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General Policies

A | B | C | D | E | F | K | M |P | T


A


Afterhours Usage:

During normal building hours, there are no fees for a Building Manager. Events that fall outside of normal business hours can be arranged through the Wilson Commons Reservation Coordinator at least 8 days ahead of time. There is an hourly fee of $20 an hour for student organizations and $30 an hour for university departments and external clients. Minimum charge of one hour will always be assessed for afterhours events.

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Arrow Sign Policy:

  1. To reserve the Arrow Sings in Wilson Commons, please submit a request using the online Equipment Rental Form located on the Forms Tab on the WCSA website. All Arrow Sign requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed use of the arrow signs.
  2. The requesting organization or department must pick up the arrow signs by going to the Common Connection for assistance.
  3. Any loss, damage or vandalism during use of the arrow signs is the responsibility of the group using them and will be charged based on the cost for repair or replacement.
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Awareness Opportunities Policy:

Request Forms are available online at Campus Community Connection. Please click on the following link for thePromotional Opportunities Form.

  1. Awareness Opportunities reservations last up to 2 weeks per group per project for the 3rd Floor Display Case and Donation Box in Wilson Commons. Reservations last up to 1 week per group per project for the Expression Walls. To ensure equal and fair access to others, groups cannot schedule consecutive reservation periods. If multiple groups are involved in the project, the reservation period is still limited to the aforementioned time limit.
  2. These areas are NOT to be used to promote singular events. Past project examples include: nationally recognized weeks or months, community weekends, and awareness of social issues.
  3. The Expression Wall and Display Case cannot be requested on the same reservation however, the Donation Box can be requested in conjunction with a reservation for the Expression Wall or Display Case.
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B


Balloons/Decorations:

  1. All decorations and balloons must be removed by the sponsoring organization after an event.
  2. Helium balloons cannot be given away as part of a program and must be tethered as decorations. See Event Planning for more information.
  3. No decorations can be affixed to painted surfaces.
  4. All helium tanks must be chained to a cart at all times.
  5. If a sponsoring organization is blowing up balloons using a helium tank on their own, this must take place in a space with a low ceiling (i.e. a conference room, Ruth Merrill Center, etc.)
  6. If the event has balloons suspended with magnets (i.e. in the May Room), the sponsoring organization must work with Event and Classroom Management and/or the company who is hanging the balloons to arrange for removal of the magnets in a timely manner.

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Banners:

  1. To reserve a banner space in Wilson Commons or Douglass, please submit a request using the online Banner Request Form located on the Forms Tab on the WCSA website. Please click on the following link for the Banner Request Form. All banner requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed banner space.
  2. Groups can have pre-made banners hung or they can paint a banner in Wilson Commons. Only nine (9) banner spaces are available on the Havens Lounge Bridge, and eight (8) in the Douglass third floor lounge. Wilson Commons Student Activities reserves the right to determine the placement of banners in all designated locations. At staff discretion, additional space may be used for hanging banners.
  3. Important! A banner reservation lasts up to 8 days per group/per event. To ensure equal and fair access to hang banners, groups cannot schedule consecutive banner reservation periods nor have more than one banner reservation at a time. A banner must be brought to the Common Connection the day before the reservation begins. At the conclusion of the reservation period, banners must be picked-up at the Common Connection by the reserving group within one week. Wilson Commons Student Activities is not responsible for banners after the reservation has expired.
  4. Banners are to be no wider than 5 feet across and no more than 8 feet long. Banners are typically hung by cutting 2 holes in the top of the banner. Due to the chance of ripping, paper banners will not be accepted.
  5. Banners can be painted/made in Wilson Commons by reserving the designated area in the Hirst Lounge after 8pm (if available on the day requested).
  6. Plastic sheets must be used underneath the banner materials to avoid paint spill and staining on the brick. Plastic sheets can be provided by Wilson Commons Student Activities at the Common Connection, 201 Wilson Commons. Only water soluble paints/materials can be used. Spray paints, oil-based paints, and permanent markers cannot be used.
  7. Student organizations are responsible for the clean-up and re-set of the area used for making banners. If additional clean-up is required, the student organization responsible may incur charges. Please do not use bathrooms for clean-up. See the Wilson Commons' Building Manager for appropriate brush cleaning locations.
  8. Organizations are not permitted to hang their own banners. Pre-made or finished, dry banners can be brought to 201 Wilson Commons. Once dropped off, banners will be hung within 24 hours of your reservation's start time.

