Student Centers maintains several enclosed, shared, and private offices for use by student organizations in the Reynolds Club, Barlett Hall, and Ida Noyes Hall, as well as securable storage spaces in various sizes in the Reynolds Club. You may apply for an office or storage space during the Spring Facility Request sent out to RSO leaders by Student Centers. The CLI-Blueprint Newsletter will also announce the open and close dates of the application. Space is allocated based on availability and demonstrated need. Each allocation is for the current Academic Year only, and each group needs to reapply for space each year during Spring Facility Request. Note that all RSOs who currently have a contract for storage or office space MUST fill out the form to reclaim their space for the following academic year. We cannot guarantee that all new applicants will receive space but will do our best to accommodate as many RSOs as possible. If you have any questions or concerns, please do not hesitate to reach out to the Associate Director, Building Services, Shoshi Spurlock at sspurlock@uchicago.edu.
Policies for Reynolds Club Office and Storage Space
Use
Recognized Student Organization (RSO) office and storage spaces are to be used for administrative and business-related purposes and/or as resource centers. Occupants shall be allowed access and usage of their assigned office at any time. Activities that displace RSOs and/or infringe upon other RSO’s ability to use a shared office are prohibited.
Office Furniture/Equipment
The Reynolds Club Facilities Office will provide office furnishings, within reason, to meet the basic needs of an organization assigned office space. Furnishings generally include multipurpose tables, chairs, trash, and recycling bins. Furnishings beyond this are subject to administrative approval. All office furniture and other property of the Reynolds Club must remain in its designated office. All requests for exceptions must be made in writing to the Associate Director, Building Services, Shoshi Spurlock at sspurlock@uchicago.edu. (“In writing” includes e-mail messages.)
Office Maintenance
Requests for repairs to furnishings or fixtures must be made in writing and submitted to the Associate Director, Building Services, Shoshi Spurlock at sspurlock@uchicago.edu.
Housekeeping
Good standards of housekeeping will be expected at all times. Facilities Services staff will be entering the offices on a regular basis to vacuum and to empty trash and recycling bins. Failure to maintain an office in good order so that housekeeping staff can routinely remove trash and clean floors may result in the termination of the assignment.
Posting Policy
In order to maintain the aesthetics and condition of Reynolds Club, the use of nails, thumbtacks, tape, or adhesives on any surfaces other than bulletin boards and designated posting areas is prohibited. This includes walls, doors, and glass areas. Damage to the facility will be billed to the RSO(s) at repair or replacement cost.
Office Access
RSO Offices are assigned a keycode, which is reset annually and distributed to RSO leadership once a signed office contract is received at the start of each academic year.
RSO Storage Access
Stop by the Reynolds Club Facilities Office (RC 006) to check out a key to the RSO storage room. You will need an ID to check out the key.
All groups receiving office space will be assigned an RSO mailbox in the Student Activities Center (Room 001). Mail for student organizations should be addressed as follows:
Reynolds Club, Reciever Name-RSO Name, 5706 S. University Ave. Room 001, Chicago IL 60637.
Please be aware that any mail incorrectly addressed could create a delay in notification of package arrival.
Food
No food or beverages may be stored in RSO lockers. No open or unwrapped food or beverages may be stored in RSO offices.
Alcohol
Alcohol is prohibited within RSO offices and storage spaces. For information on planning an event with alcohol at the Reynolds Club, please visit our Alcohol Policy.
Smoking
The Reynolds Club is a non-smoking facility, including the basement and RSO offices.
Flammable Materials
All RSO space will be checked periodically for openly flammable situations or possible fire/safety hazards. Any materials that pose a possible danger will be discarded, and the organization can be subject to termination from its space. Student organizations must keep their space in an orderly fashion, in compliance with local safety and fire codes.
Sanctions and Termination
Sanctions – up to and including loss of assigned space – may occur if an RSO does not conduct its activities in accordance with the provisions expressed above or as indicated under specific policies regarding office space. Assignments are subject to termination at any time by reason of improper use of the facilities in terms of the purposes for which the facilities were assigned. Use of office/storage space will be monitored by Reynolds Club staff on a quarterly basis. Groups which are not actively using their space may lose their space.
Subletting
Under no circumstances may a group sublet some or all of their space without specific written approval, in advance, from the Associate Director, Building Services, Shoshi Spurlock at sspurlock@uchicago.edu.
Grievances
Grievances must be submitted in writing to the Associate Director, Building Services, Shoshi Spurlock at sspurlock@uchicago.edu.