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Student Center Use Policies and Procedures

About This Policy

Responsible Office
Student Development Campus Life

The following information is provided by the Office of the Student Center:

Decorating Policy

Decorating the Student Center facilities can take place under the following conditions:

  1. Proper approvals are to be obtained from the Scheduling Office, 973-655-4411, in the Student Center.
  2. In accordance with contract regulations, organizations will leave room in original, good condition and will clean up all decorations at conclusion of event.
  3. The Organization will comply with all safety and fire regulations in effect at the time of the program.

Guidelines to Follow:

  1. No candle burning.
  2. No decorations are to be hung or draped from lights and electrical fixtures.
  3. Exit signs must not be obstructed in any fashion.
  4. Spotlights, smoke machines or strobes may not be used without special permission from the Director of the Student Center.
  5. Nails, tacks, tape or glue may not be used on any surface of the Student Center.
  6. Where use of twine or rope is approved, all decorations on wall, floor and ceiling must be secure so as not to create a hazardous or dangerous situation.
  7. Chairs and furniture must not be used for decorating purposes.
  8. All decorations (i.e., balloons etc.) must be removed from room at conclusion of the event.
  9. All decorating will be monitored, inspected and subjected to approval for safety purposes by Student Center staff.

If you have any questions or special requests, please contact the Office of the Student Center ten days prior to the event. Any infraction of the above may result in further administrative action or additional fees charged to the organization.

Emergency Procedure

All emergencies, including medical emergencies, must be reported to the University Police Department at 973-655-5222.

During a fire alarm or other emergency, please exit quickly and orderly through the nearest exit. All exits are clearly marked and emergency lighting is provided. Move away from the building and surrounding areas. Do not use elevators. Cooperate with University Police and Building Staff.

To report non-emergency issues/problems related to the Student Center, please call the office at 973-655-7548 during regular business hours and 973-655-7546 in the evenings and on weekends.

Keys and Lockouts

Keys for Student Offices are distributed and managed by the SGA. Keys to administrative offices are distributed and managed by the Associate Dean for Student Life.

Key requests for student organization offices must be forwarded to the SGA Vice President. Key requests for administrative offices must be forwarded to the Associate Director for Student Life after appropriate approval of respective supervisor. All requests will be processed within seven working days.

Regarding lockouts, all persons who need to have admittance to an area will have a key. Therefore, it is not Student Center policy to admit persons locked out of an office. Student groups must contact the Student Government Association; they have keys to all student organization offices.

Food Policy

Potluck Meals

Potluck meals, which reflect the special talent or culinary needs or interests of particular campus organizations, are an enjoyable amenity of the campus community. However, it is necessary to recognize that such occasions might involve risks for the University. Therefore, it is important to ensure that such organizations take proper responsibility for following procedures which protect University facilities and, most importantly, the health and safety of participants.

Proper planning is essential for the success of this type of programming. Any group applying for permission to have a potluck meal must meet the following conditions:

  1. The group must be a recognized campus organization (Student or Faculty/Staff). Outside organizations are not permitted to schedule potluck events.
  2. The menu must consist of special dishes prepared at home.
  3. The use of outside caterers is not permitted. The group must provide all necessary equipment. Campus food service equipment may not be used.
  4. The group must avoid the overuse of electrical equipment. The group is responsible for all cleanup and proper disposal of garbage. If clean up is inadequate, the group may be billed for maintenance at overtime rates.
  5. The faculty advisor (for student organizations) or officer (for other campus organizations) must schedule the activity, sign appropriate forms, and assume responsibility for obtaining a temporary food license from the Township of Little Falls Board of Health and adhere to Chapter 12 of the State Sanitary Code.
  6. The University reserves the right to cancel a function, beforehand or in progress, if violations of policy occur or if the safety of persons or facilities are in any way compromised.

