Policies

Equipment Use Policy

General Use Policies

1. Students are expected to use all SORC equipment in a responsible & conscientious manner. It is important to use common sense in keeping equipment clean and in good working order so that all students can make use of the equipment.
2. Students are expected to return all SORC equipment in a timely manner or by the stated reservation end date and time. Past Due items directly impact any subsequent reservations by other student organizations.
3. Failure to abide by these general guidelines will result in loss of equipment use privileges for both the student found responsible and the student organizations that student represents.

Canopy Policies

• Limits: No more than 10 canopies may be reserved at a time. RSOs may request more canopies only on the day of the event and will depend on canopy availability.
• Limits: Canopies may be reserved and checked out for a maximum of 5 days.
• Damage: DO NOT drag canopy tops or legs along the ground. Take steps to prevent tears and abrasions to the canvas top and damage to the legs.
• Transport: SORC provides hand trucks to properly transport canopies and other equipment.
• Set-Up/Take-Down: DO NOT use too much force when expanding or contracting canopies. Doing so may cause damage to the canopy legs or trusses. Please tip the canopy to dump out any water that pools in the cover on rainy days. RSOs will be asked to take the canopy back outside if the canopy covers are holding a lot of water
• Tape: DO NOT use tape on any part of the canopies – legs, trusses, or canvas top. Tape and tape residue can interfere with canopy function and is difficult and time-consuming to remove.
• Tape Alternatives: SORC also recommends using twine to attach items to the trusses or legs. Anything used to affix items to the canopies must be removed before returning the canopy to the Resource Center.
• Extreme Weather Conditions: SORC staff will make the final decision when determining that extreme weather conditions prohibit the use of SORC canopies.

Chair Policies

• Limits: No more than 25 chairs may be reserved at a time. RSOs may request more chairs only on the day of the event and will depend on chair availability.
• Limits: Chairs may be reserved and checked out for a maximum of 5 days.
• Damage: DO NOT lean the chairs back off the ground. Misusing the chairs may cause the plastic legs to break.

Table Policies

• Limits: No more than 15 6-ft tables may be reserved at a time. RSOs may request more tables only on the day of the event and will depend on table availability.
• Limits: Tables may be reserved and checked out for a maximum of 5 days.
• Damage: DO NOT drop or drag tables along the ground. Take steps to prevent damage to the legs and table tops.
• Transport: SORC provides hand trucks to properly transport tables and other equipment.
• Tape: DO NOT use tape on any part of the tables – legs, table top/sides. Tape and tape residue can interfere with table functions and is difficult and time consuming to remove.

Overnight and After Hours Reservation Policies

RSOs who wish to schedule equipment pickup outside of operation hours must coordinate this between SORC staff and the HUB Student Building Manager (SBM) at least ONE WEEK prior to the reservation.

RSOs that do not make prior arrangements will NOT be permitted to pick up equipment from the Resource Center outside of operating hours.

1. RSOs must come into the Resource Center to create the reservation. As the event spans outside of operation hours, it must be created by SORC staff.
2. After creating the event, the RSO must reach out the SBM at (206) 543-8191, hub-sbm@uw.edu, or in person and provide the following:
   1. RSO name and contact information
   2. When you will need access to the Resource Center for equipment pickup and/or return (Please note that overnight reservation pick-up/return MUST be during HUB building hours)

HUB Hours:

Monday-Friday: 7:00am – 10:00pm (11:00pm on Friday)

Saturday: 8:00am – 11:00pm

Sunday: Closed

If the HUB front desk is closed, and you have any further questions, please contact the SBM at (206) 499-3229.

Day of Checkout Procedure

1. At the prior specified time of equipment pick-up, contact the SBM for access to the Resource Center.
2. Once inside the Resource Center, please find the reservation Confirmation Page located at the front desk prepared by the Resource Center.
3. Complete the provided form, including equipment itemization and RSO contact information. Sign and date.
4. If taking a cart, please leave your Husky Card at the font desk.
5. Close the door upon leaving the Resource Center.

Storage Cage Policies

The SORC has 4 storage cages available to RSOs for short-term storage. All RSO items must be stored in plastic bins with lids. RSOs must supply their own bin with markings on all four sides; bin size cannot exceed 16″ x 24″ x 18″. RSO items that do not follow storage cage policies may be thrown out at the discretion of RC staff.  

The SORC Storage Cages are not meant for long-term storage or to secure valuable items. Students interested in storing personal items at the HUB should consider renting a HUB Locker.

• Usage: Storage cage use is first-come, first-serve. To utilize the storage cages, an RSO member must sign an agreement form and leave their RSO contact information.
• Honor System: The storage cages are not secured – honor system rules apply
• Shared Space: All storage cages are shared among RSOs that use them
• Size Limits: The storage cages measure 3-feet wide x 3-feet deep x 6-feet tall. Anything larger than the dimensions of the storage cages cannot be stored in the Resource Center.
• Identification: All items must be clearly labeled with an RSO Name and contact info.
• Clean-Outs: Storage cages are cleared out once a year or anytime at the discretion of the RC Manager.
• Notification: RSOs will be notified and are responsible for removing all of their items
• Unclaimed Items: Unclaimed items will be recycled, disposed of, or turned in to the HUB Lost & Found
• Restrictions: Perishable, combustible, or illegal substances, and guns/ammunition are expressly prohibited from being stored in the SORC storage cages
• Penalties: Abuse or misuse of the SORC storage cages may result in loss of privileges for that student or student organization
• Liability: The Resource Center is not responsible for loss of or damage to items in the storage cages. Please DO NOT store valuable or sensitive materials in the SORC cages.

Paint-Drying Policies

Students may hang painted banners to dry in the Paint-Drying Station. There is limited space available to dry painted banners/posters. Any items left for longer than a week will be recycled and disposed of by SORC staff.

Policy Infractions

Students or student organizations found to have violated any SORC policies or guidelines will be subject to the following penalties:

First-Level Infraction: Warning

The student and the corresponding student organization will receive a warning verbally or via email. A First-Level penalty shall expire after one academic quarter, not including summer quarter or breaks, provided no other infractions are committed by that student or other students from the same student organization.

Second-Level Infraction: Loss of Privileges

The student and the corresponding student organization will lose reservation, printing, or storage privileges for the remainder of the academic quarter or a period determined by the SORC Manager. Additionally, the student and/or the student organization may be assessed damage or replacement fees as appropriate. The student and student organization will receive a notice of this infraction via email. A Second-Level penalty shall expire after one academic quarter, not including summer quarter or breaks, provided no other infractions are committed by that student or other students from the same student organization.