Club Manual - Offices
Offices are designated to clubs for a duration of 1 calendar year, from the 1st of May to the 30th of April of the following year. Due to the limited number of offices available for club usage, clubs must (re) apply every year for the space by filling out an office request form: http://feds.ca/docs/clubs/officeRequestForm.pdf and include with it a proposal as to why the club needs the space, and what it intends to utilize the office space for.
Once the decision of club office allocation has been made, those clubs awarded an office will be expected to meet the following criteria:
- Office Access Roster: Each club is responsible for distributing to the Clubs Director at the start of each term, an Office Access Roster for their office. This roster will list all those club members who are authorized to sign out the office key from the Turnkey Desk over the term. The list must include students’ full names, student ID #’s, phone numbers, and email addresses. Please remit this list to the Club Director, not the Turnkey Desk.
- Office Hours: Each club is expected to hold 3 – 5 office hours per week. A schedule of those hours will be displayed on the office door as well as posted with the Clubs Director.
- Office Presentation: The office space is intended for use as an area where club personnel can gather and not for the purposes of storage. Therefore it is required that each office be set up in a fashion that is conductive to a meeting place for club business. If you need additional storage capacities in your office, consult with the Clubs Director. Please note: under no circumstances can hazardous materials be stored in the offices. Hazardous materials definitions are listed on the UW Safety Office website at: http://www.safetyoffice.uwaterloo.ca/hspm/chemicals/whmis/whmis.htm
- Conduct: If the club at any time behaves in a manner which misrepresents the Federation of Students or the University of Waterloo, all privileges can be revoked.
The club lockers are also located to the far right of room 2105 and on the third floor of the SLC. If your club would like a locker please follow the instructions included in the Locker Request form found here: http://feds.ca/docs/clubs/lockerRequestForm.pdf.
Locker allocation is decided term by term, based on the needs of those clubs who apply for lockers. The term for lockers runs from the beginning of the 2nd month of a term, to the end of the 1st month of the following term (ex: In Winter, locker appointments run from February to the end of May).
- With your Clubs Package
- The Club Director will review applications and assign lockers. And will inform the clubs if they are recipients of locker space.
- Lockers must be emptied on the prescribed date.
If your club fails to move out in time, your belongings will be moved (at own risk of loss or damage) to the FEDS Storage area. Belongings can be obtained by phoning the Clubs Director at ext. 33909. After one term, the items will be taken to UW Security Lost and Found. - If your club is granted locker space, they must hand in a key roster to the Clubs Director once they receive notification of locker space allocation. This roster will list all those club members who are authorized to sign out the office key from the Turnkey Desk over the term. The list must include students’ full names, student ID #’s, phone number(s), and email addresses. Please remit this list to the Club Director, not the Turnkey Desk.
- Clubs take possession of the lockers when the above information is presented to the Clubs Director. Locker keys are obtained from the turnkey desk.
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