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Student Organization Offices and Storage

Student Organization Offices

Student Organization Offices are spaces intended to promote community building, interaction, and communication among organization members as well as connections between various Miami University student organizations. The offices are located on the 2nd and 3rd floor of the Armstrong Student Center.

Expectations

  • Office Hours
    • Organizations must complete a minimum of 5 office hours a week for each week of the academic semester. 
      • 16 weeks per semester = 80 hours per semester
    • Office hours can be completed by any member of the organization, regardless of leadership status.
    • Members utilizing their organization’s office space are expected to clock in and out using their own unique IDs (not entity accounts).
      • Unmatched clock-ins will be manually replaced with (1) office hour. 
    • Individuals completing office hours may only clock in for one organization at a time. Individuals are prohibited from clocking in for multiple organizations at the same time. 
    • Failure to complete the expected number of office hours may result in loss of office space and will be taken into consideration during future application cycles. 
  • Application
    • Organizations that want office space must apply and meet the requirements every application cycle and are not guaranteed office space every year. 
  • Moving
    • Organizations will move into/out of their offices during the last two weeks of the semester. 
    • Organizations are responsible for clearing all of their organization’s belongings out of their respective space.
    • Tap access to office spaces will be granted to the executive board/leadership team of each organization. 

Policies

  • Signs, posters, and banners may not be posted on fences, chains, benches, sculptures, or exterior facing surfaces including windows, building doors, walls, etc. Signs, posters, and banners may not be placed on any horizontal surface including sidewalks, patios, or steps, etc. No paint or chalk may be used.
  • Decorations, balloons, signs, banners, etc. may not be nailed, tacked, stapled, or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, or columns. 
  • Painters tape may be used to adhere organization-related signs to walls.
  • Please note the following items are not permitted in the Armstrong Student Center: 
    • Straw or other dry plant material, including fresh cut trees
    • Special effects equipment, such as smoke, fog and fire machines, etc.
    • Glitter, sand weights, confetti, rice, bird seed, dance wax, powder or similar materials
    • Any paint, chemicals or liquids that can damage the facility
    • Portable helium tanks
    • Fire starters, lighter fluid, and lighters
    • The burning of candles, incense, or other substances producing open flame is strictly prohibited in the Armstrong Student Center at all times.
  • Any extensive electrical power usage must be approved by Armstrong Student Center Staff; extension cords may not be plugged into other extension cords.
  • Electric lights can be used as long as they comply with the manufacturer’s recommendations.
  • Building Use and Guest: The Armstrong Student Center enhances student learning and personal and professional development.  An environment conducive to meeting the needs of Miami students, faculty, and staff can occur only with the cooperation and support of all. Persons determined by the Armstrong Student Center staff to be disruptive may be asked, and are required, to remove themselves from the premises immediately. Children under the age of 14 must be accompanied by a parent or Miami faculty member, staff member or student.
  • The Armstrong Student Center is not responsible for loss, theft, or damage of personal or organizational property. Guests of the Armstrong Student Center are to take appropriate care of such items.  Thefts should be reported to the Armstrong Student Center staff and MUPD.

Guidelines

  • Offices are intended for organizational business and collaboration and are not intended to act solely as storage facilities. 
  • Furniture: 
    • All furniture provided in the office must remain in the office. 
    • Furniture from common spaces cannot be brought into offices. 
    • Each organization will be provided:
      • (1) Desk
      • (1) Office Chair
      • (1) 2-Drawer File Cabinet
  • Cleanliness
    • Organizations are expected to remove all trash and perishable goods from their office space on a regular basis.
    • Offices should be kept reasonably clean for normal business and intended functionality. 
    • Shared spaces should be kept clean and tidy by all organizations occupying the space. 
    • Good standards of housekeeping are expected at all times. 
  • Office Etiquette
    • Organizations are expected to be courteous and maintain professionalism with the other organizations in their office and in their surrounding offices. 
    • All organization members and guests are expected to maintain an attitude of civility and respect. 
    • Any acts of vandalism committed by organization members, or guests, to any office space may result in disciplinary action, loss of privileges, and may impact an organization’s ability to reapply for office space during the next application cycle.
    • An organization's belongings should remain in their designated area and should not encroach upon the space of the other organizations in the office.

Violations

Any violation of any policy or guidelines laid out in this document will result in the following steps: 
  • 1st- Email Warning
  • 2nd- Meeting with member of committee
  • 3rd- Possible loss of access to space/ inability to reapply for office space

Inspections

  • Offices can be entered at any time by any member of the Armstrong Student Center staff or a member of the SEAL Office Space Committee. 
  • Offices will be inspected at the conclusion of every academic semester for cleanliness, tidiness, and any excessive damage. 
    • Organizations should report any maintenance issues or damage immediately, should they occur. 
  • Damage determined to be excessive may impact an organization’s ability to reapply for office space during the next application cycle. 

