osu student experience center policy ... - sli.oregonstate.edu filethe sli executive director is...

1 SEC Policy Manual – rev 1/8/18 (annually revised)

OSU Student Experience Center

Policy Manual

Index:

Index

Page 2 Shared Values & Administration

Page 3 Financial

Page 4 Tenant Space Assignments

Page 5 General Policies

Page 8 Activity/Programs/Events

Page 10 Marketing

Page 11 Art & Special Project Request

Page 12 Community Standards

Page 14 SEC Processes ● Art & Special Projects - Pg 14 ● SLI Involvement Lounge, SEC 112 - Pg 16 ● Lactation Room - Pg 17 ● Mediation Room - Pg 17 ● Sec Ticket Distribution - Pg 18


OSU Student Experience Center (SEC) Manual This manual provides the tenants and users of the SEC a standard of care for occupancy and

use of the SEC through shared values, policy and processes.

SEC Shared Values Statements

Student Centered

This building is funded by, and was created with collaborative leadership of students and

administrators, all who have a passion for ensuring incredible experiences for current and future students of OSU. Students will help lead through all stages of life for this building, and

the programs within this building will provide student engagement opportunities and

transformational learning experiences.

Sustainable Focus

The three dimensions of sustainability: social, environmental, and economic, were present in decision making in all levels of planning, construction and furnishings for the SEC. This

philosophy continues to guide us in the operation and maintenance of the SEC now, and into the future.

SEC Administration

Executive Director of Student Leadership & Involvement (SLI) provides leadership for strategic

planning and short and long term building planning, serving as the SEC Building Administrator.

The Executive Director also supervises the SEC Building Manager, co-facilitates the SEC

Community Board, convenes the SEC Operations team and conveys SEC information to the VP of Student Affairs. The SLI Executive Director is charged with establishing policy and procedures

to ensure that the SEC is maintained as an open, accessible, accepting, safe, and sustainable

work and gathering environment for the Oregon State University (OSU) community. The SLI Executive Director is responsible for maintaining and creating policy and procedures related to

building operations; life safety and hazard mitigation; sustainability; activity, marketing and OSU community standard of care.

The SEC Building Administrator works in concert with the SEC Building Manager and MU

Building Services to ensure life safety and hazard mitigation, adherence to SEC and University policy and procedures, compliance with state and federal laws and establishment of an ethos

of community supported and participated in by all inhabitants and guests. The Memorial Union Building Services unit is responsible for all building infrastructure including, but not

limited to, long and short term maintenance, building systems, furniture, power, electrical,

plumbing, etc.


All policy regarding use of or access to the SEC and its use, maintenance and/or replacement

of equipment is informed and influenced by the Associate Director of MU Building Services

(MUBS). MUBS has representation on the SEC Community Board and SEC Operations Team.

SEC Community Board – made up of one student and one staff/faculty representative of each tenant department. This board will meet once per term or as needed to address current or

critical issues. They will address building system and support issues; review and recommend

new occupants for space vacancies; review and recommend policy; review and approve request for use of SEC for special projects; share updates from each department; and support

community building efforts. All tenants are welcome to attend and/or to add agenda items for these meetings. The SEC Building Manager will coordinate the meeting agenda. Minutes will

be posted on the SEC website for review by all tenants and interested individuals. SEC

Community Board meetings are open to all.

SEC Building Operations Team – made up of the SLI Executive Director, SEC Building Manager,

Technology Services Representative & MU Building Operations representatives. This team will meet monthly during the Fall, Winter, Spring terms and twice during the Summer term. They

will address building maintenance, access, safety, and building projects and systems issues.All tenants are welcome to request agenda time to bring items to this body if the SEC Building

Manager is unable to address the topic.

SEC Student Cohort is convened at the pleasure of and by the ASOSU President or designee.

Financial

The Memorial Union (MU) Director, Student Leadership & Involvement (SLI) Executive Director

and Associate Director of MU Building Services develop the annual budget and long term

financial strategies/plan. The SEC Community Board will be given an annual overview of the

financial matters of the SEC and opportunity to review and comment on the SEC Annual Budget in advance of presentation to the MU Board. The MU Director or designee

recommends the annual budget to the Memorial Union Board for approval and referral to the Student Incidental Fee Board for review and inclusion in the Annual MU Student Fee Budget

packet.

