Registered Student Organization Handbook

SOC Manual

Student Organization Center Manual

The Student Organization Center (S.O.C.), located on the lower level of the Kirkhof Center (008), is an area in which Registered Student Organizations (RSO’s) are encouraged to use to conduct business, share ideas and information, and to utilize each other for collaboration opportunities. The SOC is equipped with conveniences such as storage areas, mailboxes, phones, computers, a supply station, a lounge area, conference facilities, and televisions. It is staffed by SOC Consultants and their Student Managers, students from the Office of Student Life who have a strong programming history. Though designed to aid with professional dealings of organizations, the SOC is an area that attracts all students to interact in a manner that promotes cooperation, collaboration, and learning outside of the classroom.

If you have any questions or concerns regarding the SOC please contact the Student Organization Center at soc@gvsu.edu or at 331-2360.

SOC Hours:
Monday-Thursday: 10:00 AM-10:00 PM
Friday: 12:00 PM-6:00 PM
Sunday: 3:00 PM-10:00 PM

Student Manager: Jena Hughes, socmanager@gmail.com
Student Organization Development, Graduate Assistant: Katie Bylenga
Assistant Director of Student Organization Development & Transitions: Aaron Haight

Conduct Expectations 

All guests of the SOC are expected to conduct themselves in a professional manner appropriate on a college campus. Individuals are to foster a sense of community, tolerance, and respect for each other, ideas, and the space itself.

While in the SOC, respectfully communicate with other organizations regarding any problems that may occur. If the problem continues, please notify the desk staff of the situation.

Profane, objectionable, and offensive language, behavior or media will not be tolerated; if repeated problems exist, individuals and organizations may be referred to the Office of Student Life for possible discipline and sanctions.

General SOC Policies

The following are policies for the SOC:

  • Each guest or organization that uses the SOC is expected to leave the space as they found it:  clean, organized, and free from debris.
  • No furniture should be brought into or removed from the SOC. Respect other organizations by not removing furniture from their respective areas. The Office of Student Life may approve furniture changes for programs, if necessary.
  • The SOC is in compliance with all codes set forth by the fire department and the Americans with Disabilities Act. In order to ensure compliance, please return furniture to its original position after use.
  • If a problem arises regarding the facility or if university services are needed (i.e. repairs, equipment, locks, etc.) you should notify the SOC Student Managers or the Office of Student Life.
  • The Office of Student Life is not responsible for things stored in the SOC.
  • Discipline for violations of SOC policies will be enforced by the Student Manager and if warranted, will be referred to the proper authority.
  • Policies not explicitly addressed in this document are covered by the Student Code.
  • Any questions, concerns, or suggestions about the SOC can be directed to the SOC desk staff, SOC student manager, or the Office of Student Life.

Business Center Usage Policies

Located within the SOC are a copy machine and the Creation Station.

  • Copy Machine
    • Accessed by organizations checking in with SOC Consultant present at time.
    • Organizations may copy a total of eighty pages per month. Once this limit has been passed a Copy Center form should be submitted.
  • Creation Station
    • The Creation Station is explicitly for student organization use under the direction of the Student Senate Finance Committee and the Associate Director of Student Life. Any abuse of this privilege will be deemed theft in accordance with the Student Code and will referred to the proper authority.
    • All materials must be approved for use by the SOC staff.
    • All materials are to be used in the SOC.
    • Materials may leave the SOC if a student ID or driver’s license is submitted to the SOC Front Desk.
    • Additional materials can be requested for the Creation Station by an organization submitting a request to Michelle Burke (burkemi@gvsu.edu).
    • Please click here for a complete list of available materials in the Creation Station.
    • Please click here for the procedure of ordering materials for the Creation Station.

Located within the OSL is a fax machine.

  • Fax Machine
    • All faxes must be approved and sent by the Office of Student Life desk staff.
    • Faxes pertaining to RSO use will be sent without charge in the Office of Student Life (1110 KC).
    • Personal faxes may be sent in the Office of Student Life for:
      • Local charges:  $1
      • Long distance charge:  $2
      • International charge:  $5

Computer Usage

Regulations for the SOC computers include, but are not limited to:

  • No AIM or games
  • See Consultant to:
    • Log in and receive printed documents
  • Computers in the SOC are explicitly for the use of RSO’s and their members.
  • Each organization will be assigned a certain work area and a unique username and password. This password is not to be changed except by the OSL Technology Assistant.
  • Computers must be logged off, but not turned off, after use.
  • Nothing is to be installed or removed from any computer in the SOC without written permission from the Assistant Director of Student Life in charge of the SOC or OSL Tech.
  • Any type of music file, including MP3s, WMAs, and other music formats, are strictly prohibited from being placed on SOC computers.
  • Printing in the SOC is a privilege and should not be abused. It is acceptable to print two copies of the same document or documents fewer than ten pages. If more that two copies need to be made, a Copy Center request may be submitted. Personal material from the SOC computers will be confiscated.
  • All University computer policies outlined in the Student Code are applicable to the SOC. By using the SOC computers, users are agreeing to these rules, as well as those defined by Information Technology.
  • Personal business or homework is not to be carried out on the SOC computers.
  • Non-employees are not authorized to remove paper from the printer or the copier; doing so may be considered theft of University property.
  • Any computer problems may be directed to the SOC Front Desk or to the OSL Tech (osltech@gvsu.edu).

Downtown Registered Student Organizations

The Office of Student Life recognizes registered student organizations on the downtown Grand Rapids campus. Please contact the Student Managers to arrange mail and other services provided by the Office of Student Life for your convenience.

