RSO Operations

Copy Card and Copy Center

Every funded RSO will be assigned a Copy Card, please stop by the CAB 320 Front Desk to check-out. Each month the amount of charges will be billed to your RSO Budget. Keep your copy card in your workstation, with your person, or you can ask the Front Desk to keep it for you. There is a $7 charge for lost copy cards.

The Copy Center is located in the basement of the Library Building. If you have more than 50 copies to make, please use the Copy Center. Using your Copy Card in Student Activities will bill your budget $.07 per copy. Charges at the Copy Center are $.06. They also have a color copier that can be used at a charge of $.60 for 8.5x11, $.75 for 8.5x14, and $.90 for 11x17 per copy. The Copy Center has approximately a three-day turn around time. Their hours are 8am to Noon and 12:30 to 4:30pm Monday through Friday.

Next to the CAB 320 copy machine is the Copy Log. Please log the number of copies you make every time you use your Copy Card. It is the only way to challenge your Copy Card bill. Additionally, if you lose your Copy Card, please notify the Front Desk. For more information as well as additional rates for other services, please visit the Copy Center Website.

Printed Advertisements and Publishing

Prior to printing or copying of any materials to be used for advertising or announcing an event, the RSO advisor is available to help review the master document. All Purchase Requests for printing or copying must have the advisor's initials before the purchase will be arranged. The purpose of this review is to ensure that all information needed to make the documents effective have been included and that your RSO has enough funds to purchase the services. Unauthorized printing will not be reimbursed.

All items published by RSOs must be original work or used with permission of the designer or creator. Everything from zines, posters and anthologies created by RSOs carry with it the obligation that these creations are lawful. RSOs are encouraged to learn more about Libel (defamation) and Privacy Invasion and Copyright Law. RSOs should see their Student Activities advisor for more information.

Mail

The on-campus and off-campus mail trays are located on the table at the Front Desk. When you need to mail items, the return address will always appear like this:

The Evergreen State College
Student Activities Office, CAB 320
Olympia , WA 98505
**Budget Number**

All mail MUST be from the RSO, not from an individual person or for non-group related use. If you need to use an alternative carrier such as DHL, UPS, or Fed-Ex, or have a bulk-mailing, please see your advisor. Outgoing deadline is 2:30pm to the mailroom. Coordinators are expected to check their mailboxes routinely that are located on the outside of appropriate workstations on this floor. All other mailboxes are located in WorkStation #1.

If you would like your information mailed to staff and faculty, you may request that the Copy Center send your copied information directly to the mailroom for delivery. The mailroom does not deliver individual flyers to housing residents. However, you can work with the mailroom to stuff housing mailboxes. Please see your advisor for more details.

Housekeeping

The Student Activities Office was paid for with your student fees, and this area belongs to you. It is your responsibility to help pitch-in to keep the office clean. There are no custodial services to empty trash in workstations, so there are no waste containers. You are expected to use the appropriate trash container (gray) in CAB 320. The receptacles in the workstations are for recycling ONLY. There are large recycling containers located throughout the CAB 320 area. Please empty small recycling containers into these as needed. All shredded paper must be bagged and all cardboard boxes should be flattened.

Please arrange tables and chairs neatly when finished using the common area and/or conference room remember there are others who my have reserved the room after you. Please see additional information regarding the CAB Solarium.

Air Quality

In a spirit of cooperation and caring for our fellow community members, College Policy requires a high-level of Air Quality be maintained on Campus. These are the summarized sections for your review:

• Selection of products for use on campus should be reduce or limit exposure to air contaminants. Product selection should take into consideration factors such as effectiveness of alternatives, application process, location of use, extent of exposure, and cost.
• TESC supports the concept of a fragrance and pollutant-free environment on its properties and in its programs.
• Please refrain from wearing any scented products.
• Toxic markers (i.e. magnums) are not to be used in CAB 320. They stain the tables, and cause serious allergic reactions to staff and students alike.

Additionally, College Policy, limits smoking on campus to those areas specifically marked. The closest smoking location to CAB 320 is in the corner between the CAB and the Library Building off of the 1st Floor. See Map for more details.

After-Hour Access to CAB 320

Office hours are: Monday through Thursday from 8am-6pm, and Friday from 8am-5pm. During evaluation week and school breaks, office hours will be 8am-5pm Monday through Friday. Propping of the CAB 320 doors when Student Activities is closed is PROHIBITED! Doing so breaches the safety and security of occupants and materials.

The CAB building is closed from 11:30pm to 6am Monday through Friday. On the weekends, the building is closed from midnight to 6am. No students are permitted in the CAB when the building is closed. (Exceptions are granted to KAOS and the CPJ.) A key to CAB 320 can be checked out at the Student Activities Front Desk or through Police Services to Coordinators. If your organization has an enclosed office, (i.e. CAB 206, 313 or 314) you can be assigned a key through your advisor. Please remember that sleeping in College facilities is not permitted.

The following groups will need to provide an access list to the Front Desk: Evergreen Queer Alliance, Women's Resource Center, Women of Color Coalition, and the Bike Shop. If a name is not on the list, they will be denied key access to these offices. These students should receive training from the RSO advisor and/or the RSO coordinator regarding use of the key.

