Tidewater Community College Norfolk Student Center Policies and Procedures To promote learning and development of the whole student through quality extracurricular programming that is responsive to the academic, social, and physical well being of the student body. Page 1 of 16 2/3/2011
General Student Center Policies: Use of Student Center facilities and equipment are limited to members of Tidewater Community College, their families, guests, and approved community groups. Tidewater Community College members are ultimately responsible for the behavior of their guests. Student Center staff reserve the right to check college identification. In accordance with the TCC policies: o No pets are permitted in building (exception - guide dogs). o o The use of alcoholic beverages is prohibited. Anyone causing damage or using the building for unintended purposes will be subject to removal and/or disciplinary action. No helium balloons are allowed. Emergency Procedures: In accordance with the Norfolk Campus Emergency Management Plan occupants will: Follow Floor Warden s directives. If an evacuation is necessary, all occupants will meet in the grass area north of MacArthur Center, designated as an NSC Assembly Area. Inclement Weather Policy: The Student Center will follow all college closing and reopening announcements. Essential Employee staff designees will remain. Special Events Previously Scheduled Special events and/or room reservations will be canceled, rescheduled, or accommodated as mutually decided between the Norfolk Student Center and the client. Page 2 of 16 2/3/2011
Access: Student/TCC Employee: Via Storm Card or TCC Employee ID Card into the approved areas. (Misplaced, lost, or stolen cards may be replaced at either Student ID Office or via the Human Resources Department.) Student Center staff and TCC Security reserve the right to request identification of any user at any time. Vendors: Vendors must be accompanied by a member of the Student Center or Maintenance Staff while working. Multipurpose Room Reservation and Usage Policies: Reservations: Recognized TCC student organizations, campus departments, and non-campus groups/individuals may request reserved areas for meetings, conferences and activities in rooms or pre-function hallway: Contacting the Norfolk Student Center scheduling office at: Director, Norfolk Student Center 310 Granby Street Norfolk, Virginia 23510 Designating an official event Contact person. Completing the TCC Request for Use Form. Reservation requests must be made in person at least 21 business days in advance. The Multipurpose Room cannot be reserved for more than five (5) consecutive business days. Students, organizations, and departments may only reserve a total of five (5) days at a time up to one semester in advance, unless otherwise approved by the Director, Student Center. The Norfolk Student Center reserves the right to approve or deny any event. Additional requests will not be taken until at least one of these reservations has been used. Requests only become "confirmed" reservations once an e-mailed confirmation from the Student Center management staff has been received. Once confirmed, reservations cannot be "swapped" from one group or individual to another. If you no longer need a date you have reserved, you must inform the Student Center management staff (nscenter@tcc.edu) at least one week in advance of your event so that the date can be assigned to a group on the Multipurpose Room wait-list. A requester "no show may result in future loss of reservation privileges. The requestor will serve as the main point of contact for the Student Center Staff. Once confirmed, the requester's name as listed on the original request form cannot be changed without the approval of the Student Center staff. (nscenter@tcc.edu). Page 3 of 16 2/3/2011
Only SGA and approved student clubs and organizations may fundraise or seek donations. A TCC Student Activities Fundraising Application must be completed, signed, and submitted to the Student Center staff prior to the event in order to fundraise or seek donations (see Student Activities Office). Usage: Operating Days/Times: Monday Thursday 7:30AM 9:30PM Friday 7:30 AM 6:30 PM Saturday 8:00 AM 2:00 PM Sunday For scheduled events Capacity The Multipurpose Room consists of three rooms separated by moveable partitions. 1. Room A seats 25 people. 2. Room B seats 50 people. 3. Room C seats 133 people. 4. Pre-Function Hallway 103 people. Rooms A & B & C maximum combined capacity is 270 persons and cannot be exceeded. A special request must be made to reserve all three rooms in this configuration. Smoking, alcohol, drugs, and the use of candles or open flames are strictly prohibited in the Multipurpose Room at all times. The use of liquids or food items during a performance is also prohibited, with the exception of pre-approved events. All means of egress must remain clear at all times in order to allow for clear access to exits in the event of an emergency. Access to the Multipurpose Room will be handled by members of the Student Center staff only. Departments of Facilities and Housekeeping are responsible for the set-up and breakdown of all events. The Multipurpose Room must be returned to its original set-up at the close of each event. Housekeeping staff will be responsible for removal of trash between meetings/events, ensure trash removal, and light cleaning. The Student Center will conduct a pre and post event inspection of the space. This inspection will confirm the equipment inventory, operability, and the overall conditions of the space. Students, organizations, and departments are responsible for all other cleanup of the space. If the space is left in an unsatisfactory condition, there will be a minimum cleaning charge of $25.00. Page 4 of 16 2/3/2011
