Office Space Assignment Committee (OSAC)
Registered Student Organizations (RSOs) exist to enrich both the campus community and a student’s experience at the University. To support student organizations, The Husky Union Building (HUB) allocates space for use by these organizations, allowing them to conduct their affairs in an accessible and central location on campus.
Husky Union Building office space is allocated to officially Registered Student Organizations (RSOs) that meet specified criteria. There is considerable demand for the free student organization office spaces in the HUB. The number of offices that are assigned to student organizations is limited and the demand exceeds the supply. RSOs interested in applying for office space must meet all criteria and deadlines to be considered. When office space is assigned to a group, RSO members must abide by all University and HUB procedures and policies to retain and maintain the office space.
1. Office Space Assignments Committee (OSAC)
The Office Space Assignments Committee (OSAC) reviews applications and assigns office space to registered student organizations on behalf of The HUB. Registered Student Organization (RSO) office space in the HUB is assigned annually. OSAC allocates HUB Office Space to officially registered student organizations that meet specified criteria. OSAC is an advisory committee to the HUB Director with student and staff membership that annually assigns and allocated HUB office space to Registered Student Organizations.
Members shall serve one-year terms. Committee members shall be appointed for an academic year. Representatives shall be chosen according to the constitutions and bylaws of their representative body. The OSAC adviser shall notify constituent student governments of their obligations to elect or appoint OSAC representatives at the beginning of the academic year.
- Voting Members
One representative appointed ASUW Board of Directors
One representative appointed ASUW Senate
One representative appointed GPSS Executive Committee
One HUB Student Employee representative
One Registered Student Organization representative
One Resource Center Student Employee representative
- Non-Voting Members
HUB Staff Representative (ex-offico without a vote)
The OSAC Adviser is a representative from Student Activities Office (ex-officio without a vote)
Officers of OSAC will be elected by the voting membership by the second meeting of the academic year. Officers include:
- The Chair shall lead and facilitate meetings and serve as the primary representative and spokes person for OSAC. The Chair shall schedule and prepare meeting agendas and assist the Vice Chairperson with application preparations for committee reviews and hearings. Upon taking office, the chairperson shall be non-voting unless he/she is casting a committee tie-breaking vote.
- The Vice Chair shall chair meetings if the Chair is absent. The Vice Chair shall develop committee promotional materials to RSO orientations and hearings.
- The Secretary shall take committee minutes, maintain committee records and the website and work closely with SAO regarding Committee documents and records.
- A representative from The Student Activities Office shall serve as the committee adviser. He/she will be present at officer and committee meetings.
4. Meetings and Orientations
- OSAC meetings shall meet on a bi-monthly basis throughout the academic year. OSAC shall use Sturgis as a meeting procedural guide.
- OSAC shall host one (1) office space use orientation session for student organizations annually with the Student Activities Office.
5. Voting Privileges
- A quorum of four voting members of OSAC is necessary to transact business. A valid vote is constituted by a majority of the members in attendance.
- These Bylaws may be amended or repealed during any regular meeting by an affirmative vote. The proposed amendment must be made in writing at the previous business meeting to allow for appropriate review and discussion. After the OSAC vote, the recommendation must be forwarded to the HUB Director for final approval and will go into effect immediately.
6. Application Reviews
Organizations must submit an application to OSAC annually for the upcoming calendar year. Organizations representing a wide-range of interests on campus will be given preference. The HUB provides 47 shared office spaces, OSAC allocates 43 spaces and the HUB allocates four spaces. Student organizations submit their applications for HUB office space to the Student Activities Office for OSAC review.
7. Office Space Application Priorities
Organizations representing a wide-range of interests on campus will be given preference. In reviewing the applications, OSAC priority is given to groups who can demonstrate:
- Involvement in campus-wide events during the previous and current academic year
- Expected level of programming for the next academic year
- Type/amount of work expected to occur
- Ability to share space with other groups
- Willingness to maintain office hours and/or provide service to the student body
- Lacks of other designated space on campus
- Past use of the workspace
- The RSO must currently registered with the Student Activities Office
- The RSO must meet all financial obligations and be in good standing with the University of Washington
- The RSO be registered for at least two consecutive academic years to be at the time the application is submitted for review
- The applying student organization shall submit a completed office space application by the established deadline
- Other factors that are deemed appropriate
8. Hearing Procedures
Hearings will only be scheduled for RSOs that have submitted a completed application by the designated deadline. OSAC will determine the criteria for hearings. The hearing dates and schedule will be made available to applicants via email and be posted in the Student Activities Office.
