Partner Student Organization
Building Policies and Procedures
Residents...... 2
Dunlap Success Center Policies and Procedures
Building Access...... 2
Building Hours
Card Access
Planning Programs during Non-Business Hours
Interior Swipe Doors
Checkout Keys
If You Set Off the Alarm
Program and Conference Rooms...... 3
Approved Use of Space
Reservations
Room Setup
Displaying Items in Program and Conference Rooms
Food and Beverages
Equipment
Equipment...... 5
Training
Kitchens...... 5
Use of Kitchens
Cleanliness
Reserving the Kitchen/ Catering Use
Displaying Items in Shared Spaces...... 5
Television Displays
Student Offices (Room 1119 & 2203) Policies and Procedures
Student Organization Room...... 5
Offices
Storing Items
Damage to Property
Application Process and Assignment of Space...... 6
Definitions of Individuals, Shared and Group Offices
Application Process
Communicating with the Center
Property Liability
Grievance Policy
Equal Opportunity and Non-Discrimination
Partner Student Organization Members
This document references policies specific to student groups including Partner Student Organization Members, Center for Leadership & Social Change programs, and student government bureaus utilizing the Dunlap Success Center and the Center for Global & Multicultural Engagement.
Shared offices are available in the Dunlap Success Center Organizations Offices, room 1119 and The Center for Global & Multicultural Engagement room 3200 and 3400. Student groups occupying space in either building are able to utilize the program and conference rooms after completing building training.
Additionally, student groups who are officially advised by a full-time staff member who is employed by either the Career Center or the Center for Leadership &Social Change may utilize program and conference rooms if other rooms are unavailable. Exceptions for other student groups may be made at the discretion of the Directors.
Dunlap Success Center Policies and Procedures
Building Access
Building access for student groups is contingent upon members attending an orientation that includes training for building access, training for room usage, student organization rooms, and review of policies and procedures for the Dunlap Success Center and the Center for Global and Multicultural Affairs. Continued access is dependent upon following the guidelines set forth in this policy. Students found to be abusing the privilege of building access may have their access revoked.
Building Hours
The Dunlap Success Center and the Center for Global and Multicultural Affairs are open during normal business hours, Monday through Friday from 8:00am until 5:00pm, except on holidays when the University is closed. Holidays when Florida State University is officially closed can be found on the academic calendar at the Office of the Registrar at The building is alarmed after business hours weekdays and all hours on weekends and holidays. After business hours, persons with card swipe access may enter but must make sure the door closes behind them.
Building Alarm
If an exterior door is propped open during alarmed hours, the alarm will be activated and the police will be notified. Stay calm and do not leave the area. The alarm cannot be disengaged onsite. Wait for the police to arrive and show your FSU card and explain what happened.
Card Access
The Dunlap Success Center will be accessible through swipe card access using the FSU card. Swipe card access points are located at each of the entrances to the building. Each Partner Student Organization Program member that has space in the Center for Leadership & Social Change’sstudent organization space may have the members of their Executive Board approved for swipe card access to the building. Program members’ swipe cards will provide access from 8:00am – 11:00pm daily, except on federal holidays or when the university is closed for Thanksgiving and winter break. Once Building Orientation has be completed, access availability begins one week prior to the beginning of classes in the summer and ends one week after finals in the spring or upon request.
Swipe card access will provide entry into the building at both exterior entrances and intoall programming rooms and conference rooms within the Center for Leadership & Social Change.
Planning Programs during Non-Business Hours
It is recommended that programs held in the Dunlap Success Center during non-business hours designate a greeter to wait at the main entrance for 15 minutes preceding the program and 5 to 10 minutes after the program has begun to open the door for attendees. After that time, the greeter should position the weasel (lobby sign) so that it is visible from the outside; sign information should include program name, event, room number and a contact name and phone number for those needing late entry to the building. Keeping the building locked and providing individual entry for participants outside of normal operating hours is important for the safety and security of staff and students.
In the Center for Global and Multicultural Engagement, Event Staff work after hours to help with all your needs once a reservation is made. They are located in suite 1200.
Interior Swipe Doors
Interior doors can be accessed after regular business hours by using your FSU card except room 1103 (Rosenbloom conference room), which requires a key. This door should be closed and locked after usage.