Department/Program/Unit Suites

The inhabitants of each suite are responsible for establishing a standard of use for all staff,

volunteers and guests inside of each suite. These are general policies for use of shared or

public space. Suite standards can be higher, but not less than, the General Use SEC Policy.


Tenant Space Assignments Auxiliary & Activities Business Center (AABC)

Suite 350

Diversity & Cultural Engagement (DCE)

Suites 228, 204, 380 Center for Fraternity & Sorority Life (CFSL)

Suite 306 (shared w/SLI)

Memorial Union (MU)

Room 004A, Various Mechanical, Storage, Custodial Rooms, Vending Machine Space

Orange Media Network (OMN)

4th Floor

Student Affairs Creative Studio

Room 302

Student Leadership & Involvement (SLI) Suite 002 - Craft Center

Suites- 108, 110, 112, 206

Suite 306 (Shared w/CFSL)

SEC Welcome Desk Public Space

1st Floor Main Lounge, SEC 254, SEC 354


General Use Policies

This policy sets the standards for access and utilization of the essential building functions.

● Hours 8:00am-8:00pm Monday-Thursday 8:00am-6:00pm Friday

● Extended Hours for Dead Week and Finals Week will be communicated and posted

two weeks in advance by the Welcome Desk. ● Shortened Hours for breaks and holidays will be communicated and posted two weeks

in advance by the Welcome Desk. ● After Hours & Weekend Access for Activity – After hours & weekend activity access can

be requested by SEC tenants to the SEC Building Manager a minimum of four weeks in

advance of first date of use.

● Holidays – the SEC will follow University recommendations for holiday hours and

closures. ● Inclement Weather – the SEC will follow University recommendations for inclement

weather, including early closures, delayed openings, and day long shut downs.

● Building Access – key card access, etc. This policy identifies who will be granted access

and the process for granting and accessing this privilege.

o Staff (student, professional, faculty, etc.) – granted 24/7 access privilege

during length of employment. Termination of access should occur within 48

hours of termination or separation. o Other (interns, volunteers, etc.) individuals need access outside of normal

business hours – Each Unit responsible for identification of these individuals Centralized Process managed by SEC Building Manager. An on-line tool for

request of access, with a follow up education/accountability message and I

agree statement to individual being granted access

o Each unit is responsible for doing a quarterly audit of access records to insure

that the list is correct. ● Space use after hours – the period between midnight and 7:00 a.m. is considered a

“building sleep period,” and only individuals working are permitted in the building (i.e. Orange Media Network, ASOSU Safe Ride, MU Building Services, Craft Center) should

be in the building.

● Individuals are permitted after-hours access for business purposes only

● Individuals with access are not allowed to grant after-hours access for non-

business purposes at any time to any non-approved user.

● Space Allocation – all unit/department inhabitants of the SEC are given priority access to


all resources and space in the SEC. Vacancy will be reported to the SLI Executive

Director and the Executive Director will establish a process to allocate the space

● Storage – all basement level storage has been assigned. Request for additional

storage space is not available at this time. ● Reservations (public & shared space) – Only the units/departments that occupy the SEC

have access to reserving public and/ or shared space for the purpose of the activities of that organization. Reservations are made and maintained in the online Event

Management System (EMS)

● Sponsorship- SEC Inhabitants can sponsor other entities for reservation of SEC shared

meeting and/or Activity Space. The activity is seen as an activity of the SEC tenant and the SEC sponsor is responsible for all activity of the sponsored group and must

provide access and oversight.

● SEC Welcome Desk will provide management, calendaring and building communication

regarding shared and activity space.

● SEC Welcome Desk will support use of all reserved space, by providing orientation and

training to users, troubleshooting any set-up or technology issues, etc.

● SEC Occupants are responsible for use of shared and activity space including: set-

up, technology use, clean up and reset.

● SEC Occupants will establish a Standard of Care for all activities which will include

training for program leads that will include: furniture use and care, floor maintenance and care, program hosting, technology, risk mitigation, in-building marketing, etc.