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Battery Operated Candles:

  1. To reserve the Battery-Operated Candles in Wilson Commons, please submit a request using the online Candles (Battery-Operated) Request Form located on the Forms Tab on the WCSA website. Please click on the following link for the Battery-Operated Candles Form. All Battery-Operated Candle requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed use of the battery-operated candles.
  2. The reservation request is solely for the battery-operated candles.
  3. There is a $1 rental fee per candle per event
  4. The battery-operated candles must be picked up at the Common Connection after 9 am and returned before 10pm.
  5. Any damaged or lost candles during the reservation will incur a $5 replacement fee.
  6. The group must notify the Assistant Director of Wilson Commons at least 24 hours in advance if the candles will not be used on a particular day or if the group intends to cancel the rental in its entirety, otherwise the rental agreement will be considered null and the group's rental privileges for the remainder of the semester will be suspended.

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Buzzer System Policy:

  1. To reserve the Buzzer System in Wilson Commons, please submit a request using the online Equipment Rental Form located on the Forms Tab on the WCSA website. All Buzzer System requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed use of the buzzer system.
  2. The reservation request is solely for the buzzer system. If the requesting organization or department needs assistance with the setup or operation of the equipment they must contact event support ahead of time to make arrangements for this service.
  3. The requesting organization or department must pick up the buzzer system by going to the Common Connection for assistance. If the buzzer system is being used as part of an event that involves Event Support, it will be provided in the requested area by Event Support.
  4. There is a $20/day rental fee for the buzzer system.
  5. The group must notify the Assistant Director of Wilson Commons at least 24 hours in advance if the buzzer system will not be used on a particular day or if the group intends to cancel the rental in its entirety, otherwise the rental agreement will be considered null and the group's rental privileges for the remainder of the semester will be suspended.
  6. Any loss, damage or vandalism during use of the buzzer system is the responsibility of the group using it and will be charged based on the cost for repair or replacement.
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C


Chalking Policy:

Chalking is allowed on River Campus sidewalks to promote University affiliated activities or events.

Chalking is prohibited on the following surfaces:

  • Any vertical surfaces including walls, sides of buildings/stairways, and stairs
  • Under any awning or other structure that could potentially obstruct rain from washing the chalk away (i.e. area under the awning at Susan B. Anthony Halls, balconies, etc.)
  • Any brick surfaces, horizontal or vertical, including pavers, stairs, and the Wilson Commons Porch
  • Any street surface (i.e. Intercampus Drive, Wilson Blvd., etc.)

No spray chalk is allowed to be used on any surface.
Chalking may be removed at any time based at the discretion of the grounds crew and in accordance with their cleaning schedule.
Students are encouraged to ensure that the content of the chalking adheres to the Communal Principles.
Student organizations should talk to their primary advisor if they have any questions about this policy.

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D


Display Case Policy:

  1. To reserve the Display Case in Wilson Commons, please submit a request using the online Display Case Form located on the Forms Tab on the WCSA website. All Display Case requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed Display Case space.
  2. On the first day of the reservation period, the organization/department must come to the Common Connection to sign out the case key. The key must be returned after the items are put in place and is not to be kept during the entire reservation period.
  3. Items can be affixed to the back wall utilizing thumbtacks or push pins. These will NOT be provided by Wilson Commons Student Activities. Display items can be set in the bottom of the case. Scotch tape can be used to string items through the case. No other kind of tape is permitted. Approval for other kinds of adhesives or display techniques must be approved by the Associate Director of Student Life Operations.
  4. All displays must clearly state the sponsoring organization/department and a statement of purpose for the project.
  5. Student organization displays must be approved by the adviser before they are hung.
  6. All displays must clearly state the sponsoring organization/department and a statement of purpose for the project.
  7. All display items must be removed by 8pm on the last day of the reservation period. Wilson Commons Student Activities is not responsible for display items that are not removed by the end of reservation period.