Program and Conference Rooms
The following information pertains to all shared spaces including program rooms (1006, 2201, 2202, and 2208) and conference rooms (2001 and 2002). For information regarding room capacities and arrangements, see appendix.
Approved Use of Space
There are several common areas in the Dunlap Success Center that are available for reservation by the Career Center, the Center for Leadership & Social Change, the Center’s student residents, and student groups officially advised by a full-time staff member who is employed by either department.
Individual staff may decide to what degree they are present while the registered student organization they advise is utilizing the building; however if the staff member is not planning to be present, a member of the organization must complete building orientation and training in order to utilize the equipment provided in program and conference rooms.
Reservations
Dunlap Success Center
The Dunlap Success Center utilizes EMS Lite, a room scheduling software designed to manage the meetings and events that take place in a facility, as well as allowing for scheduling of equipment, vehicles, and other miscellaneous items (i.e. catering refrigerator, banners). Partner Student Organization membersare able to schedule space using EMS by emailing the Reservations Coordinator, Linnea . There should be one designated representative fromeach organization that contacts the Reservation Coordinator throughout the year. Rooms may be reserved as early as the beginning of each semester (i.e. August for fall reservations and January for spring reservations). In the event two parties wish to use the same space at the same time, groups may be moved into another appropriate space, if available, based on the size and needs of the group. If space is not available, the space will be assigned to the organization that reserved the space first.
Center for Global and Multicultural Affairs
To reserve space in the Center for Global & Multicultural Affairs please visit Partner Student Organizations are allowed 12 reservations at the Center for Global & Multicultural Engagement per semester; 8 program room uses, 2 auditorium uses, and 2 dining room uses. All details about room setup, equipment, and food and beverage policies are available on the website listed above.
Room Setup
All rooms in the Dunlap Success Center have a default furniture arrangement. Staff and students may rearrange the furniture according to program needs. The group is responsible for arranging the furniture according to the default setup upon completion of their program. It is expected that after use, all materials will be removed, tables will be wiped clean if necessary, and trash should be removed if there is excess. Please refer to program checklist located near the console in program rooms and on the buffet in conference rooms for more details.
Displaying Items in Program and Conference Rooms
The walls in shared program rooms 1006, 2201 and 2202 are tackable. Pushpins are acceptable to use for displaying items. The conference rooms have tackable boards. No tape or staples should be used to display materials on painted surfaces.
In the Center for Global & Multicultural Engagement only the wall in the auditorium are tackable. All conference rooms have areas to display items.
Food and Beverage
When planning a meeting or an event that includes food and beverage, please try to minimize spills and messes. Water and clear or light colored liquids (lemonade and Sprite) are preferred in the rooms. Programs that utilize large coolers to serve beverages should plan to prevent beverages from dripping onto the carpet by placing a drop cloth or bucket below the spout. Suggestion: when ordering from Aramark, please request cups with lids. There are appropriate cleaning materials, including towels for sopping up excess liquid and a spray bottle of water, accessible in each program and conference space for cleaning up messes.
In the Center for Global & Multicultural Engagement food can be located in the auditorium and the dining room, which are the only two catering spaces. For the programming rooms, snacks may be allowed in the counter spaces outside of the rooms. Custodial leaves by Friday afternoon, so from Friday evening until Monday morning all food must be thrown into the dumpster.
Equipment
All users will be required to attend training(s) in order to utilize the equipment that is available in each of the program and conference rooms in the Dunlap Success Center.
All program rooms and conference rooms are equipped to make presentations and meetings easy to setup and conduct. All rooms are equipped with the capacity for projection onto a screen using a laptop. Note: Mac laptops require an adapter to utilize this feature and are not provided. Rooms allow users to connect to a projector via laptop, with the exception of conference room 2001, which is equipped to connect a laptop directly to a plasma screen.
In the Center for Global & Multicultural Engagement there are no laptops or computers in any of the reservable spaces. Once a reservation is made, collect the program box from suite 1200 which contains all technical equipment for that space. Turn on and off the projectors through the remote control located in the program box only.
Equipment
Training
Building Orientation for the Partner Student Organizations will train them basic usage of the program rooms within DSSC. For problems beyond average usage the Technology Coordinator for the Career Center will be assisting with equipment in the common spaces. The Center for Leadership & Social Change’s Partner Student Organization Members will adhere to the same training policies as staff. Groups should not use equipment for which they have not been trained.
