Policies & Procedures

It is the expectation that all policies and procedures are followed and respected by any individual or organization using the Black House or Multicultural Center (MCC) for formal and informal purposes.

Building Hours

  • Business Hours: Monday-Friday, 8:30am-5:00pm
  • Evening Hours: Sunday-Thursday, 5:00pm-12:00 midnight
  • After Hours: Any times outside of business and evening hours.
  • Holiday Hours: The Black House and MCC are closed on all University-recognized holidays.
  • Summer Hours: Monday-Friday, 8:30am-5:00pm (Closed Saturday and Sunday)

Policies

Weekend & After Hours

Although students may remain in the Black House or MCC after hours, it is each student’s responsibility to follow all policies and procedures during weekend and after hours as he or she would during business and evening hours.

Meetings & Events

Students may meet for executive board meetings or general membership meetings during weekend and after hours. However, any large-scale event scheduled during weekend and after hours must be approved by an MSA staff member.

Cleaning After Meetings & Events

It is expected that students will be responsible when using MSA facilities. Reservation privileges for meetings and events are contingent upon the group’s ability to thoroughly clean the room used and throw out trash after the end of a meeting or event. Furniture should be returned to its proper place. Please see the full list of cleaning guidelines below.

Movie Viewings

Advertised movie or film viewings require the purchase of copyright licenses first. Proof of copyright-license acquisition must be presented to an MSA staff member before publicity for the viewing is disseminated.

Alcohol & Other Drugs Policy

Alcohol and other drugs are not allowed in the Black House or MCC at any time for any reason. Any student using alcohol or other drugs in the buildings is subject to any and all University sanctions. Student groups may not host events that involve alcohol at the Black House or MCC. For more information, please see the University Policy on Drugs and Alcohol.

Smoking Policy

University policy states smoking is prohibited inside all university facilities and within fifty (50) feet of the facility entrance, open window, or ventilation system. This policy applies to the front porch, lawn space and back-door patio of the Black House and the MCC.

Grilling Policy

Grilling is prohibited from all areas inside and outside the Black House and the MCC. This includes the front porch, lawn space and back-door patio. If you would like to use a grill, please reserve the front lawn of the Foster-Walker Complex (behind the MCC) through Norris Events Planning.

Cooking Policy

MSA requests that students and student groups do not cook within the Black House or MCC, aside from using microwaves to heat food. Any other cooking activities must be approved by a member of MSA staff before they occur.

Bikes

Please do not park and/or lock a bike to any part of the Black House or the MCC. Bikes are to remain outside of the building and should be stored using the bike racks available behind both buildings. All bikes found attached to the building are subject to being cut and taken away by Facilities Management or University Police.

Marlok Keys

Key access to the Black House and the MCC is granted to professional and student staff members as well as executive board members of MSA-recognized student groups. The requesting student must read the Building Handbook (PDF) and successfully complete a Key Quiz (PDF). A Key Use Agreement (PDF) must then be filled out in person at the Black House or MCC with an MSA staff member. It is each student’s responsibility to return keys by the agreed due date. A $100.00 fine will be issued if a key is not returned by the agreed due date. Exchanging possession of keys without completing new Key Use Agreement Forms is prohibited, including the exchange of keys between old and new executive board members of student groups.

MSA Staff Desks, Offices & Computers

Access to the desks, offices and computers assigned to MSA staff members are limited to MSA staff only. Please do not use supplies or chairs from any desk without permission. Computers are password protected.

Procedures

Room Reservations

Please reserve rooms at least two weeks in advance by emailing Daphne Nwankpa for reservations in the Black House, and Colleen Keefe for reservations in the MCC. Students, faculty and staff are eligible to reserve rooms. The person making the reservation must first agree to the terms stated in the Room Reservation Agreement. This person must also await email confirmation from an MSA staff member. (Submitting the online form does not guarantee reservation). Please allow 2-3 business days for confirmation.