Application Process

  • Organizations that want office space must apply and meet the requirements every application cycle and are not guaranteed office space every year. 
  • To qualify, organizations must attend the Seal Office Space Workshop, or complete the online alternative, before submitting their application. 
  • Applying organizations must be Tier 2 (see Red Brick Rewards for more information).
  • Applying organizations must demonstrate a valid need for space in their application.
  • Organizations must be registered with the Office of Engagement and Activities for both the academic year during which they are applying for an office and the academic year in which they wish to have an office.
  • Organizations that fail to register, or drop below Tier 2 status, will have their office space access revoked until they once again meet said requirements. 
  • The completed application must be submitted by the published deadline. 
  • Organizations will be notified during April if they have been selected for an office space for the following academic year.

Student Organization Storage

Student organization spaces exist to provide storage and access to supplies related to the functions of the organization. The use of the student organization storage space is a privilege of being a recognized student organization. Storage is located on the 2nd and 3rd floor of the Armstrong Student Center.

Expectations

  • Student organizations are responsible for maintaining the cleanliness and organization of their assigned storage space. All items must be stored on shelves in the bin(s) provided by The Armstrong Student Center. 
  • All bins must be labeled with the organization name, and at least one organizational contact. 
  • All items must be kept off the floor to avoid damage and restricted access to other organizations storage bins. 
  • Each assignment is for one (1) academic year. All registered organizations that currently have storage, MUST complete the ASC Student Org Storage Request Form each application cycle enter the selection pool for the following academic year.
  • Student organization representatives must ensure the closet door is closed and locked when finished accessing their items. 
  • Any damages to, or problems with the storage space should be reported to the Armstrong Student Center team in ASC 3012, or via email (griffib4@miamioh.edu).
  • Organizations may not take/use additional space not assigned to them.

Access to Storage

  • Organizations will be able to access their storage space during normal building hours. 
  • To access storage, please stop by the ASC Information Desk and ask to be let into your space. 
  • An ASC Staff member will unlock the closet for access. 

Eligibility

  1. Applying organizations must be Tier 2 (see Red Brick Rewards for more information).
  2. Applying organizations must demonstrate a valid need for storage in their application.
  3. Organizations must be registered with the Office of Student Engagement and Activities for both the academic year during which they are applying for storage and the academic year in which they wish to have storage.
  4. Organizations that fail to register, or drop below Tier 2 status, will have their storage space access revoked until they once again meet said requirements. 
  5. With the exception of Tier 4 organizations, organizations that have office space may not have storage space during the same academic year. 
  6. Applications will be accepted on a rolling basis until max capacity is reached. At that time, storage will become a yearly re-application cycle like office space.  

Applying for Storage

  • Organizations that want storage space must apply and meet the requirements every application cycle and are not guaranteed storage space every year. 
  • Requests will be approved based on availability and adherence to the storage guidelines. 
  • Assignments will be on a first-come, first-served basis.
  • Student organizations are able to request up to 2 bins. 
  • Organizations are not guaranteed the number of bins they request. Final bin assignments will be at the discretion of the Armstrong Student Center. 
  • For the 2024-2025/ 2025-2026 Academic Year:
    • Applications will be accepted on a rolling basis until max capacity is reached.
  • After this initial cycle, organizations will apply and be assigned bins in the spring semester for the following academic year. 

Prohibited Items

  • Hazardous/flammable/explosive/toxic materials (e.g. gasoline, lighter fluid, mercury, charcoal, propane, candles, etc.)
  • Illegal items and/or substances
  • Weapons - any instrument or device primarily for use in inflicting injury or death upon a human being or animal (e.g. knives, guns, tasers, etc.)
  • Items that do not belong to the student organization or are not approved for storage are prohibited.
  • Perishable items, beverages, and food of any kind (e.g. sugar, fruit, refrigerated beverages, snacks, candy, etc.)
  • Any other items not permitted in the Armstrong Student Center. The full list is available on the Armstrong Student Center Website. 

Violations

  • Any violation of any policy or guidelines laid out in this document will result in the following steps: 
    • 1st- Email Warning
    • 2nd- Meeting with a member of the Armstrong Student Center and/or C-SEAL team. 
    • 3rd- Possible loss of access to space/ inability to reapply for storage.

Armstrong Student Center

550 E. Spring St.
Oxford, OH 45056
513-529-2310
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