Carpentry, painting, or the like, for the purpose of building sets, decorations, etc., will not be allowed to take place inside the Student Center. Set components must be prefabricated off-site and brought into the space for assembly. Set pieces, props, materials, etc. must meet building and fire code regulations, and must have prior approval before use. All materials must be removed from the space at the conclusion of the event, and cannot be stored in the space. Nothing may be attached to or hung from the Multipurpose Room's lighting pipe grid, ceilings, or walls without advance approval from the Student Center staff. No person(s) may hang from the ceiling or the walls. The Multipurpose Room's lighting system may not be altered or reconfigured. Use of the lighting system constitutes the use of the pre-programmed lighting presets only. Failure to comply with the above policies and/or cooperate with the Student Center staff or other Tidewater Community College personnel during the course of an event will result in the immediate suspension or termination of the event and potential loss of future reservation privileges. Physical arrangements: Several options exist for set-up. Indicate your preferred set-up on the Multipurpose Room Request Form. A Multipurpose Room Request Form is available in PDF format. Diagrams with set-up options are available. The Multipurpose Room has a shared heating and cooling system. The temperature cannot be adjusted to accommodate separate events. Any exceptions to these policies will be made at the discretion of the Director of the Student Center. Student Center Vendor Services: Food Service: Tidewater Community College has contracted with Aramark, Inc., to provide food service for the Norfolk Campus Student Center. Both the Signature Grille and Einstein Brother s Bagel are located on the first floor of the Student Center and are available to students, faculty, staff, and the community. Those groups and organizations that require catering are required to use the college-provided food service for all food events; the only exemption is for student food events costing under $100. Internal office and departments along with external groups and organizations must use the college s food service vendor for all food orders. For more information, please go to: www.tcc.edu/dining Page 5 of 16 2/3/2011
Child Minding: Tidewater Community College has contracted with The Meherrin Development Corporation Enterprises, Inc., operating under the name The Children's Village at Tidewater Community College to provide Child Minding services for currently enrolled TCC students taking classes on the Norfolk Campus. Child Minding services are limited to three hours per day per child at a cost of $6.00 per hour per child. The Children's Village at TCC is located on the second floor of the Norfolk Campus Student Center, Room 213. For more information please go to: www.tcc.edu/childrensvillage AV Equipment & Room Set-up Requests Reservation Procedure: Audio Visual equipment, sound systems and technical assistance is available for functions, such as speakers, concerts, parties and cultural events. The Media/AV Supervisor will operate all equipment. If a TCC approved outside vendor is hired to produce an event in the Student Center, Media/AV Supervisor must be contacted at 822-XXXX for approval. Requests for audio-visual equipment can be submitted to Media/AV Supervisor or emailing Student Center Department at nscenter@tcc.edu. An A/V form (Television/Radio/Film), must be completed, signed, and submitted to the Student Center staff prior to the event in order to film or record the event (see Media/AV Supervisor). All requests for use of tables, chairs, audio-visual equipment (laptop computer, LCD projectors, etc.), staging, public address equipment, etc., and desired room set-up must be made at the time of the reservation. Any changes to the existing set-up must be communicated to Student Center Staff no later than NOON the day before the event. Changes to event set-ups scheduled for a Saturday or Sunday must be made by noon on Thursday. Cancellation/No Show Policy A $50.00 fee will be charged for less than 48 hours notice of cancellation or for not showing up for a reservation. A $25.00 fee will be charged for less than 1 week notice of cancellation or for not showing up for a reservation. Repeat cancellations and not showing up for reservation will result in loss of privileges to reserve the room. Any changes need to be made two (2) weeks prior to your event. Deadline for reserving equipment is 21 business days prior to your event. If you require technicians or technical assistance for lighting and/or sound you must arrange this with the Student Center Office two ( 2) weeks prior. You must order your food 15 business days in advance, with a final count 3 business days prior to your event. Page 6 of 16 2/3/2011