Room Reservation Cancellations, Changes & No-Show Policy

Please contact Daphne Nwankpa for in the Black House, and Colleen Keefe in the MCC, with any cancellations or changes to room reservations. Same-day cancellations or changes must be made in person or by calling the Black House or MCC directly. There is a 15 minute grace period for a group that schedules a meeting or event lasting 1 hour or less and a 30 minute grace period for a meeting or event lasting one 1 hour or longer. If a group does not show for its reservation and the grace period has expired, then the room in question is open to any person or group needing that space.

Banner Space Reservations

Banner space at the Black House may be reserved in person, over the phone or via email with Daphne Nwankpa for banners at the Black House, and Colleen Keefe for banners at the MCC.

Listserv Postings

Listserv-posting requests may be emailed to MSA staff. Please send listserv posting requests at least one week in advance to ensure their timely distribution.

Student Group Recognition

To be recognized by MSA, a student group must complete the MSA Student Group Recognition Form. Forms will be reviewed and considered for approval by MSA staff.

Resources

Copy Machines

The copy machine at the Black House and MCC are open to all students and student groups. It is each student or student group’s responsibility to supply their own paper.

Fax Machines

Students may use the fax machine at the MCC to receive and send faxes related to student group business and academic work. Documents received for student groups will be placed in their mailboxes. Any unidentifiable documents received will be held in the incoming fax tray by or above the fax machine. Documents not claimed in a reasonable amount of time may be discarded. Please take care when sending or receiving sensitive information. Any unclaimed faxes including sensitive information will be destroyed. Students who wish to send faxes at the Black House should contact Daphne Nwankpa in the front office for assistance.

Computer Lab

The Black House and MCC have computer labs located on the second floor of each building. There are three computers available at the Black House and two at the MCC. No food or drink is allowed in the labs.

Mail & Student Group Mailboxes

Mailboxes for student groups are located on the third floor of the Black House and first floor of the MCC. Mail received for student groups will be placed in the appropriate mailboxes. If arrangements are made to have mail sent to the Black House or the MCC, it is the responsibility of the student group to ensure such mail is properly addressed to the group’s attention. Include a first and last name along with the student group name. Personal mail must be sent to your on-campus or off-campus residence.

Furniture, Supplies & Equipment

All property of the Black House and the MCC must remain on building premises. Property includes furniture, office supplies and building equipment. General rule of thumb: if you or your group does not own the particular item in question, then it cannot be removed from the building. Furniture such as tables and chairs may be used and rearranged within each respective building for meetings and events, but the furniture must be returned to its original location immediately following the meeting or event.

Storage

At the Black House, student groups can store items in their respective offices if they have one. Additional storage space is not available at the Black House. At the MCC, student groups can store group items in the basement or in their respective offices if they have one. All stored items of student groups must be organized and labeled so that they can be identified and located in the future. MSA is not responsible for damaged or missing items placed in the basement. For specific storage requests at the MCC, please speak with a member of MCC staff. Personal items may not be stored at either the Black House or the MCC.

Cleaning Guidelines

Cleanliness at the Black House and the MCC must be maintained so we can accommodate a wide variety of activities and occupants. This standard requires that those using facilities at the Black House or the MCC meet these criteria:

  • No garbage is left behind
  • Recycle whenever possible using the bins provided
  • All food-related items are emptied and thrown away in the garbage dumpsters behind the building
  • No remnants of food or drink are left on the floor (ask for a vacuum if needed)
  • All tables and working surfaces are wiped down with a damp cloth/towel
  • All dishes and food utensils are washed and returned (if borrowed)
  • All furniture is returned to its original location and state (i.e. chairs are cleaned and neatly stacked in the conference room and couches are in the same location as for business hours)
  • Blinds are lowered and windows closed
  • Air conditioners are turned off and radiators turned down

Please consult the cleaning guide posted within or near each room for specific criteria.

Failure to clean up will result in a re-evaluation of the group’s reservation privileges and could lead to a loss of privileges.