Obtaining Office Space, a Locker, a Mailbox, and a Copy Code

The Valparaiso Union provides office space, lockers, and mail slots for recognized student organizations. The Union has six office spaces and twelve lockers. Selection process for these spaces takes place during April. Applications for office space and lockers are available during the Spring Semester (mid-March) for the following year. The Student Space Allocation Committee will review each application and submit their recommendations to Union Board for final approval. Approved organizations will be granted office and/or locker space for the length of the following academic year. Mailboxes are given to recognized student organizations through Student Senate.

The Union Director’s Office provides usage to the Union’s Canon 6035 copier to recognized student organizations. The copier is located on the second level of the Union next to the Union Director’s Office in the room labeled “Work Room.” An organization representative must stop in the Union Director’s Office to request a “copy code.” Charges are calculated per copy. The organization must provide the method of payment - cash, check , or University account number for billing purposes. The organization is responsible for all charges made with their assigned code.

KEY POLICY

Organizations that have been designated office space in the Union can access their offices by checking out keys at the InfoDesk with a valid student ID or drivers license. Each organization that has an office in the Union must supply the Union with an up-to-date key list by submitting the online Key List Update Form. Key lists will only be accepted by the President or Vice resident of each organization.

This list should be only those members that you want to have access to your office key. Please allow up to two business days for key lists or updates to be posted.

After-Hours Access to Offices

On some occasions, it may be necessary for organizations to work in their offices outside the normal operating hours of the Union. As such, the Union Advisory Board has passed the following policies regarding after-hours access to student organization offices:

The Union will decide which keys each organization will have. If there are specific key requests outside of the organizations main office key, please contact the Assistant Union Director. Physical Plant will charge the Senate mainline account for all keys made. A copy of the completed work order will be forwarded to the Student Senate Treasurer for the correct deductions for each organization. A copy of the completed work order will be forwarded to the Student Senate Treasurer for the correct deductions for each organization.

1. Any individual who enters the Union after hours with their own key is required to call VUPD and inform them that they are in the building and when they plan on leaving. It is required that individuals must call VUPD when leaving the building as well.

2. Any individual in a student organization office at the time of closing is required to provide identification to the Union Building Manager. If a key has been checked out at the InfoDesk, it must be returned at this time. No organization member will be allowed to keep a key checked out overnight. The Manager will phone VUPD and inform them who is in the building at that time and staying late. Those people will then be allowed to stay past closing. Individuals must call VUPD when they are leaving the building.

3. Lost keys require replacements of either locks or door cores that be as high as $1000. The Union will automatically bill Student Senate for the replacement or re-coring of the organization office doors. Student Senate will charge the proper organization for the replacement and then the organization itself will be responsible for taking care of that charge in whatever manner it sees fit to repay Student Senate accounts. The organization will not be allowed to charge any individual student more than 50% of the total cost of the bill.

The primary goal of this policy is to establish tighter security and safety. It is necessary that it is known when people are in the building and where they are in case of an emergency. This policy also reduces the number of keys that will be issued. Violations to this policy may result in an organizationís after-hours privileges being revoked. The Union will continuously evaluate the procedure and make changes as necessary.