In the Center for Global & Multicultural Engagement only Event Staff works with all Audio/Visual equipment.
Staff Break Room and Kitchenettes
Use of Kitchenettes
The staff break room is for use by staff only. Students may use the smaller departmental kitchenettes; however no food items may be left in the refrigerator overnight and no large or bulky lunchboxes or containers may be placed in the refrigerator. The Center for Leadership & Social Change is located in 1100D and 2203H.
In the Center for Global & Multicultural Engagement has a kitchen/dining room that is reservable for large events.
Cleanliness
Because this space is shared by many people, it is very important that all people using the kitchenette clean up after themselves. This includes putting away food and drinks, washing dishes, and wiping down countertops. Also, the sink in the staff break room is the ONLY sink with a garbage disposal. Food should not be disposed of in other sinks.
Reserving the Kitchen/Catering Use
If a student group needs to use the kitchen for a special event or catering function, the staff break room kitchen can be reserved by an Executive Board member using EMS Lite (defined above). Reservations must be made at least two week in advance and online Sanitation training must be completed before event.
Student Organizations Room Policies and Procedures
Student Organization Room
Offices
The Partner Student Organization office space is to be used by FSU recognized student organizations whose primary focus is service, leadership development, advocacy, political participation or identity development. A group is eligible to participate in the Partner Student Organization if the group is officially recognized by the university or is a program of the Center for Leadership & Social Change. The office space is for use by registered Florida State University students. In addition to ashareddeskand storage space, groups are provided with a small common space which includes two mobile tables and chairs which in each organizational space.
Office space is to be utilized for business purposes only. This could include, but is not limited to: conducting office hours, using the computer, making telephone calls, and conducting small business meetings.
In order to maintain an atmosphere of cooperation and community, individuals and groups are expected to display attitudes of respect and professionalism at all times.
Displaying Items
No items may be hung or attached to the walls. Tackable, magnetic and other space is available for displaying information. All information displayed should reflect the organization’s mission and should be related to the organization’s work. If items displaying dates are posted, it is the responsibility of the organization to remove it after the event.
Storing Items
In order to maintain an organized and aesthetically pleasing environment, organizations’ supplies should not be left in the common space. Limited storage is available. Materials need to be put away and cleaned up immediately followingevents, or programs. Organizations are expected to keep their desk space appropriately clean and organized at all times.
Damage to Property
Damage to property or equipment will be expected to be repaired and replaced by the responsible party. Damage should be reported within 24 hours to Program Coordinator.
Application Process and Assignment of Space
Definitions of Individual, Shared, and Group Offices
-Shared space is defined as a semi-private workspace with another group who has alternate office hours.
-All groups utilizingorganizational space will need to create a Space Sharing Agreement. It is expected that the Partner Student Organization representative will share the policies and procedures in the agreement with any members utilizing the space.
-Groups in a shared space will agree to set office hours by the fourth week of classes.
Application Process
-The Center will review the assignment of space in the Student Organization roomonce each year.
-Center for Leadership & Social Change staff will oversee the application and selection process. The following criteria will be considered when selecting Partner Student Organization Program participants:
- The extent to which the allocation would promote or maintain a diversity of interest of the student body in relation to a mission of civic education, leadership development, and service to the community.
- The typical level of involvement and frequency of activity of a resident. This would be demonstrated by successful functions (events, programs, meetings) and the resources available to implement future functions.
- The likely extent of effective and efficient use of space, as indicated by current, previous, and planned usage, and systematic or standard operating procedures, including record keeping and adherence to rules governing residents’ operation.
-Groups selected through the application process will be given a three-semester assignment. Applications will be due in the fall semester. Tenants’ will be notified by the beginning of the spring semester and space will be allocated beginning in the summer term. Groups will be able to move in beginning on the first day of the summer semester. Groups will be expected to vacate their offices on the last day of the following spring semester.
-Retention of space is not automatic; however, if a group reapplies and is granted the same space for the following year, they may be exempted from vacating their workspace.
Communicating with the Center
-Hours of operation should be shared with all organization executive board members who plan to utilize the office space.