Office for Student Engagement

Division of Student Life

Student Space Access and Use Guidelines

Access

Signators are responsible for determining who should be granted access to select meeting spaces. This may be all members of the organization or only a few. Some organizations may also choose to share the use of their space with non-members; however, only currently enrolled students should be granted access to student spaces. Alumni and other community members are welcome to use student spaces only when accompanied by current students. Student spaces may not be used during winter and summer breaks. 

  • Organization/room signators may request keys and access to the storage spaces listed below using the Access Request & Space Agreement Acknowledgement form. All other students must also receive permission from signators or the Office for Student Engagement.
  • Organization/room signators are responsible for working with Student Engagement to create a schedule / sign up sheet for managing space access. The sheet will be stored on the Student Engagement drive. 
  • Students are responsible for adhering to the access schedule and all stated safety protocols.
  • As outlined in the access agreement, students who are granted access to spaces are expected to adhere to Reed College’s Safety Protocols and Individual Responsibility guidelines. Violation of any guidelines may lead to closure of the space for all students as outlined Reed Public Behaviors Reinforcement Proposal.
  1. If your space is equipped with a card reader: Each semester, OSE will reset swipe access to student spaces and signators must fill out the Access Request and Space Agreement Acknowledgement form again. Any students belonging to this club/organization must also fill out the form to receive the access code.
  2. If your space is equipped with a lockbox: Each semester, OSE will change the code on the lockbox and signators must request the new lockbox code by filling out the Access Request and Space Agreement Acknowledgement form. Any students belonging to this club/organization must also fill out the form to receive the access code. 
  3. If your space requires a key: All key requests are to be made through the Operations Coordinator in the Office for Student Engagement, please fill out the Access Request and Space Agreement Acknowledgement form in order to request a key.
  4. Under certain circumstances, a student may need to be granted one-time access to a space (such as the lockbox key having been locked inside). Between the hours of 8:30 - 5:00 please contact Student Engagement to make an appointment to unlock your space. Community Safety will only admit students after hours if they have an urgent need and are on the signator list provided to them by OSE. 

Students are not to share keys, lockbox codes or swipe access with those who have not been formally granted permission through the Office for Student Engagement. Students will adhere to the maximum capacity regulations for each space.

AOD and Tobacco
All AOD and smoking guidelines do apply in student spaces. Please refer to the Responses to Alcohol, Tobacco, and other Drugs in Student Spaces 

COVID-19 mitigation guidelines
Please review and follow the guidelines outlined on this web page

Space Inspections & Safety
The following guidelines should be observed to promote the physical safety of anyone using student spaces, and to avoid incurring fines (for which signators may be held personally responsible). Student spaces may be periodically inspected without advance notice by off-campus officials such as the Fire Marshal, OSHA and the Multnomah County Health Department. The Reed Safety Committee performs quarterly inspections of student spaces without advanced notice. Student Engagement staff will occasionally do space walk-throughs with but will let you know in advance when inspections will occur. 

  • No bedding material/obvious sleeping arrangements in an unalarmed room or one not permitted for occupancy
  • Storage and other items must be more than 18 inches from the ceiling and from fire sprinklers
  • Do not block emergency equipment (fire extinguishers, pull stations, electrical panels)
  • Do not block exits or egress routes
  • Do not disable smoke detectors or other fire safety equipment. There should be no items covering smoke detectors or touching sprinklers.
  • No signs of smoking (ashtrays, burn marks, cigarette butts)
  • No holes in ceiling tiles/things hanging from the ceiling
  • No excessive garbage (including cans and bottles)
  • Do not attach an excessive amount of paper to the walls
  • Chemicals must be properly stored and labeled (chemical name and hazard) (especially important for the dark room and print shop)
  • Report electrical outlets or boxes with damaged or missing covers by submitting a maintenance request
  • Christmas lights must be commercial grade and UL listed
  • Do not use extension cords for more than a day; use power strips instead (available from the bookstore)
  • Do not overload outlets
Maintenance

If your space needs repairs, please submit a maintenance request to Facilities as soon as you notice the issue. For capital improvements to your space (new shelves, etc), please submit a funding request to Senate.