Procedures

  1. Faculty advisors to student groups should contact the Director of Student Activities. Officers of other campus groups and departments should contact the Scheduling Office. Space requests will be evaluated and instructions supplied for obtaining the temporary food license. An approval for Potluck events is required ahead of time.
  2. The organization will be required to provide the Board of Health with a list of names and addresses for all persons preparing food for the event and a list of names and addresses of persons attending the event.

Bake Sales

Bake sales are permitted by campus organizations only. Groups wishing to hold a bake sale must:

  1. Request the sale through the Event Management System (EMS).
  2. Select foods that are generally non-perishable.
  3. Handle foods in a sanitary manner and avoid health hazards.
  4. Bake sales are not permitted in or around the Student Center.
Money Policy

The Building Management staff does not become directly involved in any financial transactions or arrangements. Under no circumstances will staff members accept responsibility for money or deposits.

Organizations that are required to deposit their profits from a function must make prior arrangements with either the SGA, their department, or the Center for Student Involvement prior to the event.

Posting Regulations

The posting of printed literature, posters, placards and banners on campus (except in residence halls) must be approved by the Scheduling Office (located on the fourth floor of the Student Center) or the Center for Student Involvement (Student Center Annex 104). Student organizations should go to the Center for Student Involvement for approvals. The posting of non-University related materials is limited to designated areas. Posting in a residence hall must be approved by the appropriate residence hall director. Department and designated organization boards are maintained by the respective department organization and are not available for general use. The name of the sponsoring department, group, or organization must be printed legibly on all materials. The University encourages sensitivity to all members of our diverse community in postings.

A. Materials may be posted on campus bulletin boards and kiosks only (excluding special purpose bulletin boards specifically designated by campus departments or groups). A bulletin board is defined as a tackable board surrounded on all four sides by a frame. Kiosk panels are designed for tape, not tacks, and are also surrounded by a frame.

B. Tacks and staples are to be used on bulletin boards (no tape or other adhesives). Only removable tape is to be used on kiosks. Items are not to be attached to bulletin board and kiosk frames or surrounding areas.

C. The maximum flyer/poster size for bulletin boards is 17″ x 22″.

D. There is a limit of one flyer/poster per event on each bulletin board or kiosk panel.

E. Posting of flyers/posters/banners is not permitted on windows, window treatments, painted surfaces, walls, furniture, brick, concrete, wood surfaces, buildings, light poles, trees or campus signage.

F. Flyers may not be left on vehicles.

G. Door windows may not be obstructed by postings or other materials except to provide directional and scheduling information.

H. Materials may be posted for a maximum of two weeks from date of approval. The sponsoring party is responsible for removing its postings at the end of the approved period or within 24 hours after the event, whichever comes first.

I. Materials making reference to the use, sale, or distribution of alcohol/drugs will not be approved.

J. Materials not stamped or incorrectly posted will be removed. The posting group may lose future posting privileges, and/or be fined. The Student Government Association maintains posting guidelines in addition to these regulations, so student organizations need to be aware of any additional requirements or penalties.

K. The areas in front of the Student Center and between the Student Center and the Drop In Center are open to recognized student organizations, SGA and Student Activities to display placards. Placards cannot block traffic patterns or be attached to buildings or cause damage to University property.

L. Students are hired to serve as posting monitors. They are responsible for monitoring and removing illegal and inappropriate postings.

M. Chalking on campus is limited to recognized student organizations and is permitted only on paved walkways. Approved locations include the areas in front of the Library, Student Center, Dickson and Residence Halls. Chalking must be done in open areas which are directly washed by rain.

Exceptions for special events and programs may be requested through the Scheduling Office for approval by the Vice President for Student Development and Campus Life. Requests are to include: (1) the reason an exception is requested, (2) the special material to be posted, (3) location(s) desired, and (4) time period.

Usage of Rooms and Facilities

All use of Student Center facilities must be reserved. See Scheduling Space.

The Student Center is equipped to handle meetings, small gatherings and special programs. The Student Center is not conducive to the needs of large concerts or similar activities. Light shows and activities with specific electrical requirements may not be possible.