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Donation Box Policy:

  1. To reserve the Donation Box in Wilson Commons, please submit a request using the online Donation Box Form located on the Forms Tab on the WCSA website. Please click on the following link for the Donation Box Form. All donation box requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed the donation box space.
  2. Donation box space is limited to an area within the confines of the Common Connection. We reserve the right to place the collection box in an appropriate space as to not interfere with the daily activities of the department.
  3. At the conclusion of the reservation period, the collection box must be picked-up by the reserving group within 2 days. Wilson Commons Student Activities is not responsible for items in the donation box after the reservation has expired.
  4. The student organization or department will provide the donation box. It must be labeled with the sponsoring organization or department, the dates of the collection, where the items will be donated and what items will be accepted (examples include, but not limited to, clothing, non-perishable food items, school supplies, etc.).
  5. Currency CANNOT be collected in the donation boxes.
  6. The student organization or department will check the donation box frequently to empty the contents.
  7. Wilson Commons Student Activities is not responsible for theft of items placed in the donation box.
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E


Event Set-Ups and AV:

  1. Event Support is our preferred vendor for AV and furniture setup needs.
    1. If a different vendor is being used approval must be given in advance by the Associate Director of Student Life Operations.
  2. To request services from Event and Classroom Management please contact ecm@rochester.edu
  3. When Event and Classroom Management is setting up a room for an event, please respect their need for the space.
  4. Pianos in rooms cannot be played while Event and Classroom Management is working in the space.

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Equipment Rental/Usage Policies:

Wilson Commons Student Activities has some equipment that can be reserved by student organizations or departments using the Equipment Rental Form and pick up from the Common Connection desk in Wilson Commons.

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Expression Wall Policy:

  1. To reserve the Expression Wall in Wilson Commons or the expression wall in Douglass Commons, please submit a request using the online Expression Wall Form located on the Forms Tab on the WCSA website. All Expression Wall requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed expression wall space.
  2. Items cannot be directly affixed to the wall. Clips are available for sign-out at the Common Connection in Wilson Commons to hang items from the wire. If clips are not returned, the organization/department will be charged $2 per clip.
  3. All displays must clearly state the sponsoring organization/department and a statement of purpose for the project.
  4. The Expression Wall has a wire that is 15 feet horizontally and can accommodate up to 5 feet vertically.
  5. Student organization displays must be approved by the organization’s adviser before they are hung.
  6. Wilson Commons Student Activities is not responsible for loss or damage to the items used in the display.
  7. All display items must be removed by 8pm on the last day of the reservation period. Wilson Commons Student Activities is not responsible for display items that are not removed by the end of the reservation period.
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F


Food and Alcohol:

Events with Food:

  1. Events with food must use an approved caterer or follow the rules for food events on the Sanitarian's website.
  2. All events with alcohol in Wilson Commons and/or Douglass must be catered by Meliora Catering.
  3. If you are utilizing drop off catering service, the sponsoring organization is responsible for cleaning up and disposing of the garbage associated with the food event.
  4. If the garbage in a room is full after a food event, the sponsoring organization must notify the building manager.
  5. Eating Competitions
    1. All participants must sign off on a physical liability release.
    2. MERT must be on site for the event.
  6. The sponsoring organization is responsible for all clean-up.