9. Maintain Good Standing
If an RSO fails to maintain their registration or good standing status OSAC will contact the RSO for review. The RSO will be given a one-week grace period from the date of contact (via email) to satisfy all requirements. If the RSO does not successfully complete the required actions, the RSO may loose its access and rights to the space.
- Registered Student Organizations are responsible for their members’ and guests’ behavior in the sub-basement common areas as well as the assigned office space.
- RSO office space is to be used only for organizational purposes of the group. The office may not be used for commercial enterprises.
- RSOs must register annually to retain office space.
- A current officer of the RSO, as listed on the online registration form, must sign and abide by the terms and conditions set forth in the HUB Office Space Use Agreement.
- Office space is not transferable by one RSO to another RSO.
Office space may not be shared with other RSOs without official approval from OSAC.
10. Types of HUB Space Available
The number of offices that are assigned to student organizations is limited and the demand exceeds the supply. In most offices, more than one student organization is assigned to space. All office spaces are assigned one no more than two consecutive academic years, after each one or two year term, an RSO must reapply. OSAC allocates 43 spaces and the HUB allocated four spaces. OSAC will determine new and renewal assignments.
- Fifty-percent of the spaces are allocated on even years and fifty-percent are allocated on odd years by OSAC.
- The timeline for review and announcement of space assignments during the initial decision-making process, the OSAC may request further information to clarify or supplement an application. Decisions will be emailed to the principal members listed on the space application.
11. Annual Timelines
OSAC annual timelines include the following:
- November 1 – Applications for space made available
- November 10 – Applications due
- November 13 - OSAC reviews applications and assigns space
- November 13 – Wait List is activated for the academic year
- December 10 - RSOs notified and Office Space Agreements and Access forms signed and return to SAO
- December 14 – Move-out date for non-returning RSOs
(Please note: office access codes will expire by 6 p.m.)
- December 18 - RSO may begin Move into the office space
12. Appealing OSAC Recommendations
RSOs who wish to appeal office space assignment decisions by OSAC may do so in writing and submit an appeal to the OSAC at the Student Activities Office. OSAC will process the appeals and final decisions will be made by the first Friday in December. OSAC will vote on recommendations to be referred an appeal to The HUB Advisory Board, and the HUB Director, which is the final authority for appeal decisions referrals from OSAC.
13. Application Criteria
The applying student organization shall have status as a Registered Student Organization at the University of Washington for at least two consecutive academic years to be eligible for an office space.
- Applications are only valid from student organizations that are currently registered with the Student Activities Office at the time of applying.
- The applying organization must meet all financial obligations and be in good standing with the University of Washington.
- All applications will be considered at the discretion of the OSAC.
- Applications do not guarantee space assignment.
- Office space allocations will be communicated to all applicants upon completion of the review process.
- Application is for office space occupancy during the winter, spring, summer and fall quarters.
- The applying student organization shall submit a completed office space application by the established deadline.
- The applying organization must meet all financial obligations and be in good standing with the University of Washington.
14. Allocating Space and Hearing Procedures
Hearings will only be scheduled for RSOs that have submitted a completed application by the designated deadline. OSAC will determine the criteria for hearings. The hearing dates and schedule will be made available to applicant via email and be posted in the Student Activities Office.
15. Assignment Process
Office space applications are available the first week of fall quarter for assignments beginning winter quarter. The application deadline is the last Friday of October at 5 p.m. Contact the Student Activities Office for appropriate forms and dates in HUB 232, 206-543-2380. Assignments are completed during fall quarter and are announced on the second Monday of November.