Users are advised to plan well in advance so they can ask questions and consult with our staff. This way we will avoid disappointments. For the safety of the individuals involved, we ask that you observe the following:

  1. Groups/Organizations are not to change or alter setups. All fire exits, doors and hallways must remain clear of obstructions. Do not move any furniture or equipment without permission from the Student Center staff. Contact the Student Center main office during the daytime and the Program Coordinator in the evening for any problems. Maintenance will not respond to your request without SC Staff approval.
  2. Electrical cords (including sound system) and equipment must meet building and safety codes. Student Center staff can advise you on what is a violation or a hazard (i.e. hanging things from ceilings, loose wires). Any group wishing to bring their own equipment must stipulate such in the contract with Scheduling Office.
  3. Each room has a maximum capacity for safe use. Student Center staff will advise you as to the specific numbers for each room. (Please see the Reservable Spaces and Specs)
  4. Decorating of rooms (See Decorating Policy) must be done according to University’s Posting Regulations. All displays must come down at the conclusion of the event. Tables and chairs must not be used for standing on. Nothing may be nailed, pasted or leaned on the windows, doors or walls. Bulletin boards, easels and ladders can be provided upon request.
  5. For health and safety reasons, some areas may not be accessible during scheduled extermination.
  6. The Daily Activity Schedule sheet provided by the Scheduling Office lists start and adjournment times of events
  7. Extensions on hours of operation or programs must be worked out ahead of time (during the room reservation process). We require at least a month’s notice to consider an extension of hours request. Impromptu or last-minute requests are at the discretion of SC staff and may be denied, especially if they involve the program ending and/or building closing time.
  8. All deliveries/pick-ups are to be made at the loading dock. No motor vehicles of any kind are to be driven across the Student Center Mall tile, patio, or grounds surrounding the Student Center.
  9. It is the Student Center policy that all rooms not in use are to remain locked.
  10. If an event results in damage to the facility (to include room, corridors and lavatories) or the need for excessive clean up by Student Center staff, additional fees may be charged to the sponsoring organization to cover the costs of repairs or cleaning. Scheduling privileges may be suspended.
  11. Public areas of the Student Center are not usually available for scheduling and may not be used by any organized group for meetings or other group activities without specific prior approval by the Scheduling Office.
  12. Food and beverages for a meeting or an event (See Food Policy) may not be brought into the Student Center without prior written approval.
  13. All operations schedules are subject to change according to the Student Center and Daily Activities schedule. Closing procedure begins one half-hour prior to announced closing hours. No groups or persons may remain in the building after closing.
  14. Student Center security regulations necessitate that all doors with windows remain clear for external viewing during building patrols, and for emergency egress purposes.
  15. Bicycles, skateboarding, rollerblading or ball playing are not permitted in the Student Center and Annex.
  16. The loading dock parking area may be used only for the unloading and loading purposes of approved and contracted activity. Short-term metered parking is available behind the Student Center.
  17. Regarding lockouts, all persons who need to have admittance to an area will have a key. Therefore, it is not Student Center policy to admit persons locked out of an office. Student groups must contact the Student Government Association; they have keys to all student organization offices.
  18. Painting and construction (e.g. use of power tools) are governed by certain safety codes. For specific details and permission, contact the Director of the Student Center.
  19. Montclair State University does not encourage the use of alcoholic beverages by students. Hence, the Student Center observes a no alcohol policy for events scheduled by students.
  20. The organization is responsible for the return and good condition of all property reserved through the Student Center contract. The user must comply with all regulations of the University and the laws of the State of New Jersey. Service charges are subject to change due to unforeseen circumstances or changes in the program.
  21. Any group scheduling space in the Student Center is expected to leave the facility in the same condition it was found. This is to include responsibility for surface cleaning after the event, removal of trash items, decorations, signs, advertisements, bottles, etc. from the room scheduled and from the hallway or other parts of the building which may be affected. Trash cans will be provided.

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