University Drug and Alcohol Policy:

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Furniture in Spaces:

  1. If the furniture in a lounge space or meeting room is moved, it must be returned to its original location by the sponsoring organization. If it is not returned to its original set-up, a room re-set fee will be charged.
  2. No furniture can be placed in fire egress areas and cannot be used to totally block off a space. Decorations (i.e. streamers) can be used to create a temporary barrier for an event space and must be removed by the sponsoring organization at the end of their event.
  3. In Wilson Commons’ Hirst Lounge, the only furniture that can be moved by a sponsoring organization are the two information tables in the front of the space. These tables cannot be dragged, they must be picked up to be moved and then returned to their original locations by the sponsoring organization. No other furniture can be moved without working with Event and Classroom Management. If the soft furniture under the clocks must be moved from its original location for an event, a $100 furniture fee will be charged per event.
  4. Furniture in Wilson Commons conference rooms cannot be moved without working with Event and Classroom Management.
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K


Karaoke Machine Policy:

  1. To reserve the Karaoke Machine in Wilson Commons, please submit a request using the online Equipment Rental Form located on the Forms Tab on the WCSA website. All Karaoke Machine requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed use of the karaoke machine.
  2. The reservation request is solely for the karaoke machine. If the requesting organization or department needs assistance with the setup or operation of the equipment they must contact event support ahead of time to make arrangements for this service.
  3. The requesting organization or department must pick up the karaoke machine by going to the Common Connection for assistance. If the karaoke machine is being used as part of an event that involves Event Support, it will be provided in the requested area by Event Support.
  4. There is no rental fee for the karaoke machine if it is being used in Rocky's Subshop & Lounge.
  5. There is a $25/day rental fee for the karaoke machine if it is being used outside of Rocky's Subshop & Lounge.
  6. The group must notify the Assistant Director of Wilson Commons at least 24 hours in advance if the karaoke machine will not be used on a particular day or if the group intends to cancel the rental in its entirety, otherwise the rental agreement will be considered null and the group's rental privileges for the remainder of the semester will be suspended.
  7. Any loss, damage or vandalism during use of the prize wheel is the responsibility of the group using it and will be charged based on the cost for repair or replacement.
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M


Music/Sound

  1. The building manager and/or Event and Classroom Management will determine the appropriate volume level for events.
  2. WRUR can provide DJ service for an event, but cannot provide additional amplification for events beyond a single announcer microphone.
  3. Event and Classroom Management is the preferred vendor for sound in student life spaces. If you would like to use an alternative company, Event Support will give you guidance on the process (i.e. insurance, etc.), recommended alternatives, and will give final approval for use of an alternative company. The Associate Director of Student Life Operations must be notified any time a vendor other than Event and Classroom Management is being used in a student life space.
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P


Paint/Tye-Dye, and other potentially messy events:

  1. Banner painting can only occur in Hirst Lounge in Wilson Commons. See the Banner Policies for details.
  2. If paint, tye-dye, glitter, or other potentially messy substances is being used during an event, the sponsoring organization is responsible for covering and protecting all tables, surfaces, and floors surrounding the event space. Sponsoring organizations can work with Event and Classroom Management to provide plastic to cover event areas.
  3. Only water-based art supplies can be used during an event.
  4. All paint brushes and other equipment must be cleaned in a janitor's closet sink. This can be accessed through the building manager. No cleaning of supplies can be done in bathroom sinks.
  5. If participants in an event will need to use the bathrooms to clean themselves up after an event (i.e. throwing cream pies, food sales, etc.), the sponsoring organization is responsible for providing the supplies for the participants to clean themselves off and checking the bathrooms after the event.
  6. If something does spill or make a mess, the sponsoring organization is responsible for contacting the building manager immediately.

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Physical Activity (novelties, etc.):

  1. All participants must sign off on a physical liability release.
  2. MERT must be notified of the event.

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Posting Policy:

Wilson Commons Student Activities encourages the dissemination of information through the posting of posters and fliers on bulletin boards within the building. Wilson Commons Student Activities is responsible for the administration and maintenance of all bulletin boards in the building and reserves the right to clear the bulletin boards at any time.