Room Set ups & Decorations: All set up arrangements must be made by the Contact Person through the Student Center Office, Room 5510 at least 21 business days before the event. The Contact Person scheduling the room or table space will be held financially responsible for any special clean up, maintenance or repair resulting from the event or activity. The Student Center staff must approve the method of placing decorations, exhibits and displays in the Student Center. All arrangements must be made by the Contact Person, at least 21 business days before the event. Candles, confetti, glitter, rice, helium balloons and similar materials may not be used in the Student Center. A clean-up fee will be assessed for any violation. No helium balloons are allowed. The Student Center and TCC is not responsible for the loss of items left in the building. All decorations, exhibits and displays must be removed immediately following an event. If the Student Center staff has to remove materials left by a group, the contact person for the sponsoring organization or department will be held accountable. Dances/Parties: All dances require a minimum of two TCC Security Officers. The number of TCC Security Officers is determined by the Student Center s Director and TCC Security Director. The TCC Security must be contacted 21 business days before your event. All dances and parties must end by 1:00 a.m. and the building cleared by 1:30 a.m. Dining Services: Any food or beverage in the Student Center must be ordered 15 business days before your event from Aramark, Inc. Office. Please see: www.tcc.edu/dining No outside food may be brought into the Student Center. If food or beverages are brought into the Student Center, there will be a fine of $50.00 or $1.00 per person, whichever amount is greater. Future reservations may be cancelled or denied. Cancellation Policy The TCC Vendor will determine this policy, subject to approval of VP Finance. Page 7 of 16 2/3/2011
Marketing and Advertising: Outdoor Signs- Outdoor signs may be ordered and paid for through the Creative Services Office, 121 Market Place 757.822.1651 and must be removed immediately after your event. Flyers/Posters-All flyers, posters, or banners must be approved and stamped by the Student Activities Office, 5310 before they are posted, or they will be removed and disposed of. Table space-all tables in the Pre-function Hall way are to be scheduled though the Student Center Office, Room 5510, at least 10 business days before your event and are on a first come, first serve basis. Digital Signage- All submissions are to be sent to the Student Activities Email or droped off for an approval in the Student Activities Office, Room 5510, at least 10 business days before your event and are on a first come, first serve basis. The day after your event your ad will be removed. Outdoor and Late Night Events Procedures: Outdoor Spaces are as follows: The Patio in front of the Student Center The 2 nd floor balcony of the Student Center The front patio and 2 nd floor balcony may be reserved and used for outside general purpose venues such as outdoor films, concerts, open forums, photography sessions, etc. Any public performance or presentation of a theatrical/film, musical or congregational nature, or any event using amplified sound or audio visual equipment, requires a reservation through the Student Center office. A rain location in the Student Center 1 st floor lobby may be reserved for the event. All outside events must conclude by 10:00 pm unless special arrangements have been made through the Director of the Student Center. At the time of scheduling the event, all aspects of the event such as electricity needs, sound needs, time of the event, safety and security and audio visual needs must be discussed and provided in writing. Events scheduled during class hours must not be disruptive to adjacent classes. If the event is determined to be disruptive to classes, it may be closed down. Page 8 of 16 2/3/2011
Late Night Events: Events that continue beyond 10:00 pm in the Student Center may be subjected to the following guidelines: Groups must adhere to the late night event policy which requires: The sponsoring organization must contract with the TCC Safety Office at least three weeks prior to the event. The number of officers necessary to staff the event will be determined by Safety Office and/or Student Center Director based on the size, nature, location, and past history of the event and organization. The organization s advisor and three Student Organization officers must be present for the duration of the event, including set-up and clean-up times and room walk through before and after event. The organization s advisor and Student Organization officers must attend a meeting one week prior to the event to discuss event logistics with Student Center staff. The sponsoring organization is responsible for all damages to the premises and/or equipment as a result of the event. Chalking Policy Procedures: Recognized student organizations and departments may use chalk to advertise upcoming events by submitting a Chalking Request form to the Student Center Office and must comply with the following guidelines: Chalking may only be done in designated areas. The chalk may only advertise an event sponsored by a student organization or department on campus (i.e. no personal announcements such as Happy Birthday ) The advertisement must be approved by the Student Center Director, or his or her designee. Events may only be advertised two days prior to the event. Failure to follow the chalking guidelines will result in loss of chalking privileges. The following locations are the only designated chalking areas. Locations not listed are considered off-limits. Student Center: In front of the building on the Patio. Student Center: Sidewalk on the Granby street side of the Student Center Andrews Building: Sidewalk in front (Grassy area) Page 9 of 16 2/3/2011