16. Use Conditions
- To maintain continued use of office space, student organizations must adhere to applicable state and university regulations and building use policies, including but not limited to those specified in this handbook. The organization must maintain registered status in good standing. The organization must be willing to share office space with any other registered student organization approved for office space in the Student Union. A group may choose to forfeit their office space and can reapply the next year. The organization must comply with all items in The HUB Office Space Agreement.
- Registered student organizations and their members are expected to be courteous and respectful to their office mates, neighboring office in the subbasement, to building managers, custodians and all guests.
- Registered student organizations are responsible for the behavior and actions of their members and guests in the office suite and office at all times.
17. Use Limitations
- HUB office space is intended for the support of extracurricular student activities. Student organization offices cannot be used for:
- Sales or commercial activity
- Partisan political activity
- Direct support of academic programs
- Storing equipment that disrupts movement or use by shared RSO office holders.
Please Note: If an RSO’s primary use of their office is for storage, they will forfeit their office space privileges.
- Activities of non-students (individuals or affiliated groups).
- The office space is to be used only for organizational purposes of the group.
- Current officers of the organization, as listed on the online registration form, must sign and abide by the terms and conditions outlined in the HUB Office Space Use Agreement submitted to SAO.
- Office space is not transferable by an RSO to another RSO.
- Office space may not be shared with other RSOs without official approval from OSAC.
18. Term Limits
Space allocated for a one or two calendar year terms. Terms begin in January and end in December. Organizations must reapply to renew space at the end of their term. An RSO is eligible to apply for a two-year term if they have been registered with the Student Activities Office for five years. An RSO is eligible to apply for a one-year term if they have been registered with the Student Activities Office for one academic year.
19. Move-In Expectations
Once granted office space, the RSO must adhere to all policies established for the space. Failure to adhere to the rules or to comply with the Office Space Agreement, University or Student Activities Office polices may result in temporary or permanent loss of space by OSAC. RSO officers and members are responsible for upholding the Office Space Agreement and all related policies and procedures. Access to the office begins on the last day of Fall Quarter, after the RSO has attended an office use orientation with SAO.
20. Move-Out Expectations
Departing RSOs will move-out by the last Day of Winter quarter. Departing RSOs must clean their office space, pack and remove their belongings by the last day of winter quarter. Materials not removed will be discarded and the RSO may be invoiced for cleaning. A representative from the RSO should set up a departure inspection with SAO to avoid being invoiced for moving and cleaning expenses. OSAC reserves the right to dispose of any items left behind by non-returning organizations.
21. RSO Returning or Assigned New Space
RSOs assigned to a new office space must follow the steps outlined in their signed Office Space Agreement, Office Access Form, office orientation materials and official email notifications from OSAC and SAO.
22. Office Access
- Each student organization space has a card access system that will be maintained by the HUB Administration and the Student Activities Office. Access is through the magnetic strip on your UW Husky Card.
- To gain access to the office an officer of the student organization must complete an RSO Office Access Request Form and submit a photocopy of the requesting officers current UW Husky Card. Each RSO will be granted up to five (5) officers or members access ability.
- Card access for student organization space will be removed at the end of the term of occupancy for all officers and members from an RSO assigned to an office.
- Card access will be granted when the beginning of occupancy term procedures are complete.
- The HUB RSO Office Request Form can be obtain from SAO or downloaded from the Student Activities Office website, a hard copy of form/photos must be signed and are returned to SAO in person to be processed. RSOs will receive an email notification by SAO when approved for access.
- Misuse of access will result in loss of access privileges and possible loss of office space and/or financial penalties. If an ID card is lost or fails to work it’s the officer’s responsibility to report this information to SAO immediately. Lost card incidents will be reported to SAO for a review of access privileges. SAO may refer office access issues by an RSO to the OSAC for review.
23. Unauthorized Access
Offices must be vacated when the building closes. No one may remain in offices after closing. Please note: After two unauthorized access warnings, the RSO will be referred to OSAC for review and may face sanctions. Sanctions include fines, community service, or loss of office space privileges. RSOs will be required to meet with an SAO Adviser immediately following a warning.