General Posting Guidelines on Campus

Materials for hanging flyers can cause damage to property on campus. Areas like the clock tower, painted walls in buildings, and glass on windows and doors are sensitive to adhesive materials and cause damage easily. If your group is found posting in such areas and damage occurs in removing postings a fee may occur to repair damage. If you have any questions about posting around campus talk please with your advisor.


BULLETIN BOARD POLICIES

Wilson Commons Student Activities will assist in the multiple posting of fliers and posters in Wilson Commons, Douglass Commons, and the public space in Genesee Hall. Student groups and departments who wish to have their program fliers and posters posted on the various bulletin boards and in glass cases should bring up to 8 copies of their poster to the Wilson Commons Office Manager, Room 201. WCSA will only hang posters for university sponsored events. Approved posters will be posted on a space available basis for up to 8 locations.

Wilson Commons:

  • Common Connection Information Desk
  • Bulletin board outside of Common Connection
  • Bulletin board on 3rd floor
  • Glass cases in the tunnel from the 3rd floor

Douglass:

  • Bulletin board on the 3rd floor
  • Bulletin board on the 4th floor

Genesee Hall:

  • Two bulletin boards on the 3rd floor

OPEN BULLETIN BOARDS - GENERAL POSTING

  • These designated boards are open for anyone to hang posters.
  • One poster per event is allowed. Multiple posters will be removed.
  • Posters covering other posters will be removed.
  • Posters hung on borders will be removed.
  • Open bulletin boards will be cleared every Monday.
  • Locations:

Wilson Commons

  • 1st Level - Kiosk around circular stairs.
  • 2nd Level - Around kiosk near main entrance. All sides except side facing the Common Connection.
  • 3rd Level -Bulletin Board on left side of tunnel across from RCCL glass cases.

Douglass

  • 3rd floor on back side of fireplace wall
  • 4th floor on wall opposite the stairs

Spurrier

  • Ground floor in hall across from G11
  • Douglass Commons 3rd floor – on the back side of the fireplace wall
  • Douglass Commons 4th floor – opposite the stairs
  • Wilson Commons 2nd Level - Kiosk near main entrance facing the Common Connection.
  • Wilson Commons 3rd Level - Hallway to Frederick Douglass Building, before glass doors.
  • Genesee Hall 3rd floor – Hallway between room 308 and the Residence Hall entrance
  • Genesee Hall 3rd floor – Hallway between room 321 and stairs

WILSON COMMONS STUDENT ACTIVITIES - CONTROLLED ACCESS BULLETIN BOARDS

  • These designated boards are for posters approved through Wilson Commons Student Activities.
  • One poster per event is hung.
  • All other posters and fliers will be removed.
  • The Office Manager of Wilson Commons Student Activities is responsible for the approval process of posters.
  • All dated posters will be cleared daily.
  • Locations:

3rd LEVEL GLASS CASES AND BULLETIN BOARDS

  • The 3rd Level Glass Cases, located in the tunnel to the Library, are available for hanging posters for campus programs and activities. Posters for the glass cases should be given to the Office Manager in Wilson Commons Student Activities.

FLIERS AND POSTERS ARE PROHIBITED ON GLASS, WOOD, BRICK, PAINTED, AND METAL SURFACES. Advertisements cannot be placed on surfaces or tables in student life spaces.

DAY OF EVENT SIGNAGE

  • Signs are permitted that are directional in nature to be hung the day of an event.
  • The event must be located in a student life space (i.e. Wilson Commons, Douglass, Spurrier).
  • This is the only time information can be posted on glass doors or brick surfaces.
  • Signs cannot be posted on any painted surfaces.
  • The sponsoring organization must remove all signs after the event or a fee could be incurred.

WCSA does have arrow signs that can be placed around the building for directional usage for events. Please contact the Common Connection regarding their usage.

