Office & Locker Space

Use of the Office

Office space is assigned on a yearly basis and does not automatically renews. You may not share space with another organization unless designated by the HUB-Robeson Center Advisory Board. 

The HUB-Robeson Center provides both dedicated and shared spaces. Space agreements designate what type of space an organizations has been assigned. 

Dedicated and Shared Space Rules

1. Office hours are to be posted on the door of your office space. Organizations are expected to maintain advertised office hours. Failure to hold office hours can result in the loss of your space. It is the responsibility of the organizations in the offices to work out a schedule that allows everyone to conduct individual office hours within the shared space. Please be accommodating and respectful to all organizations sharing your space.
   1. Office space is not to be used for sleeping. It is strictly designated for conducting organization business.
2. Office space is to be kept clean. Your office space is to be kept organized and clean. Please be respectful to the other organizations sharing your space. Food is not to be left in the office. Any damages to the office or furnishings will be the responsibility of your organization, and your organization will be billed for the repair or replacement.
   1. Food trays are to be taken down to the ground floor daily, not placed on the recycle bins or on the floor. They are not to be kept in the offices.
   2. Items cannot be kept on top of the radiator due to fire safety issues.
3. Students who utilize office space in the HUB-Robeson Center are expected to practice Penn State's sustainable practices integrated into the University’s research, teaching, outreach, and operations as it prepares students, faculty, and staff to be sustainability leaders. All students who use student office space in the HUB-Robeson Center are expected to recycle their products and use the recycling containers found throughout the HUB. No trash cans, etc. are permitted in the office areas.
4. Appliances in offices. To keep in alignment with current sustainability initiatives at the University, a HUB-Robeson Center Appliance Policy has been developed. An inventory of appliances in the HUB-Robeson Center including student organization office space was completed on April 1, 2014. All organizations that currently have appliances in their offices will be able to continue to have those until further notice.  No additional appliances will be granted in the offices.
5. Do not remove chairs from other areas. If you would like additional chairs for your office, please contact Scott Ogden at 814-777-2221. He will review your request and accommodate if appropriate.  
6. Hanging of items on the wall is not permitted. Any damage to the office walls resulting from the hanging of items will be billed to your organization for the repair. Do not use tape on any wall surface.
7. Furniture is not to be removed from the office. All physical changes to the office including the addition or removal of any furniture must be approved in advance by either the senior director of the HUB-Robeson Center or the director of the Paul Robeson Cultural Center. Each organization has a desk, desk chair, a shared whiteboard, and a conference table with chairs.
8. Offices are assigned to carry on normal club business and for small committee meetings. It is not to be used as a storage facility. It is extremely important to be mindful of others if you are in a shared office. Locker space may be available for storage.
9. Meeting Space is available. Larger meeting space is available at no cost through the Event Management Office in 125 HUB or by reserving in 25Live. A member from the Event Management Office will review the policies and procedures with you when scheduling those rooms.
10. If your organization is sponsoring a fundraiser out of your assigned office space, you must register the event with the Event Management Office in 125 HUB-Robeson Center.
11. No money may be stored in your office. There is a night deposit slot by the ASA office for that purpose.

Mailboxes 

Each recognized student organization has a mail file located at the HUB Information Desk. All correspondence received by the University for your organization is placed in this file. Please check this file often. 

• Money should never be placed in this file.
• Package delivery notices will be placed in your files. A member of the organization will need to sign for pick-up of any packages.

Fire Alarms and Evacuation of the Building

When a fire alarm sounds you must evacuate the building. Building staff will direct people to exit the building. As a tenant of the HUB-Robeson Center, it is your responsibility to follow these protocols.

Complaints and Disputes

At times, disputes may arise within offices.  It is the responsibility of those involved in the dispute to resolve the dispute swiftly and respectfully. However, if the dispute cannot be resolved, please contact the administrative staff in 237 HUB-Robeson Center. The Office of Student Leadership and Involvement and the HUB-Robeson Center Advisory Board will be notified. Unresolved problems can result in possible sanctions, including the loss of your office space. Please remember to always practice the Penn State Values.

The President will be required to fill out a card swipe access agreement and to provide a list of members who are permitted to access the office. The president is responsible for this space and also who has access to space.  Forms need to be submitted to 237 HUB-Robeson Center. Card swipe access will be cleared beginning each July. 

• Please keep the offices locked at all times.