Kitchen Usage Policies
Please respect the kitchen space by adhering to the following guidelines:

  • All counter top space is to be wiped down after use.
  • Any dishes or utensils must be washed, dried, and put away after use.
  • All items in the refrigerator must be labeled. The fridge will be cleaned out every Friday at 5:00 PM and all items not explicitly labeled for keep will be discarded.
  • Items in the cabinet and the cabinet themselves are for the use of Registered Student Organizations. Please return all items in the condition they were found.
  • Food trays are to be returned to River Landing.

Mailbox Policies and Procedures

Registered student organizations are provided with organizational mailboxes. A representative from each organization should check this mailbox weekly. Any mail sent to an organization that cannot fit in the mailboxes will be placed at the SOC desk. Please check with the SOC Staff for mail/package information.

The proper mailing address for the SOC is:

Organization Name
Care of: 008 Kirkhof Center
1 Campus Drive
Allendale, MI 49401

                Distribution of Items

  • SOC Consultant must approve items before they can be distributed.
  • Items being distributed must fit entirely in the mailbox, without overhang.

                Getting a mailbox

  • Mailboxes will be assigned throughout each semester.
  • Mailboxes will be arranged at the end of each semester at the discretion of SOC staff.
  • Newly approved organizations may request a mailbox before the new semester by submitting an SOC Service Request form.
  • If there is not enough space in the mailboxes, new organizations may have a manila folder in the mail storage drawer until there is space available.
  • RSO mail should be checked weekly.
  • At the end of each month, SOC staff will recycle mail items that are old, excluding things sent through US mail (e.g. bank statements).

                Collection of Items

  • The SOC is not responsible for any materials collected in the mailbox by the organization.
  • Please notify the SOC staff by submitting a Service Request form when items will be collected through the mailbox, so that we may direct students to the right place.
  • It is highly suggested that organizations NOT use mailboxes to collect money. Any money being collected should be sealed in an envelope.

                Additional Information

  • Large mail that does not fit in the mailbox will be logged and placed in the mail storage drawer at the SOC desk. An e-mail will be sent to the president or addressee to notify.
  • Only organization officers (as listed on Stuey) will be able to pick up an organization’s mail/packages from the mail storage drawer, unless it is specifically addressed to another member. In that case, only that member will be able to pick up the mail/package.
  • Any incoming mail should be addressed to the organization (or be in care of the organization). SOC staff cannot be held responsible for misdirected mail that is not addressed to an organization
  • Misdirected mail should be returned to the SOC desk for redistribution.

SOC Posting Policies

  • All postings much be approved by the Office of Student Life staff before being posted.
  • Nothing should be posted on any of the painted surfaces or on the windows in the SOC.
  • When posting items to cabinets or other appropriate surface material, only magnets, poster putty, or blue tape may be used.
  • It is the discretion of the SOC staff to remove any inappropriate or offensive postings.
  • The blue board around the SOC walls may utilized for RSO postings.
  • Bulletin boards, as labeled for each group, are located outside of the SOC have been designated for RSO use.
  • The showcase outside of the SOC is available to publicize RSO events by reserving the space with the SOC staff.

Telephone Usage Policies

Each classification is provided at least one telephone that is reserved for business use only. All telephones are programmed to dial out to local and on-campus telephone numbers only. Long-distance telephone accounts can be authorized via the Student Senate Appropriations process.

Service Requests

The SOC Front Desk provides several services for RSOs. These include:

  • Passive distribution of applications/fliers
  • Collection of materials*
  • Taking calls/RSVPs
  • Holding meetings
  • Storage space

These services may be requested by submitting a Service Request form to the SOC Front Desk. This form may be found at the SOC Front Desk, and is needed in order to obtain these services. SOC Managers or Graduate Assistant will begin to process the request within 3 days of submission. Organizations may be contacted for further information before the request is granted. See a SOC Consultant for assistance.

*The SOC does not collect money for student organizations.

Key Usage Policy
Cabinets in designated work areas may be locked. To obtain permission and information regarding the process and policies, please contact the Student Manager in charge of storage.

Storage Area Usage Policies

In-house Storage

In-house Storage consists of cabinets located in each area of the SOC. These cabinets can be used by student organizations for materials that are frequently used. These cabinets can be locked. Cabinet and drawer space should remain closed at all times. Any items that cannot fit into In-house Storage can be placed in the designated Storage Closet. The SOC is not responsible for materials lost or stolen.

Storage Closet

Student organizations also have access to the Storage Closet located in the Kirkhof Center. The Storage Closet can be used to store larger items or items used less frequently. Organizations may access the storage area with the assistance of the current SOC worker. Organizations must log all items to be stored in the storage facility in the Storage Binder. Items must be labeled and dated when placed in the storage area. Only individuals listed on the organization log sheet will have access to storage facilities each semester. The responsibility of updating this list of individuals with access is that of the organization and needs to be done each semester.

Temporary Storage

Organizations may storage items temporarily (up to a week) in the SOC. See “To Obtain Storage Space” for more information.

To Obtain Storage Space

(In-house Storage, Storage Closet or temporary storage)

Organizations must submit a Service Request to the SOC Front Desk. Please allow at least 3 days for the processing of your request to take place.

The following indicates the items that can and cannot be stored in the SOC storage area.

  1. Perishable and non perishable food items will not be stored in the area.  Powdered drink mixes will be allowed if unopened.
  2. Any posters, scrapbooks, or memorabilia dated older than five years cannot be stored.
  3. Disposable food serving items (plates, napkins, silverware, cups, etc.) will only be stored for collective use.  Each organization will be free to use these materials, but not to store them separately.
  4. All material and items must be clearly labeled with the organization’s name.
  5. Any items with glass or mirrors with them or on them must be bubble wrapped or boxed with the word “fragile” on them.
  6. No plant or animal items will be stored.