Organizations in violation of any sections of this policy may incur costs for the removal of their materials.

POSTING POLICY FOR RESIDENCE HALLS

Advertising is strictly limited to bulletin boards in residence hall areas. Posting is not allowed on doors, windows, bathroom mirrors, floors or rugs, in elevators or in stairwells.  Advertising may not be slid under student room doors.
Promotional literature for recognized student organizations, approved student programs and campaign posters may be posted on residence hall bulletin boards unless the board is specifically designated for a particular use (e.g. board reserved for Hall Council information).  When posting on bulletin boards, only one (1) advertisement per bulletin board is allowed.  Groups must not cover up other ads when posting their own advertisement.

  • Staples, thumb tacks and blue masking tape are approved methods of hanging advertisements.  Duct tape, regular masking tape and packing tape are expressly prohibited. 
  • Promotional literature posted on any surface other than bulletin boards will be removed by the Residential Life staff.
  • Commercial advertising is not permitted in any residence hall building.  Such advertisements will be removed by the Residential Life staff.

If you have any questions regarding these policies, please contact the Associate Director of Student Life Operations.

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Posting Policy for Residence Halls:

Advertising is strictly limited to bulletin boards in residence hall areas. Posting is not allowed on doors, windows, bathroom mirrors, floors or rugs, in elevators or in stairwells. Advertising may not be slid under student room doors.

Promotional literature for recognized student organizations, approved student programs and campaign posters may be posted on residence hall bulletin boards unless the board is specifically designated for a particular use (e.g. board reserved for Hall Council information). When posting on bulletin boards, only one (1) advertisement per bulletin board is allowed. Groups must not cover up other ads when posting their own advertisement.

Staples, thumb tacks and blue masking tape are approved methods of hanging advertisements. Duct tape, regular masking tape and packing tape are expressly prohibited.

Promotional literature posted on any surface other than bulletin boards will be removed by the Residential Life staff.

Commercial advertising is not permitted in any residence hall building. Such advertisements will be removed by the Residential Life staff.

If you have any questions regarding these policies, please contact the Associate Director of Student Life Operations.

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Prize Wheel Policy:

  1. To reserve the Prize Wheel in Wilson Commons, please submit a request using the online Prize Wheel Request Form located on the Forms Tab on the WCSA website. Please click on the following link for the Prize Wheel Form. All Prize Wheel requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed use of the prize wheel.
  2. The reservation request is solely for the prize wheel. The requesting organization or department must request a table or room using the proper form.
  3. The requesting organization or department must pick up the prize wheel by going to the Common Connection for assistance. If the prize wheel is being used as part of an event that involves Event and Classroom Management, the wheel will be provided in the requested area by Event and Classroom Management.
  4. If the prize wheel is used at an information table or flex table it must be picked up by 9 am and returned by 10pm to the Common Connection each day of the reservation. If the prize wheel is being used as part of an event that involves Event and Classroom Management set-up the prize wheel will be retrieved and returned by Event and Classroom Management employees.
  5. The group must notify the Wilson Commons Services Coordinator at least 24 hours in advance if the prize wheel will not be used on a particular day or if the group intends to cancel the rental in its entirety, otherwise the rental agreement will be considered null and the group's rental privileges for the remainder of the semester will be suspended.
  6. Any loss, damage or vandalism during use of the prize wheel is the responsibility of the group using it and will be charged based on the cost for repair or replacement (not to exceed $300.00).

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T


Ticketing Policy

Wilson Commons Ticket Sales offers several options for tickets for events sponsored by student organizations and University departments. Using the website rochester.universitytickets.com, you and your customers can see your event online, read information about the event, and order online tickets. Tickets for on and off campus events are available for purchase at the Common Market. Select events are available for purchase online at our University Tickets website. Tickets can be sold online and at the Common Market for UR students, alumni, faculty, and the general public. Off-campus event tickets are not permitted except for programs approved by WCSA.  