● Floor 1 Main Lounge – this area can be reserved through the Event Management

System (EMS) for SEC Occupants. (See Activity, Program, Events)

● Floor 1 - SEC 112 SLI Involvement Lounge- use of this area can be requested from SLI

through the Event Management System (EMS) by SEC Occupants for activities that

contribute to the space being a high-energy and heavily utilized destination spot for

students. This space provides opportunity for SLI to collaborate with various University

and student programs in support of the SLI Involvement program All programs held in

the space must promote one or more of the following outcomes:

● awareness of campus-based engagement opportunities

● active/creative self-discovery or identity development

● reflection on one’s experiences

● personal balance and learning healthy modes of engagement ● understanding what it means to be an active and contributing member

of a community

● sense of connection and belonging in the SEC and at OSU

In addition, all events are expected to be student-focused and open to the public,

with the understanding that the Involvement Lounge will not close for any activities

during SEC building hours. Availability and adherence to intentions of use will be reviewed by the Welcome Desk in advance of reservations being accepted. The


policy for use of this space is the responsibility of SLI.

http://sli.oregonstate.edu/sites/sli.oregonstate.edu/files/sec_112_policy_process.pdf

● Floor 2 Shared Conference Room 254– this area can be reserved through the EMS

system for SEC Occupants.

● Floor 2 Lactation Room 267 – access to the lactation room is supported by Childcare

and Family Resources. More information at:

http://oregonstate.edu/childcare/breastfeeding#lactation%20rooms

● Floor 3 Shared Conference Room 354 – this area can be reserved through the EMS

system for SEC Occupants. ● Floor 3 Meditation Room 322 – this space is an open room intended to be a safe and

shared environment for the OSU community to practice meditation, prayer, reflection

and other centering/self-care activities This space is not a RESERVABLE Space. All use

will be self-monitored and the space is accessible until capacity is reached. Educational materials regarding standards of care and respect for the space will be displayed in or

near the entry of the space. The space will have signage available indicating “In Use

Please Enter Respectfully”. The space is not lockable, therefore leaving materials in the space is not recommended nor permitted.

● Kitchenettes (shared 1st floor, 2nd floor, and 3rd floor) – this space is intended by use

of SEC occupants:

○ Daily use focus-no short or long term storage of food or supplies

○ Good neighbor policy posted and committed to by all users ● Resource Rooms (shared 1st & 2nd floors, AABC, CCE/SSI, SLI/OFSL, Media, Craft Center,

ASOSU Legal Advising suites) – this space will support some business functions for suite

occupants (i.e. copier, printers, fax, mail distribution):

● Suite occupants are responsible for establishing standard of care for this area ● SEC Welcome Desk will manage bulk mail arrival and sorting. Each SEC

Dept/Unit will be responsible for identifying a daily process for retrieving and

distributing mail to individual suites/spaces.

● Furniture Suite occupants are responsible for identifying all current and future needs. All needs

and new purchases should be coordinated through the MUBS to ensure compatibility

with existing furniture and building standards including ADA, sit/stand, ergonomics, mobility, etc. MUBS can provide support in identifying vendors, placing orders and

installing furniture. Funding for new items are the responsibility of the unit requesting

the purchase. Limited funding maybe available through the SEC index for replacement of damaged items, and public spaces.

● Loading dock or bulk shipments Coordination for delivery of large or bulk shipments is the responsibility of the suite

who is receiving the delivery.

● Mail Delivery – the SEC Welcome Desk Welcome Desk receives all campus and the



http://oregonstate.edu/childcare/breastfeeding#lactation%20rooms


majority of US MAIL. Oversized or special receipt US Mail, FedEx, UPS, etc. will be

delivered to the suite address or occupant identified on the address label. The SEC

Welcome Desk will provide mail delivery to each suite daily in the a.m. ● Custodial Services – are coordinated and provided by the MU Building Services team.

All requests for immediate attention should be directed to (MU Help Desk - 541-737-9823)

● Fees – building use fees may only be assessed for after-hours use of space when it

requires the building to be open, have the information desk staffed, and adjusted

custodial staff cleaning. These fees will be listed in the OSU Fee Book. Building occupants may assess fees for access to unique programs, i.e. Craft Center, Orange

Media Network.

● Internet Access – the OSU network both secured and general is available.