Gaming Area (The Zone) Procedures: The policies for the Gaming Area (The Zone) outline gaming space rental, sound system and housekeeping policies. The Zone has the following items: Two Billiard tables Two Table Tennis tables Chess equipment Board Games Electronic Gamming General Polices: All users of the billiard, table tennis tables and board games etc. must present a valid ID. All users must be documented on the activity log sheet. All users are allowed a thirty-minute reservation period. If no other customers are waiting, users must extend their reservation time on the activity log sheet. Users are allowed to eat in The Zone. They may not rest their food or drinks on any of the game tables or video games. Users are asked to clean up their trash. Gambling is forbidden in The Zone. Please notice that this extends to wagering among spectators, as well as the players themselves. There will be no exceptions. Abusive, foul or derogatory language is not acceptable. The goal of The Zone is to be an enjoyable place for all those who wish to use it. Players and observers are not allowed to sit on the billiard and the tennis tables at the risk of losing privileges. NO MASSE SHOTS or shots were the stick is more that 30 degrees in angle above the table. (To protect the felt playing surface, no shots are allowed where the cue stick is held vertically or in a manner that may rip the felt fabric.) Gaming Space Rental: Student Organizations, College Departments and members of the TCC Community may rent The Zone to aid in the success of specific college related programs. All inquiries should be referred to the Media/Gaming Supervisor located in the Student Center. Sound System: A sound system is available in the office to play music CD's, ipods or TV audio. Please contact the Media/Gaming Supervisor if additional assistance is needed. Page 10 of 16 2/3/2011
Housekeeping: If there is a spill, broken bottle, dropped food, etc. (something that needs immediate attention), the employee in this area must be notified immediately. Fitness/Multi-Physical Activities Space Procedures: The Fitness Center provides a comfortable and enjoyable array of activities for individual and group exercise and wellness such as Zumba, Pilates, Yoga and much more. The Fitness Center s equipment includes: Treadmills Bicycles Ellipticals Rowers Exercise studio Free weights These policies have been established to ensure a healthy and safe environment for physical activity. Any misconduct should immediately be reported to a Fitness/Recreation Supervisor, the Fitness/Recreation Assistant, or a Student Center Staff Member. Please stop by the Fitness/Gaming desk on the Fourth floor for a complete copy of the rules. Check-in and Check-out Procedures (see attached forms): 1. Present your TCC student ID card to the staff member on duty. Your ID card will be retained by a staff member until you check-out. 2. If you are a first-time user, complete the TCC Fitness Center/Physical Activity Room Assumption of the Risk Form before using the Fitness Center/ Multi-Purpose Physical Activity Space. 3. Be sure to leave the equipment in good condition. Only TCC Students will be able to use the Fitness Area and must be able to present a TCC Student ID to use the fitness center, game room, or gym. The Fitness Center has the right to deny access to any individual. No horseplay or loud offensive language is permitted. Wear appropriate attire at all times. Wear closed-toe athletic shoes at all times (no metal buckles or latches allowed). Sandals and open-toe shoes are not permitted in the Fitness Center. Please check with the fitness/recreation supervisor or assistant on duty if you have questions about your footwear. The staff member will assign a specific treadmill, bike, or elliptical. Only one station for your use will be assigned at any given time. Store all personal belongings not related to activities in Fitness Center in a day locker. The Fitness Center staff may not hold any items. At the end of the day, any items left in lockers will be removed and disposed of 24-hours after removal. The fitness center floor must be kept clear at all times. Use all fitness center equipment for its designated purpose. Ask for assistance before attempting any new exercise. Page 11 of 16 2/3/2011