Ticketed Event Policies

  • Tickets for new events go on sale every Monday morning, during the academic term, at 11:00AM when the Common Market opens. This applies to both in person sales as well as online sales. Any exceptions made to this policy are at the discretion of the Assistant Director of Student Life Operations.
  • Ticket Event Forms must be submitted no later than Wednesday at 5:00PM to qualify for the following Monday on-sale date. Any exceptions made to this policy are at the discretion of the Assistant Director of Student Life Operations.
  • The Ticketed Event Request Form is available on CCC. This form must be completed for all ticketed events on sale at the Common Market and/or online. Additionally, student organizations must have this form approved by their advisor.
  • Common Market sales end one hour into the ticketed event, unless another time is specifically requested by the hosting organization on the Ticket Event Form. Online sales end at 3PM the day of the event (or two hours before the event, whichever comes first) or Friday at 3PM for weekend events so a Will Call list can be generated.
  • Hosting organizations may also request pre-printed tickets (to sell at the events, use for giveaways, etc.) and/or comp tickets on the Ticket Event Form. These tickets will be available for pick-up at the Common Connection desk (Wilson Commons 201), the Monday following form submission at 11:00AM.
  • Organizations hosting events that require ONLY pre-printed tickets must complete the Ticket Event Form. This form must be submitted no later than Wednesday at 5:00PM for a Monday morning ticket pick up. Pre-printed tickets will be available for pick up at the Common Connection desk (Wilson Commons 201), Mondays beginning at 11:00AM.
  • Tickets printed at the Common Market, also known as thermal tickets, appear as follows:
ticketmarkupexample
  • Events where tickets are sold “Off-the-Stack” (tickets are provided by the hosting organization and are not printed at the Common Market) must still complete the Ticket Event Form. This form must be submitted no later than Wednesday at 5:00PM for a Monday morning on-sale time. Tickets, along with any additional relevant documents such as travel sign-up sheets, must be delivered to the Common Connection desk (Wilson Commons 201) no later than the Friday prior to the Monday on-sale date.
  • Tickets sold at the Common Market will be available for purchase with cash, credit card, and URos, unless the hosting organization specifically requests one of these options be removed. Online purchases can be made with credit card only. Events that utilize Meliora catering, may sell tickets using declining funds, following approval from the Assistant Director of Student Life Operations.
  • Hosting organizations will be required to pay fees depending on sale options needed, including a small fee for each individual ticket printed at the Common Market. These fees will be subtracted from the profits of ticket sales. Multiple event dates and/or times require an event fee for each individual event. Please contact the Assistant Director of Student Life Operations for special pricing on event series with five or more separate events. Current ticket fees are as follows:
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Event and Ticket FeesUniversity Recognized Undergraduate GroupsUniversity Recognized Graduate GroupsUniversity Department Groups
Common Market Only$10$15$35
Onine Only$10$15$35
Both Common Market and Online$15$20$40
Pre-Prints ONLY$10$10$25
Price per ticket printed$0.18$0.18$0.22
  • After the completion of an event, WCSA staff will work diligently to confirm final sales numbers and submit these figures, via email, to the hosting organization business manager as listed on the Ticket Event Form. Please allow for up to two weeks for this communication to be processed and sent.
  • Any profits from Common Market and online ticket sales, less ticket and printing fees, will be transferred directly to the student organizations SAAC account. University departments and other non-student organization groups, and student organizations that do not bank with the SAAC office, that host ticketed events must provide account information on the Ticket Event Form. Please allow up to a month after the event date for this transfer to be completed.
  • After a ticketed event is completed, student organizations must complete an Event Assessment Form within two weeks. Information needed for this form, including tickets sold, should match the data provided by the Assistant Director of Student Life Operations. Any discrepancies should be discussed with the organization’s primary advisor.
  • Student organizations must collect ticket stubs at their event and store them for seven years for accounting purposes. Student organizations without storage space should speak with their primary advisor or the Assistant Director of Student Life Operations for assistance.