● Maintaining Suite Environment

o Building standards are established for how we treat the building and how we

care for the building.

o Building Painting: Both the interior and exterior paint, fabric and materials are

the responsibility of the building, not the occupants. Painting will be performed

according to OSU Campus standards. Current maintenance standards call for painting to be addressed on a fifteen-year rotation.

o Building flooring will be maintained via warranty standards, current cleaning

and spill pickup standards and wear ability standards for the materials selected

and installed. Users will be invited to report spills and stains promptly to aid in timely removal, which is a key step to eliminating staining of carpeting.

o Signage is being introduced as part of the building standards for ADA

compliance, directional, way-finding and explanatory information. o Temperature controls are a building function. Introducing individual portable

heating devices hinders the building in its functionality and also may cause a

fire hazard. For these reasons no personal portable heating or cooling devices

are allowed in the SEC.

● Work Orders – will be placed by each suite for their spaces though the MU Help

Desk-541- 737-9823, work orders concerning public spaces will be placed through

the Welcome Desk.

● Food/Beverage- suite inhabitants are allowed to consume food in both public and

internal suite space. Shared food/beverage should be limited to non-hazardous

food items (i.e.- confections, individually wrapped snacks, catered food items).

See below regarding food at activities and programs. ● Permanent Art Display- the permanent art display is the responsibility of the Craft

Center Manager. All permanent changes should be communicated to the SEC Building Manager and the SEC Community Board 30 days in advance of the change

date. The Craft Center manager should utilize the Community Board as a sounding

board when opportunity for new art arises.

● Recycling, Composting, Waste Disposal standards are established by MU Building


Maintenance and the SEC Building Manager.

● Lost and Found – the SEC Welcome Desk Welcome Center will maintain a SEC lost

and found that will follow the University standards for unrecovered items.

Activity/Program/Events

The first (1st) floor main lounge and the SEC 112 Involvement Lounge have been designated as

activity space for SEC occupants; both require a reservation for use of space. The building has

limited capacity to function as an event space. Most public event space is designed with flooring, wall finish, and acoustical properties that support event activities and is then outfitted

with lightweight, stackable furniture. The SEC was not designed or built with these features. For

this reason, any public assembly activity scheduled in the SEC lobby or lounges must take into

account during the planning stages the limited ability to relocate furnishings and utilize

temporary furnishings without causing damage. The type and number of activities held in

these areas should complement the ongoing business and use of all other SEC spaces.

● Reservation for use – Use is restricted to activities hosted or sponsored by SEC

Occupants. Reservation for use must be submitted through the EMS on-line database

no later than 24 hours in advance of the activity to allow for building notification. ● Activity type – These spaces are recommended for: Information sessions, panel

discussions, hot topic forums, community celebrations, arts and crafts

demonstrations, acoustic music, spoken word performances, cultural performances, live streaming activity, remote broadcast, etc.

● Donation of items- Activity that supports the donation of items (i.e. canned food,

clothing, etc.) is permitted on a temporary short term basis (less than one month) in the 1st floor south wall seating area near the south entrance with a limit of one

activity at a time. This type of activity must be approved and coordinated through the

SEC Building Manager. The sponsoring agency is responsible for providing appropriate storage and/or display and maintaining the organization, cleanliness, safety and

security of all items. Maintaining a schedule of ongoing removal of items is required. Activity limited to one at a time. Additional opportunity may exist in the SLI

Involvement Lounge - these requests should also be made directly to the SEC Building

manager and are at the discretion of SLI.

● Funding solicitation activity – No active solicitation of money for philanthropy,

fundraising, etc. is permitted in the public areas of the SEC.

● Activity can be scheduled into these areas at any time during the hours of operation.

● Activity with amplified sound – is allowed in the main lounge area between 11:30 a.m. - 1:00 p.m. and again between 4:00 p.m. – closing.

● Sales of product – sales are limited to an area adjacent to the SEC Welcome Desk. All

sales must be registered, approved and managed by the SEC Welcome Desk.

● Food service – All food service must follow University and Benton County regulations

for food service and SEC food service guidelines.


