Student Group Space Allocation Procedure

Applications are now available for student group space in Coffman. To apply, please complete the application and turn in to Lori Smith, suite 500, in Coffman Union by 5pm on Friday, February 22, 2008. To be considered, applications must be typed and submitted on time. Handwritten applications will NOT be accepted.

Download the Space Application

References

References in this procedure to various groups will be as follows:

• University: University of Minnesota
• SUA: Student Unions and Activities
• BOG: Board of Governors
• The Board: SUA Board of Governors
• Policy Committee: SUA BOG Policy Committee

General Criteria for Space Allocation

Allocation of space to student groups will be decided upon based on the following:

1. Office hours and accessibility to students.
2. Programs and events and/or services provided.
3. Utilization of space.
4. The Student Groups Office Space Allocation Procedure (attached).

The following requirements and procedures must be completed in order to gain or retain office space in the union. Any violation of these rules shall be kept on file as they occur and may result in the loss of office space.

1. General Requirements

   1. Groups applying for space must be registered student groups recognized by the Student Activities Office.
   2. Groups must schedule a minimum of 15 office hours Monday through Friday for the Room 226 spaces which range in size from 47 to 194 square feet, and 30 office hours for large office spaces over 500 square feet, in which the office is open to all members of the campus community.
   3. Upon allocation of office space, groups must sign a lease.
   4. Groups must be in compliance with federal, state, municipal, and tax laws, as well as University of Minnesota and Student Unions and Activities policies and procedures.

2. Application Procedures for General Application of Office Space

   1. Application forms will be available in early February and at other times when space is vacant and being filled.
   2. Applications must be TYPED and submitted electronically or in person to 500 Coffman Memorial Union C/O Lori Smith by the specified deadline.

3. Application Procedure for Renewal Application of Office Space

   1. Application forms will be available in early February for groups eligible for renewal and will ask for the following information:
      1. Name of group.
      2. Name of contact person from the group, along with school address, email, and telephone number at which the contact person may be reached.
      3. Equipment needs and office requirements.
   2. Any changes in structure, purpose, scope, size, etc., of operation. This refers to any changes in the information filed with SUA BOG on previous Office Space Applications. (Copies of the last application filed by your group are available by contacting Lori Smith.) The renewal applies only to those groups which have met their minimum office usage expectation for the current year. Groups eligible for renewal will be determined by the SUA BOG Policy Committee. Groups denied renewal and all other groups must follow the General Application procedure.
   3. Continuing groups must comply with the Section I General Requirements outlined in the Student Unions and Activities Student Groups Office Space Allocation Procedure.

4. Application Procedure for Storage Space Allocation

   • Storage space is allocated through the same application process as office space. All storage space applicants who do not receive space will be put on a waitlist in the order that the applications were received. If there is still space available after the specified deadline, space will be given to student groups on a first come, first served basis with priority given to student groups without space elsewhere on or near the University of Minnesota campus.

5. Renewal Decision Process

   1. To maintain office space in Coffman Memorial Union, each group must be registered with the Student Activities Office each year as well as comply with the lease agreement and the space survey requirements. All groups are randomly surveyed to assess usage of the office space. An office space usage survey will be conducted by a Coffman Memorial Union or St. Paul Student Center representative.
      1. The survey will occur over the academic year starting no sooner than the first full week of classes in the Fall Semester through the last day of classes Fall Semester, and resuming no sooner than beginning of classes Spring Semester and concluding by the middle of March.
      2. Spot checks will be made Monday through Friday, 10:00 a.m. – 10:00 p.m.
      3. SUA staff and student employees will conduct space checks.
      4. During a space check, it will only be noted how many people are present. If an office door is closed, the person conducting the space check will knock on the door to check if anyone is inside. Those persons sitting in the cubicles will be asked which group they are representing for purposes of the space check. The results of these space checks will be used in determining if space usage is being maximized.
      5. Office spaces are expected to maintain a minimum traffic count rating of 50% and Rm 226 spaces are expected to maintain a minimum rating of 25%. This means a group member is present 50% or 25% of the times the space is checked.
      6. Student groups who are not meeting the minimum requirements or not meeting expectations during space checks will be notified at the end of the fall semester. These groups will not be considered for renewal unless they can show significant improvement in office usage by the start of the application process. Groups eligible for renewal will be determined by the SUA BOG Policy Committee.
   2. In order to maintain diversity and the chance to apply for space, the SUA Board of Governors should reevaluate the space check requirements every two years.
   3. Any group that is not eligible for renewal must apply or re-apply through the General Application process in order to obtain space in the future.
   4. Those groups who have met the general requirements and criteria will automatically be invited to renew their space for the upcoming year.
   5. Upon review of the applications, the SUA BOG Policy Committee will recommend to The Board which groups should be allocated office space, SOAC space, and/or storage space. The recommendation will contain a “waiting list” of groups which will be used when space becomes available throughout the year. Groups will remain on a waiting list for the remainder of the academic year. If office space becomes available, then these groups will be given first choice, in rank order. If there are no more groups on the waiting list when space opens up, the SUA BOG Policy Committee will decide if another application process is warranted.
   6. To maximize usage of office and SOAC spaces, the SUA BOG Policy Committee has the right to change space assignment as it deems necessary. The Policy Committee, with the approval of The Board, also has the right to accommodate groups requiring special needs.
   7. Appeals regarding the space allocation recommendations shall be presented to the SUA BOG Executive Committee. Appeal requirements are as follows:
      1. Any current resident receiving a reduction in space has the right to appeal.
      2. Any new applicant applying for a type of office space and not receiving any office space has the right to appeal. This does not include groups receiving a smaller office space than they applied for.
      3. To enter an appeal, a typed letter signed by the president or chairperson of the group must be submitted to 500 Coffman Union within two weeks of the decision being appealed
      4. The appeal shall be based on, but not limited to, one or more of the following arguments:
         1. The group must prove that an inaccurate assessment of space utilization, as outlined in the Student Group Office Space Allocation Procedure has occurred (the survey is always assumed to be accurate unless proven to the contrary).
         2. The group must justify their inability to meet recommended minimum office usage expectation, as outlined in the Student Group Office Space Allocation Procedure.
         3. The group must explain why it did not abide by SUA policies and/or University regulations.
         4. The group must explain what steps it will take to ensure that it will meet all of the requirements of the lease in the next year if the appeal is accepted.
   8. The final decision regarding office space allocation shall be made by the SUA Board of Governors.

6. Terms of Lease

   1. A lease runs from September 1 to August 31 unless a group becomes a tenant after the regular allocation process or due to the expulsion of another group. If this happens, the lease will begin at the time of occupancy and end on August 31.

7. Specific Space Allocation

   • Tenancy in Coffman is approved by the SUA Board of Governors. Specific space assignments are made by the Policy Committee.
     1. On the occasion that an empty office space becomes available, the option to occupy that office space can be given to a group occupying another space. Highest priority will be given to groups that are most qualified for the space, based on usage and space checks of their original space, and/or their application and the needs of the organization. For the assignment of additional Rm 226 space, see Section V.E.
     2. The SUA Board of Governors has the right to assign groups with specific needs to spaces that accommodate those needs. However, special needs alone do not increase the chance of obtaining space.

8. Final Word

   • This policy supersedes any previous policies adopted by the SUA Board of Governors and is subject to modifications by that body. In that event, reasonable attempts will be made to give notice to those groups affected. It is hoped that applicants will appreciate the extent of facilities provided and the inherent difficulty of allocating a finite number of offices to an ever increasing pool of applicants.