24. Office Space Furnishings and Use
The HUB will provide basic office furnishings for each organization. Organizations may not make physical changes to the assigned office space (walls, doors, ceiling, floor, locks, etc.). Organizations will be held financially responsible for any damage made to HUB property and/or damage to the allocated office space. Normal wear and tear is expected. In cases where spaces are shared, all organizations occupying that space shall be assessed repair or replacement costs equally, unless the specific source of the damage can be identified.
25. Meeting Space
Office spaces are not to be used for organizational meetings. Other spaces designed for that purpose might be scheduled with HUB Reservations,
26. Safety and Security
- RSO are expected to follow all posted safety and security regulations regarding their assigned office space.
- All doors and windows must be locked when the office is not occupied.
- Offices must be evacuated during all fire alarms. Violators are subject to immediate loss of office and citation by police.
- Extension cord use is completely prohibited in accordance with the fire code.
- Flammable or combustible liquids and other hazardous materials as defined in the University of Washington Operations Manual D12.1 are prohibited.
27. Maintenance of Offices
- RSOs are responsible for keeping their office clean and removing all food on a daily basis. Food trays, dishes, etc. must be returned to the Husky Den. Do not leave dishes or place trays on the counter in the subbasement. Custodial services are provided by the HUB staff to empty trash, recycle paper (if in inappropriately marked box) and sweep floors, but students are responsible for other cleaning, including disposing of large items.
- No painting of offices.
- Taping materials to walls, woodwork or other building surfaces is strictly prohibited. When removed, tape damages paint and cause surface deterioration.
- Groups will be assessed fees for damage to offices. The HUB Custodial Manager and Associate Director will determine assessment of damage and appropriate fees.
- Nails, tacks and staples are not permitted for general use on building surfaces. Tacks and staples may only be used on surfaces approved for posting.
28. Small Appliance Use
The Husky Union Building (HUB) makes office space available to student organizations. While recognizing the needs of the organizations to conduct necessary business, the must place some restriction on the use of small appliances. The following restrictions are necessary to protect users from potential health and safety hazards as well as regulate the amount of power demands on current circuits.
29. Environmental Health and Safety
- Environmental Health and Safety regulations restrict on-site food preparation to those areas meeting sanitation and ventilation standards. Use of the following appliances (including but not limited to) is prohibited: frying pans, hotplates, slow cookers, toaster ovens, etc. Use of restrooms to prepare food in any manner is not allowed and is violation of sanitation standards.
- Refrigeration equipment is restricted to units of no more than six cubic feet. Stand-alone freezers are prohibited
- Approved food-related appliances, such as microwaves and electric coffee pots must be plugged directly into outlets. Equipment must be UL/CSA rated and approved. Extension cord use is strictly prohibited in accordance with the Uniform Fire Code.
- The Department of Environmental Health and Safety to ensure compliance with minimum microwave leakage standards must inspect all microwaves before installation and inspect these same microwaves annually.
- Appliances must be maintained and kept clean at all times. Accumulations of food remnants, liquid spills, or improper sanitation will be grounds for removal of the appliance.
- If electrical or health and sanitation related problems arise; facility management may restrict power use to nonfood and beverage equipment. Other options may be available if electrical problems arise. Please consult appropriate facility personnel as noted under procedures.
- Organizations with office space in the HUB must supply a list of all appliances and electronics in their offices at the beginning of each quarter. Lists must be submitted by Friday, 5 p.m. of the second week of each quarter.
- Facility staff to insure compliance may conduct periodic inspections of office space.
- Failure to comply with any of this policy will result in revocation of office space.
- Please note: Appliance misuse and EHS warnings are subject to OSAC review. See the SAO Office Space Use section on the SAO Website: http://depts.washington.edu/sao/ or contact your SAO adviser at 206-543-2380.
30. Switching Offices
Groups wishing to change office space must submit a request in writing to the Student Activities Office. The request must contain statements of agreement from all groups affected by the change. OSAC will review the request.
31. Waiting List
OSAC will review and assign offices should they become available between October and June of each academic year. As office space becomes available during the year, RSOs on the current year waiting list are offered space based on their position on the list. To be eligible, groups must have submitted Wait List Request; they must meet eligibility criteria for an office and be currently registered with and in good standing with SAO. The waiting list for the 2012-13 academic year begins on October 1 and ends June 15, 2013.