● Audio visual equipment – All use of the audio visual equipment in these areas is the

responsibility of the SEC occupant supported by the Welcome Desk team. All programs

must identify a trained responsible lead for each use

● Activity coordination – No central activity coordination is provided. All users are

responsible for assessing, mitigating and/or managing all risk associated with activities. All users are responsible for securing Liability Waiver Forms and Photo

releases for all activities when applicable. The SLI Leadership and Involvement

Program can provide advising on programming if requested.

● Information tabling – Minimal use of space for this purpose is available – only

table in designated spaces. ● Movie and film – Movies and Films can be shown in the southwest lounge on the built

in monitor. All public performance rights are the responsibility of the sponsoring

unit/department. Content should be appropriate for a public viewing area.

● Vendors – Non OSU entities are not permitted to sell products in the SEC activity space. ● Scheduling – All reservations are done through the EMS, on a first come basis.

Involvement Lounge reservations are reviewed and approved by SLI. Reservations can

be made up to one year in advance of the activity.

● Ticket distribution/sales – All ticket distributions and sales must be registered,

managed and handled by the SEC Welcome Desk.

● Decorations –The size and materials of the space is not conducive to much decorating.

No paint, glitter, glue, candles, straw, hay, confetti, bubbles, dry ice, or non-painters tape can be used in the programming spaces.

● Security – If a risk assessment indicates a need for security the sponsoring department

or unit is responsible for making all arrangements through the agency utilized by the MU and paying for all costs.

Marketing

The SEC has specific locations identified for sharing information with the OSU Community: ● Welcome Desk flyers & posters

● Electronic reader board- 1st floor ● SLI Involvement Lounge flyers & posters ● Sign Boards 1st floor- south and west entry

All printed materials including informational brochures, flyers, posters, position

announcements, etc. must include the following statement to ensure accessibility accommodations can be requested: “Accommodation requests related to a disability should

be made by [specific date] to [sponsoring department contact person, phone number, and email address]”.

● Banners – can be hung from the railing on the Canopy side balcony on the 2nd

floor external. Reservations for this space can be made through EMS.


● Chalking – no chalking is allowed in external walkways leading up to the SEC or on the

foundation of the building

● Distribution – no distribution of leaflets or other printed material outside of campus

mail boxes to building occupants. ● Notices/Flyers/Posters – can be hung in designated public areas for a period to not

exceed one week. All material to be displayed in public areas must be date stamped by the SEC Welcome Desk before posting. Internal Suites control all posting in individual

suites.

● Window Painting/transparent screens or wraps-internal/external – use of any

temporary window covering is prohibited on all external facing windows and on

windows facing the public rotunda. Individual suites can determine internal use of these products on internal window and door panels. Some suites require confidentiality and

privacy needs which may call for special accommodation on window surfaces.

● Table tents – a minimal number of promotion spaces are available. All material must be

date stamped by the SEC Welcome Desk in advance of posting.

● Display cases – are managed by the SEC Welcome Desk and the Craft Center

● Directional signs – no additional wayfinding materials can be placed in the building at

any time, without the prior approval of the MU 204 Graphic Studio or the SAPC

(Contact MU Graphic Arts Studio if signage is needed). Special compensation will be made to support wayfinding during evening and weekend hours to the Craft Center.

● Tripods/easels – use of tripods and easels is restricted to specific spaces adjacent to the

1st floor activity spaces.

Student Experience Center Art and Special Project Request

SEC Department Tenants, Recognized Student Organizations, and OSU Student Project teams can submit a project request to create a temporary activity or display, etc. that will occupy space in the public areas of the SEC building.

Temporary Activity - is any activity (not an event or program) that will be located in a SEC Public Area on a temporary basis- short or long term. These activities must support and contribute to the ethos of the SEC building specifically the SEC Shared Values. The activities must also clearly support the missions of OSU and Student Affairs. All activity must be self-supporting and include funding for all needed materials, installation support, marketing, maintenance and, if needed, funding to return the space to its original condition.

Public Areas

● Basement (TBD) ● All restrooms ● First floor entryways between external and internal doors (West, East)


● First floor seating area south wall ● Second floor seating area south wall ● Second floor hallway (outside of bathroom and kitchenette area)

● Third floor hallway (outside of bathroom and kitchenette area) ● Fourth floor (TBD)

Short term - a period of time not to exceed 1 month

Long term - a period of time not to exceed 12 months Those seeking longer periods of time will have to provide the appropriate rationale and long

term plan for responsibility, maintenance, cost, etc.