Observe fitness center etiquette and demonstrate courtesy toward others in the facility at all times. Wipe off equipment after use disinfecting towels are provided specifically for this purpose. Avoid the following behaviors: 1. Using gym chalk in the free weight room. 2. Dropping weights. 3. Eating food or chew gum. 4. Bringing glass bottles or cans to the Fitness Center. If you wish to carry a beverage with you, it must be in a plastic container with a lid. 5. Making excessive noise. 6. Using cell phones or text while in the fitness area. Please note: Orientations are not required to use the Fitness Center. However, it is highly recommended that you attend an equipment orientation Cardio/Aerobic Area: 30 minute time limit on all aerobic equipment when someone is waiting. Participants must sign-up to use the elliptical machines and the treadmills. It is highly recommended that all workouts on aerobic equipment be completed 10 minutes before closing to allow for adequate cool down and stretching exercises. It is highly recommended that you do not wear any type of rubber covering while exercising. Resistance Area: Please do not sit on equipment between sets. Allow other participants to use the same piece of equipment. A circuit workout has priority. Individuals doing multiple sets must allow single set exercisers to continue through the circuit without interruption. Show respect for facility and equipment at all times. Do not throw or drop weights. Use of collars (plate restraining devices) is mandatory. It is highly recommended that you utilize spotters when necessary (i.e. overhead lifts, squats, and bench work). Never attempt to "save" Olympic style lifts. No outside personal training is permitted in this facility. Items that may damage the equipment upholstery may not be worn while using these machines (i.e. jewelry, weight belts with metal clips, jeans, etc.). Dumb bells may not be used outside of the designated dumb bell area (unless free weight barbell benches are not in demand). Specialized lifting footwear must be approved by the fitness instructor(s) on duty (i.e. boots for squatting). However, closed-toe athletic shoes must be worn for all other equipment use. Please do not use cell phones. Page 12 of 16 2/3/2011
Recreational Sports Procedures: Eligibility: Current TCC Students are eligible to participate in the Recreational Sports program. To participate, a player must be on the team roster. To be eligible a new player must be added to the roster by 3pm of the game day. There will be no new players added to a team beyond the mid-point of the season. A player will lose eligibility for the entire season if involved in a physical fight. If a player is ejected from two games in a school year that player forfeits the right to play intramurals during that same school year Teams will be removed from a league if they receive two poor sportsmanship ratings during any season. Process for Team Formation: Form your own team and select a captain. Individuals may enter without a team and they will be assigned to a squad. To enter as an individual or as a team go to the registration page under Student Center Players may not participate on more than one team in a league. New players may be added to a roster until the midpoint of the regular season. Captain s Meeting The captain or other representative from each team must be present at the pre-season captain's meeting to clarify rules specific to that sport. Scheduling and other relevant issues will be discussed at this meeting. It is the captain's responsibility to communicate any information given at the captain's meeting to his/her team members. Protests: Protests, other than those concerning eligibility, shall be made at the time of the dispute and before play is resumed. The clock will be stopped during the discussion. Protests concerning eligibility must be made within five days of the infraction. Note: No protest of judgment calls will be allowed! Postponements: A scheduled contest will not be postponed without just cause. A contest may be postponed in case of inclement weather or with unanimous consent of both team captains and the Fitness/Recreation Supervisor. Contests postponed due to inclement weather will be played on the first Monday after the postponement at the same scheduled time. Forfeits: If a team or contestant fails to appear within ten minutes of the appointed time and at the scheduled place for a contest, Recreational Sports officials will declare the contest forfeited to the team or contestant ready to play. Teams will be warned after five minutes. Participants in individual sports or matches who are unable to contact their opponent must report to the Fitness/Recreation Supervisor two days before the deadline for play. A forfeit will be declared if the match is not played by the designated deadline and the individual Page 13 of 16 2/3/2011
