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.
Officers of OSAC will be elected by the voting membership by the second meeting of the academic year. Officers include:
4. Meetings and Orientations
5. Voting Privileges
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:
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.
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.
11. Annual Timelines
OSAC annual timelines include the following:
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.
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
17. Use Limitations
- 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.
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
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 Event Services,
26. Safety and Security
27. Maintenance of Offices
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
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 an academic year begins on October 1 and ends June 15.