See SEC processes (page 14) to review the process for submission. All requests are

submitted to the SEC Building Administrator.

Life Safety: This policy informs the actions necessary to create a safe and responsive

community. The building was designed with life safety in mind, and has limitations to the number of occupants that may gather on a single level. Information about floor occupancy

limits should be considered when planning for public activities. (SEC Emergency Operations

Plan-MU)

● Building Access- ADA

● Emergency Response Plan

o Fire/Safety Plan

o Earthquake

o Evacuation

o Active shooter

● Inclement Weather

Community Standards

● Inclusion (Diversity) – Oregon State University, in compliance with state and federal

laws and regulations, does not discriminate on the basis of age, color, disability, gender identity or expression, genetic information, marital status, national origin,

race, religion, sex, sexual orientation, or veteran status in any of its policies,

procedures, or practices.

● Access – It is the policy of Oregon State University to comply with Sections 503 and 504

of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 (ADA), as

amended by the ADA Amendments Act of 2008, and other applicable federal and state

regulations that prohibit discrimination on the basis of disability. The Rehabilitation Act and the ADA require that no qualified person shall, solely by reason of disability, be

denied access to, participation in, or the benefits of, any program or activity operated


by the University. Each qualified person shall receive the reasonable accommodations

needed to ensure equal access to employment, educational opportunities, programs,

and activities in the most integrated setting possible. Learn more about the OSU Policy of Nondiscrimination on the Basis of Disability.

● Sustainability – The SEC is committed to reducing the university’s overall

environmental impact and has established an environment where this is the norm and not the exception. Information regarding the SEC’s sustainability features and practices

can be found on the SEC web page.

● Student Code of Conduct – The SEC is committed to establishing a thriving community

where all persons must treat one another with dignity and respect and each member is obligated to a code of responsible behavior.

http://oregonstate.edu/leadership/policies/former-osu-oar-

links/15-student-conduct-code

● Local, state and federal statutes and laws – all local, state federal statutes and laws

must be adhered to at all times.

o Smoking – OSU is a non-smoking campus. Smoking is prohibited (this

includes e-cigs, all forms of marijuana, etc.) o Alcohol – the SEC is not designated an alcohol service venue for the OSU

campus. Request for service of alcohol must be made to the SEC Building

Administrator no less than six weeks in advance of the date of the activity, and requires approval through the University Alcohol service process -

http://risk.oregonstate.edu/alcohol-service. Alcohol service during normal business hours will require support from the SEC Community Board.

● Bicycles, Rollerblades, Scooters, and Skateboards- only wheeled devices used as

accommodation for ability can be used inside of the SEC. No storage of bicycles is

allowed anywhere inside the building.

● Animals/Pets – Oregon State University recognizes the need of certain persons with

disabilities to have service animals’ on-campus or assistance animals in university

buildings under certain circumstances. Learn more about the OSU Service & Assistance Animal Policy.

● Property Damage or Service Needs – reporting and responsibility – All SEC

inhabitants and guests are asked to report any property damage or service

needed immediately to SEC Welcome Desk or the MU Help Desk. ● Request for occupancy or storage space – allocation of vacant space process will be

established and promoted at minimum one year from date of first occupancy.

http://oregonstate.edu/leadership/policies/former-osu-oar-

http://risk.oregonstate.edu/alcohol-service


SEC Processes

#1- SEC ART AND SPECIAL PROJECTS

Submission and SEC Community Board Review Process

Step 1

An initial intake committee consisting of Student Leadership and Involvement, Diversity & Cultural

Engagement, Office of Institutional Diversity, and MU Facilities will review the submission. After

examining the proposal to assure all necessary documentation has been presented, the proposal will

move forward to the SEC Community Board. This committee will explore the purpose, message, broader

questions and implications related to the proposal, as well as viable options that may also be available to

support a project, on or off campus, given the purpose and scale of what is being proposed.

This group reviews the proposal to also ensure:

● That the organization submitting is- SEC Department, Recognized Student Organization, OSU

Student, or an OSU Student Project Team.

