Office Use Guidelines and Information
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Welcome to the Stamp Student Union Involvement Suite and South Campus Dining Hall Offices:

Telephones:

• Each office has a telephone with campus and local access.
• We do not offer long-distance service due to the difficulty in monitoring personal use and billing. Long-distance access is available through the use of calling cards.
• Student organizations that share offices will also share a telephone in each office.
• Please take and leave messages for the groups that you share an office with.
• Information will be forthcoming from IT about setting up voice mailboxes.

Computers:

• The student organization offices are covered by the Stamp Student Union’s wireless network.
• Groups are responsible for providing and maintaining their own computers

Fax Service and Copy Service:

• Fax services are available for a nominal charge through Mail Boxes, Etc.
• Copier Services are available for a nominal charge through Mail Boxes, Etc., Design Services and the Copy Center (funded through your SGA budget).

Furniture:

• Each group has been assigned a space that is furnished with a desk, desk chair, file/storage drawers and side chairs.
• Please do not bring in outside furniture such as couches, sofas, futons, etc.
• Please do not move furniture from public spaces into offices. (i.e lounge chairs, food court furniture, etc.)
• If you need additional furniture such as filing or storage cabinets, please contact Steve Gnadt, Associate Director at x48490 or sgnadt@umd.edu. The Stamp Student Union will try to make arrangements for additional storage cabinets as space permits.

Office Access:

• The President of each student organization will be issues an office key for their convenience for the academic school year. This key must be returned by the end of the spring semester or your organization will be billed accordingly for a lock change and new key distribution.
• The President of each student organization will provide a list of other student organization members who are authorized to have access to the organization’s office. Members on the authorized key list must be listed on the organization’s STARS members list. The list of members who can check out the key should be turned into the Information Desk located on the first floor of the Stamp Student Union.
• Each member who is on the key list will be required to show a current valid University of Maryland student ID at the Information Desk to check out an office key. All keys must be returned to the Information Desk by prior to the closing of the building on the date of the key checkout.
• Access to offices is only available during the hours that the Stamp Student Union is open. Student will not be allowed to stay in office spaces after the building is closed.

Health and Safety:

• The building’s ventilation system and State of Maryland Fire Code do not allow for the use of cooking appliances such as microwaves, toaster ovens, hot plates or mini-refrigerators in the offices. Microwaves are available for your convenience and are located past the food court next to the vending machines.
• The Stamp Student Union is environmentally sensitive and does not use chemical treatments for pest control. The offices are located near the food court area, therefore we ask that you do not store food items that would attract mice or bugs. If perishable food items are seen stored in the office, you will be asked to remove the items immediately.
• Boxes are not to be stored/stacked above 3 feet tall because they prevent the sprinkler systems from working properly in case of an emergency.
• Please understand that your office is not to be used as a storage space for items throughout the year. Storage units can be funded through your SGA budgets if necessary.

Building Services:

• Trash will be picked up from each office on a daily basis.
• Paper recycling will be picked up from each office each Wednesday
• Offices will be vacuumed at least once a week.
• Please contact Lillian Ellis, Building Services Supervisor at x48480 if you need additional cleaning services. We would appreciate notification if you have spilled something on the carpet that needs immediate attention.
• Plastic bottles, cans and glass bottles should be placed in the larger recycling units located near the conference rooms.
• Should you have any other housekeeping or maintenance needs, please contact the Information Desk at x43375.
• Mailboxes are provided to each organization with an office when requested. Please contact Lisa Carney at x48578 to get assigned a mailbox for your organization.

Wall Decorations:

• Each group will be given a combination bulletin board/ dry erase marker board for their use in the office.
• Posters can be mounted on the walls using pushpins of poster gum. Please do not use adhesive products such as duct tape or masking tape since that will damage the paint.
• We will provide you with ceiling clips if you need to hang a banner from the ceiling grid.
• Windows to offices are not to be covered.

Use of Conference Rooms:

• Each group is allowed two organizational meetings per week at no cost in any of the Stamp Student Union general meeting rooms. These rooms can be reserved through the Campus Reservations Office located in Room 1133 or by calling x48488.
• There are two small meeting rooms located in the Student Involvement Suite. Use of these rooms can be scheduled through the Student Organization Resource Center in Room 0209T.

Your Commitment:

• As agreed when each group applied for an office space, you are required to host five (5) office hours per week. Members of the Union Advisory Board will be checking in on the office hours to make sure that groups are following through with this commitment. If groups are not in their office for their assigned office hours, members from the Board will initiate a third offense action plan described later. Please turn in the following office hour sheet completed to Marie Jenkins in the Administrative offices on the third floor.
• Please keep this copy of guidelines and information for your reference and turn in the following signed agreement form to the Information Desk located on the first floor of the Stamp Student Union.
• It is the presidents’ duty to ensure that all guidelines are followed and that all members of the organization are following these guidelines as well.