Telephones and Faxing

You may use your telephone for RSO business. To call a local number, press 9 and dial the 7-digit number. To call an 800 or toll-free number, press 8 and dial 800 and the 7- digit number. To call a long distance number, check out the calling card from the Front Desk. In the folder with the card is a calling card log. It is imperative that you record EVERY long distance call. This calling card needs to be returned immediately after use. No cards are to be kept out over night, and be cautious about where you put it while in your possession to avoid unauthorized use.

Please be aware of the following policy: No personal long distance or the accepting of Collect Calls calls are permitted on college telephones. If any of the calls listed on the calling card log are found to be personal, you will be required to reimburse the college cashier for the cost of the call plus a recovery fee. Abuse of long distance calling by students may result in holds being placed on registration, academic and financial records. To call a long distance number, dial 8 and then the area code and number. Do not dial "1" as you would on a home phone. You are responsible for any calls made while the card is checked out to you.

RSOs with a telephone can have voicemail on the TESC Meridian System. RSOs who share a workstation should meet and agree on an outgoing message. Please see the Front Desk or your advisor to learn the password for your phone. The Telecommunications Office has instructions available for navigating the voicemail system. 

If you need something faxed, please complete a fax cover sheet at the Student Activities Office Front Desk. The clerical staff will be happy to fax for you. If your RSO needs to receive a fax, the phone number for our fax machine is: (360) 867-6697. Faxes will be sent out as soon as possible. Faxes will be returned to your mailbox once confirmed as being sent.

Basement Storage

The Student Activities Administration has limited storage space available in the basement of the College Activities Building (CAB 14). RSOs may store items in this space for up to one academic year. At the beginning of each Fall Quarter and at the end of Spring Quarter, the coordinator of each RSO with items stored in the basement will make an appointment with their advisor or another member of the Student Activities staff to help review those items. Any items that are no longer serviceable or needed must be disposed of or removed. The Student Activities staff will dispose of items not removed by the end of Spring Quarter. Items may remain in storage beyond one academic year provided this review process has been followed. Any RSO that does not make this appointment or that chooses not to remove those items, will have the cost of removal charged to their upcoming budget.

TV Lounge

The TV Lounge located on the third floor of the CAB is available for reservations for use from 8am until 11pm by RSOs interested in using the 65" HDTV, VCR or DVD player. The reservation period may be for up to four hours per reservation. Reservations are made at the CAB 320 Front Desk. All applicable laws are to be followed in showing your video media. If you are unsure if your video media can be shown, please talk with your advisor.

Equipment Check-Out & Requests

The following items are available for check out to your group:

• Digital Camera (2)
• Evergreen T-shirts (assorted sizes)
• Green Boards with Velcro letters - (5)
• Floor standing signs (3) (for inside use only)
• Overhead projector
• Popcorn Machine with popcorn supplies
• TV/VCR/DVD on a cart (2)
• Whiteboard easels - 4 (for inside use only)
• Button maker
• Pop-up tent
• Medieval Tent
• Sandwich boards (2)
• Digital Audio Recorder
• Walkie-Talkies (FRS Radios)
• Speakerphone
• USB Flash Drives (512mb, 1gb)

These items will be checked out only to the RSO Coordinator. Check-out equipment at the Front Desk or directly from your advisor. Unless otherwise specified, equipment is expected to be returned within 24 hours. For use of the Digital Camera, Student Activities will order prints periodically for the Scrapbook. If your group would like prints ordered for other purposes please let your advisor know.

Green boards must be returned to CAB 320 at the end of an evening event or before leaving campus to avoid damage and vandalism. Green Boards are intentionally lightweight and waterproof to make them easy to use. However, they cannot be check-ed out during windy or other poor weather days. Equipment left out - i.e. green boards left overnight on Red Square, will mean that your RSO may not be able to check them out again. Most equipment is available on a first come-first serve process, but please see the Front Desk if you need to make a reservation.

Basic Office Supplies

Office Supplies are available for all Registered Student Organizations (RSOs) or those going through the process with their Advisors consent. No checkout procedure is necessary to acquire these items other than to visit the Front Desk. However, please use restraint in what you take - i.e. do you really need an entire box of pens, or is one sufficient? If you can't locate something on this list, contact the front desk or your advisor. RSOs that need a disproportionately large amount of supplies may need to use their RSO budget to acquire the extra items.

Binder - 1", 2", 3"	Binder clips - small	Calculator
CD / DVD Burnable Media	Chalk	Clipboards
Correction Fluid / tape	Envelopes - Various sizes	Erasers
Evergreen Envelopes / Letterhead	Facial Tissues	File Folders
Glue - white, rubber cement	Glue Sticks	Hanging File Folders
Highlighters - various colors	Markers - standard, wet & dry erase, various colors	Name Tags
Notepads - various sizes	Paint -various water-based colors for banner painting	Paint Brushes - various sizes
Pencils	Paper - butcher block, various colors	Paper - 8.5"x11" - various colors
Paper - 8.5"x14" - various colors	Paper - 11"x17" - various colors	Paper Clips - small, large
Paper Towels	Pens - blue, black, red	Phone Message Pads
Push Pins	Rubber Bands	Rulers
Scissors	Single and Three Hole Punch	Sticky Notes
Staple Puller	Stapler with Staples	Steno Pads
Tacks	Tape (masking, painters, gaffers, mailing, etc...)	Tape Dispensers