● That the activity contributes to the student experience and supports the values of the SEC and the

mission of Student Affairs and the Division of Student Affairs goal #2 Community and Belonging.

● That the proposed time is available

● That all costs including all material, installation support, maintenance and, if needed, funding to

return the space to its original condition, are fully covered

SEC Community Board shall consider the following as a basis for their decision:

● Appropriateness of the project for the site and university setting;

● Installation requirements;

● Maintenance requirements;

● Input of the current occupants of the proposed building, those in nearby sites or users of a

proposed site;

● Durability and non-hazardous nature of the materials.

Step 2

The most appropriate committee member, or designee, engages the sponsoring entity to address any

questions or to make adjustments in the submission.

http://oregonstate.edu/studentaffairs/about-us

http://experience.oregonstate.edu/strategic-plan#goal2

http://experience.oregonstate.edu/strategic-plan#goal2


Step 3

If all expectations are met and the date(s) are available, the committee or designee, will forward the

electronic submission to the SEC Community Board for review and support. The person, or organization

will be invited to provide a presentation of their proposal to the SEC Community Board. The Board will

have an opportunity to share the proposal details with the department that they are representing for

approximately 2 weeks. The representative will return to the next Board meeting with questions, as well

as a decision to vote based upon their constituency’s feedback.

The SEC Community Board will use a consensus model to determine the acceptance or decline of the

proposal by voting - Support, abstain, or Do Not Support. If the vote is consensus of Support, the SEC

Community Board will move according to, or as close to the requesting entity’s timeline in preparing the

space for their proposed project. If there is a consensus of Do Not Support, then the SEC Community Board

will refer to entity back to the initial intake committee for other possible referrals on or off of campus.

Step 4

If approved, the sponsoring entity finalizes all plans and meets with the Executive Director of Student

Leadership and Involvement and Building Administrator of the SEC, Damoni Wright, the SEC Building

Manager, or designee from the committee, and also when necessary the SEC Operations team, to provide

a finalized detailed schedule and action plan.

The SEC Community Board will have final approval authority for the installation request.

Composition of the SEC Community Board

The SEC Community Board shall be comprised of the following participants who will have representation

from both a student and staff member from their respective units:

● Student Leadership & Involvement

● ASOSU

● Orange Media Network

● Craft Center

● Diversity & Cultural Engagement

● Center for Fraternity & Sorority Life

● AABC

● Office of legal Advocacy

Intellectual Property

Students retain intellectual property rights for their public art, even if their artwork was created for a class

assignment. The University may not use student artwork, in any form, without the express written


permission of the creator, whether or not that person is still a student.

*See OSU Arts and Special Projects Policy for additional information.

#2- SLI INVOLVEMENT LOUNGE, SEC 112

The SEC 112 Involvement Lounge is an engaging and inclusive space that connects students

with transformative, experiential learning opportunities, while increasing student knowledge and use of the Student Experience Center (SEC).

The Student Leadership and Involvement (SLI) program operates in this space Monday-Friday

during the Academic year. This space is open during SEC open hours and staffed by SLI team members during high use and programming hours. Both active and passive programming is

critical to realizing the intention of the Involvement Lounge. In addition to the programs and activities hosted by SLI, all SEC occupants are invited to host programs in SEC 112 that

contribute to the space being a high-energy and heavily utilized destination spot for students.

All programs held in the space must promote one or more of the following outcomes:

• awareness of campus-based engagement opportunities

• active/creative self-discovery or identity development • reflection on one’s experiences

• personal balance and learning healthy modes of engagement

• understanding what it means to be an active and contributing member of a community

• sense of connection and belonging in the SEC and at OSU

In addition, all events are expected to be student-focused and open to the public, with the

understanding that the Involvement Lounge will not close for any activities during SEC building hours. Availability and request for use during building hours can be made through the EMS

reservation system.

SEC 112 can be reserved for after hours and weekend use by SEC department occupants. All

use must be in support of the programs of the reserving department and at least one staff

member must be present at all times. The scope of the program will determine if it is necessary

for the building to be open and staffed and a fee assessed. The SEC Building Manager will review all requests and confirm the reservation, if available, within 48 hours of submission,

Monday through Friday. Weekend submissions will be reviewed by Tuesday at the latest.

