectations and community standards to which they will adhere over the year. This process will be facilitated by a SALP advisor.
SMOKING Smoking is strictly prohibited in campus buildings.
TELEPHONES All telephone lines and equipment are the property of Portland State University. SALP provides one telephone line for recognized student organizations with offices to conduct business related to the functions of the student organization. Phone service is not for personal use. Improper use or abuse of the telephone system may result in any or all of the following: discontinuation of service, rescinding of authorization code privileges, and student conduct code complaint. Only Portland State University phone numbers will be listed as contact numbers for student organizations on the website. Due to leadership turnover and potential misuse of phone numbers, no personal phone numbers will be listed on any SALP materials or websites. SALP will request Long Distance Authorization Codes for student leaders upon approval of the SALP Advisor. Business Affairs policy states that Long Distance Authorizaition Codes may only be used by the person assigned to that code. Like all telephone services, the long distance calls are only to be made for business related to the function of the student organizations and is not for personal use. Long distance charges are billed to the student organization. Your SALP Advisor receives monthly statements of all calls and may at any time request a justification for calls that may appear inapporpriate.
TRASH & RECYCLING Organizations must maintain a clean and orderly space in the public areas outside their offices at all times to ensure safety and accessible egress. Any organization discovered to be leaving trash outside trashcans or leaving excess recycling material(recycling which is not contained within the recycling bins), will be charged the appropriate cleaning fees by SMSU. Students who have excess trash or recycling must take it to the dumpsters located on the south side of the building near the loading dock. All spaces must be cleaned by the last day of final exams during the spring term. To avoid pest problems, food items consumed in student organizations offices should be properly disposed of at all times.
USE OF OFFICE All student groups with offices in the SMSU must maintain a minimum of six to ten office hours a week, which shall be posted outside of their door with current contact information. Student organization offices are to be used for purposed related to the student organization. Under no circumstance may students take up residence in their office or use office for personal business. Students shall not operate or maintain non- Portland State businesses in a student organization office. Student organizations may not lend or reassign their assigned office to individuals, other student organizations, or to non-university organization. Notice from SALP or student publications that the student group is not longer recognized as such by the University will be grounds for declaring an office vacant.
UTILITIES Student organizations are responsible for all expenses, including, but not limited to long distance telephone charges, second phone lines and software and hardware computer upgrades. |
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