reporting to the Fitness/Recreation Supervisor will be declared the winner. If neither person reports, both participants will be forfeited. A team will forfeit any contest in which it uses an ineligible player, and all contests won while the ineligible player was a member of that team. Two forfeitures (failure to show) automatically eliminates a team from further competition in the sport in which the offenses were committed. All games previously played and all future games will be counted as wins for their opponents. Miscellaneous Guidelines: The first team listed on the schedule will be the home team and wear white shirts. Light gray shirts should not be worn by either side. Once the game time has arrived teams must begin play if they have the required number of players. They are not allowed to wait for a full team. Misconduct will not be tolerated. One warning will be given, and the second is cause for dismissal. Anyone dismissed from a game must apply for re-instatement with the Fitness/Recreation Supervisor before playing another contest. If physical fighting is involved, the player is automatically removed from the league and any other intramural sports during that season. If the player wishes to participate in intramurals at a later date he/she must have a conference with the Fitness/Recreation to determine his/her eligibility. No player may play on two teams on one league in the same sport. It is allowed that one player may be in two different leagues within the same sport. However, that player will not be eligible for a second shirt if his/her team should win the championship in both leagues. Blood borne Pathogen Policy - Any player who sustains an injury where bleeding or oozing occurs must leave the field. The bleeding must be stopped and the area completely covered before the individual is allowed to reenter the game. The Recreational Sports Staff person must clear the individual before she/he resumes play. If the uniform has become contaminated with blood, it must be changed before the player reenters the game. Injury Procedure: If the injury is serious, call 9-911 For minor cuts use the First Aid Kit that is located in the duffel bag or at the monitor's desk of the game room. *Be sure to follow the Blood borne Pathogens procedures. If an injured person needs to go to the Emergency Room/ Hospital and 911 has not been called, it is the captain's responsibility to find the injured person a ride. The Fitness/Recreation Supervisor may assist in finding transportation but is not able to leave the game site. The Fitness/Recreation Supervisor should be notified about any injuries that require a trip to the hospital Once the injury is cared for, an Injury Report should be completed. These forms can be found in the Fitness/Recreation Supervisor Office or in the check desk. Send the Injury Report to the Fitness/Recreation Supervisor when it is complete. Additionally, an Incident Report must be filed with TCC Security Office. Page 14 of 16 2/3/2011
STUDY ROOM/ROOM RESERVATION PROCEDURES: Expectations for Student Conduct: TCC student Conduct Guidelines and Expectations for Civility and Safety, as outlined in the current TCC Student Handbook, are to be observed at the Student Center at all times. 1. Study Rooms may be used for a three-hour time period per person or group. 2. Study Rooms may be used by groups of 2-10 people (certain rooms have been designated for medium or large groups). 3. Study Rooms should not be left vacant more than 15-minutes. Longer vacancies will result in the reservation being forfeited. 4. Study Rooms will be monitored: Student Center staff members have the authority to expel a user or group using the study room inappropriately. 5. A third failure to show up for a reserved room will result in a loss of room reservation privileges for the remainder of the semester. However, the student or group will be able to use Study Rooms in the future as a walk-in. 6. Privileges to use the Student Center will be lost for abusing a study room and/or the rules governing its use. 7. If you are 15 minutes late for a reserved room, the room will be made available to others. 8. Study Rooms must be free of loud music or loud voices. 9. Limited food is allowed in Study Rooms: Only beverages in closed containers and small snacks will be allowed. Check-in and Check-out Procedures (see attached forms): 1. Present a TCC Student I.D. at the check-in desk. 2. Reserve a Study Room at the Information Desk in the Student Center, by phone or e- mail (nscenter@tcc.edu): Reservations can be made up to one day in advance. 3. Check-in at the Information Desk to be assigned a Study Room. This applies to those who have reserved a room and walk-ins. 4. Reserve and plan: Study Rooms are assigned on a first-come, first-served basis. Study Rooms- Locations: 5201 5202 5211 5301 5302 5402 5206 5207 5208 5212 5401 Page 15 of 16 2/3/2011
Policies: Group rooms are closed 30 minutes before the Student Center closes. Groups from 2-15 people may use rooms (Certain rooms are labeled as Medium and Large Size). Rooms are not sound proof - no music or loud voices. Limited food is allowed including beverages in closed containers and small snacks. Rooms vacant for longer than 15 minutes will result in the group forfeiting its reservation. If a student does not show up for the reservation he/she loses his/her privilege to reserve the room after the 3 rd time. Study rooms will be monitored; the Student Center staff has the authority to expel groups using the study rooms inappropriately. Abuse of study rooms and rules governing their use may result in the loss of Student Center privileges. Work Orders: All Student Center occupants requesting work to be done in their areas should place their request through the Student Center Director s office. To submit a request, a standard Work Order form must be completed. The staff will log your request and work orders will be submitted to Building Superintendent in your name within 24 hours of you contacting the Administrative/Facilities Coordinator. Note: This process is not for emergencies. Page 16 of 16 2/3/2011