While hosting programs, please keep in mind that event services staff are not available in

the SEC, so the SEC Department hosting the activity is responsible for setting up the room

as desired and for restoring the room to its original condition upon conclusion of the activity. If utilization of technology is planned, all users must be given a tutorial of the video

and sound systems in the space in advance of the day of the scheduled activity. Welcome

Desk staff can provide this tutorial during the scheduled staffing hours of the lounge.


Process:

1. Submit request for reservation through the online event management system (EMS) (Include a description of how your proposed program meets one or more of the above listed

outcomes.)

2. Review email correspondence regarding the reservation request. 3. Do a space orientation including a technology tutorial with the Involvement Lounge

or Welcome Desk staff in advance of the day of your scheduled event.

4. Provide any additional requested information, including payment when required, by deadlines.

#3 LACTATION ROOM- 2ND FLOOR

**To obtain a keypad access code for entry into the lactation rooms, contact Childcare and Family

Resources, 541-737-4906.**

Nursing moms that are having their child brought to campus in order to continue breastfeeding, can check out a lactation parking permit by visit our office at 1030 SW Madison

Ave, Avery 211 & 213. Contact us for more information at 541-737-4906.

Please help us keep the lactation rooms clean and in working condition by contacting the SEC

Welcome Desk or Childcare and Family Resources with any concerns. Thank you!

#4 KITCHENETTES GOOD NEIGHBOR AGREEMENT Shared kitchenettes are located internally to some suites and on the 2nd and 3rd floor. These

spaces are intended to provide access to tenants of the SEC to on demand hot water,

refrigeration, kitchen sink and microwaves in support of individual food preparation. As

shared space it is critically important that all users take responsibility for: ● General cleanliness- everyone is responsible for wiping up counters, washing

personal dishes, and cleaning sinks when utilized.

● No long term storage of perishable items in dry or refrigerated storage

● Removal of all perishable personal items from refrigerator on a weekly basis. Items

left in the refrigerator maybe thrown away during the weekly refrigerator cleaning. ● All stored items (dry and refrigerated) should be labeled with the owner's name, and

the date it originally entered storage. ● Items such as non-perishable condiments, bottled beverages, etc. can remain in the

refrigerators until the use by date. All items must be labeled community use or with

a specific individuals name.

● Individuals that utilize the freezer must also label all items with name and date.

Items should not be left in the freezer for longer than a week at time. ● Items that are necessary for health care- ice packs, medicines, etc. must also be

labeled and should be in sealed packaging.


#5 MEDITATION ROOM STANDARD OF CARE

This space is intended to be inclusive for people of all religious and cultural backgrounds. In order to maintain a welcoming and safe atmosphere, please follow the guidelines listed below.

● This is a quiet space. Please be respectful of the people around you

● This space is open to anyone at any time - therefore it is not able to be reserved

● Please pick up after yourself so this room is welcoming for the next person

● Do not leave items in the room unattended. No personal or community belongings can

be stored here. We are not responsible for lost belongings. ● Please use this space for its intended purpose:

o No sleeping

o No eating or drinking

o No electronic devices including cell phones and laptops

o No shoes - please store them in the cubbies provided outside of the room

#6- SEC TICKET DISTRIBUTION AND/OR SALES The Welcome Desk provides opportunity for SEC tenants and OSU Recognized Student

Organizations to distribute or sell tickets from the SEC Welcome Desk.

● The SEC welcomes all requests for access and require that a Ticket Sales or Distribution

agreement be submitted to the SEC Welcome Desk no later than one week in advance of the start of the distribution/sales.

● The organization must provide the SEC Welcome Desk with the tickets at least

one business day prior to the first day of the desired sales or distribution period.

● The tickets must be numbered with a unique number. ● The name, date, location and time of the event must be listed ● The price of the ticket must be listed on the ticket

● Contact information of an individual to request accommodations for disability. ● Tickets must include a statement regarding ticket refunds

● Organization must confirm that the event is on-campus and open to any OSU student

The full agreements can be found on the SEC website and are available at the Welcome Desk.

osu student experience center policy ... - sli.oregonstate.edu filethe sli executive director is...

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