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.
4. UUF (Use of University Facilities) approval is required for any outdoor events with amplification. (Note – amplification includes small Bluetooth speakers). Please note Resource Center does not reserve voice amplification equipment, bullhorns, speakers.

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.

3D Printing Acceptable Use Policy

Purpose

The HUB Resource Center provides 3D printing services to support the educational, research, service, leadership, and creative activities of University of Washington Registered Student Organizations (RSOs. The Resource Center promotes responsible use of university resources while maintaining a safe learning environment consistent with university policies and applicable laws.

Scope

This policy applies to all 3D printing equipment, services, or materials provided by the Resource Center.

Acceptable Uses

3D printing services are intended for

RSO programs-events,

All print requests must comply with University of Washington policies, the Student Conduct Code, applicable federal, state, and local laws, and HUB Building Access and Use Policies.

Prohibited Items

The Resource Center will not print, scan, modify, or assist in the production of any item whose primary purpose is to function as or contribute to:

• Firearms of any type, including fully assembled firearms.
• Ghost guns or untraceable firearms.
• Firearm frames or receivers.
• Firearm components or accessories are designed to create, complete, modify, or increase the capability of a firearm.
• Ammunition, magazines, suppressor components, or ammunition-loading devices.
• Knives, brass knuckles, or other weapons intended to cause bodily harm.
• Replica weapons intended to intimidate or threaten others.
• Explosive devices or components.
• Detonation devices or triggering mechanisms.
• Incendiary devices.
• Components intended for destructive devices.
• Any object designed to facilitate the manufacture or use of explosives.
• Creates a safety or security risk.
• Violates University policy or the Student Conduct Code.
• Violates federal, state, or local law.
• Infringes upon intellectual property or copyright.
• Is intended for illegal activity.
• Is determined by Resource Center staff to present an unreasonable risk to people, property, or University operations.

Review of Print Requests

All print requests are subject to review before printing.

Resource Center staff may:

• Review digital files and print descriptions.
• Request additional information regarding the intended educational or organizational purpose.
• Decline, cancel, or stop any print job that violates this policy.
• Refuse service when the intended use cannot be reasonably verified.

Approval of a print request does not constitute University endorsement of the design or intended use.

User Responsibilities

• Have permission to reproduce the design.
• Will use the printed object only for lawful purposes.
• Understand and agree to comply with all University policies.
• Accept responsibility for the intended use of the printed item.

Violations

Failure to comply with this policy may result in one or more of the following:

• Written warning
• Cancellation of the print request

Second Violation

• Suspension of 3D printing privileges for one academic quarter

Notification to the sponsoring RSO advisor or appropriate University office, when applicable

Serious Violations the Resource Center may immediately suspend access and refer the matter to the appropriate University office for review under applicable University policies. Where required by law or when there is a credible threat to health or safety, incidents may also be referred to the University of Washington Police Department or other appropriate authorities. 

Resource Center Authority

The Resource Center reserves the right to deny any print request inconsistent with the mission of the HUB, present a safety or security concern, or otherwise conflicts with university policy, regardless of whether the item is specifically identified in this policy. Use of the Resource Center’s 3D printing services constitutes acceptance of this policy.

Sticker Printer & Sticker Services Policy

Purpose

The Resource Center provides printing and sticker services to support recognized student organizations and their approved activities. These services are a shared resource and must be used responsibly, equitably, and in accordance with Resource Center policies.

This policy establishes eligibility, usage limits, content standards, a a approval procedures, and consequences for misuse.

Eligibility and Permitted Use

Printing services are available to recognized RSOs for University-related activities, including:

• Events and programs
• Recruitment and outreach
• Educational and informational materials
• Approved promotional materials
• Campus initiatives and activities

Personal, commercial, or unrelated materials are not eligible for Resource Center-funded printing.

Printing Limits and Approval Requirements

To ensure equitable access, RSOs must follow established limits.

Sticker Printing

• Up to 50 stickers per week
• Up to 120 stickers per RSO per month

Large-Format Printing

Includes banners, oversized posters, and specialty signage.

• Requires advance approval
• May be limited in size, quantity, or frequency
• May require cost recovery depending on materials or volume
• Digital alternatives may be recommended when appropriate

Content Standards

All printed materials must comply with university policy and applicable law.

The Resource Center will not print materials containing:

• Racial slurs or derogatory language targeting protected groups
• Hate speech or discriminatory content
• Sexually explicit or pornographic material
• Threats, harassment, bullying, or intimidation
• Incitement or promotion of violence or criminal activity
• Defamatory or knowingly false statements about individuals
• Dehumanizing or discriminatory language
• Content promoting prohibited weapons or illegal activity
• Other content violating University policy or law

Profanity

Excessive or gratuitous profanity may be denied. Limited use may be reviewed when part of an approved artistic, educational, or expressive context. Approval does not imply endorsement.

Expressive, Political, and Educational Content

The Resource Center does not endorse RSO messaging.

Content will be evaluated based on policy compliance, safety considerations, and resource limitations—not viewpoint. Legitimate academic, artistic, or educational use of sensitive language may be reviewed on a case-by-case basis.

Intellectual Property

RSOs are responsible for ensuring they have the right to use and reproduce all submitted materials, including images, logos, and designs. The Resource Center may deny requests with potential copyright or trademark concerns.

Resource Conservation

RSOs are expected to use printing resources responsibly by:

• Ordering only what is needed
• Avoiding duplicate or unnecessary reprints
• Proofreading before submission
• Consolidating orders when possible
• Using digital distribution when appropriate

Excessive or wasteful requests may be denied.

Cost Recovery

• Exceed standard limits
• Request large-format or specialty printing
• Submit large or repeated orders
• Use significant materials or resources

All costs will be communicated before production.

Review and Approval

The Resource Center may request additional information before approving printing, including:

• Event purpose and date
• Expected attendance
• Quantity and distribution plan
• File or design specifications

Approval may be required for requests exceeding standard limits.

Misuse of Services

Misuse includes:

• Excessive or unauthorized printing
• Personal or commercial use
• Duplicate or fraudulent orders
• Circumventing limits or policies
• Providing false information
• Use for prohibited activities

Consequences

Violations may result in:

1. Warning (verbal or written)
2. Denial or reduction of requests
3. Temporary suspension of printing privileges
4. Cost reimbursement requirements
5. Referral to University authorities
6. Additional disciplinary action under applicable policies

Repeated or serious violations may result in loss of printing privileges.

Appeals and Questions

RSOs may request review of denied or modified requests through the Resource Center supervisor, student staffers or designated administrator. Questions should be addressed prior to submitting large or complex orders.

Policy Statement

The Resource Center is committed to fair and equitable access to printing resources while supporting student expression and organizational activity. Printing services are a shared resource and must be used responsibly.

The Resource Center reserves the right to modify limits, procedures, and requirements based on resource availability, demand, budget, and operational needs.

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.