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Policies for Students' Association Appropriations Committee Funded Student Organizations

  • SAAC funded organizations selling tickets to events or requiring ticket printing services, must utilize the Common Market. Any exceptions made to this policy will be made by the Assistant Director of Student Life Operations in conjunction with the organization’s primary advisor.
  • SAAC funded organizations must have a price difference between student tickets and non-student tickets.

Student Travel and Ticketed Events

  • Events that require student travel by charter bus, and that are more than 25 miles from campus, will require all individuals who purchased tickets to complete an individual travel waiver. The hosting student organization or University department must complete a group travel pre-approval form and group travel final approval form.
  • For these events, ticket sales will end when the Common Market closes, two business days prior to the event date.
  • For these events, ticket sales are limited to one ticket per person and will only be sold to the individual who is attending/traveling. Sales are limited to currently enrolled students and currently employed faculty and staff only. These tickets are non-transferable. Please contact Wilson Commons Student Activities’ Transportation Coordinator for questions regarding this policy.
  • As the discretion of Wilson Commons Student Activities, select event may wave the one ticket per person rule, allowing for one ticket to be purchased per ID with a limit of two tickets per person. However, sales will still be limited to only those individuals who are attending/traveling and only currently enrolled students and currently employed faculty and staff.
  • Customers that fail to complete an individual travel waiver prior to the event and are denied travel are ineligible to receive a refund on their ticket purchase.

Customer Policies

  • To purchase any tickets, you must have a University Tickets account. Simply go to rochester.universitytickets.com and click on the yellow "Login" button, followed by the blue "Log in as Students/Faculty/Staff" button, enter your netID and password, and then follow the remaining steps.
  • Ticket purchases may be made at the Common Market with cash, credit card, or URos. Tickets to specific events, that feature food options provided by University approved catering, may be purchased using student’s declining funds.
  • Online ticket purchases may be made with credit card only. All customers purchasing tickets online will be charged an online service fee: $2 for UR undergrad student tickets, $4 for all else. All online tickets are will call only.
  • Student organizations and university departments that wish to purchase tickets via 312 (Blue) Requisitions may bring the completed requisition, signed by the appropriate staff member, to the Common Market during its normal operating hours. The Common Market employee will contact a Campus Center Building Manager to complete the purchase and print tickets.
  • All ticketing purchases are final and WCSA will not issue any refunds or returns. Exceptions to this policy may only be made if an error was made at the time of sale by a staff member or Common Market employee.

If an event is canceled, the Assistant Director of Student Life Operations will contact customers, via the email provided in their University Tickets account, with the refund procedure. Refunds will be issued during a designated period of time, announced via email. Those that fail to take advantage of the refund during the designated time, forfeit their refund. If an event is postponed, the Assistant Director of Student Life Operations will contact customers, via the email provided in their University Tickets account, with the rescheduled event date and further details when confirmed by the hosting organization.
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SA Storage Policy & Procedure

A comprehensive Policy & Procedures for Wilson Commons Student Activities (WCSA) Staff and GA’s for the management of SA Student Organization Storage Spaces, including but not limited to Ruth Merrill Offices & Cabinets, Morey Shared Storage, Spurrier Storage Closets & Spurrier Limited Access Storage.

Policies

  1. The assigned space is to be used for the storage of your organization’s materials.  This space is not to be used for personal storage.
  2. Paint cans, spray paint, sterno, compressed gases (i.e. helium, propane, etc.) and any flammable items are PROHIBITED and will be confiscated and disposed of if they are found in your assigned space.  An automatic rating of Unsatisfactory will be given.  Food items must be stored in sealed containers.  Acrylic poster paint is permitted.
  3. SA Storage Contracts must be renewed at the beginning of each school year; your contract runs from August – May each year, unless other arrangements have been made with the SA Storage Team. 
  4. Assigned spaces must be kept clean and organized.  Assessments of your space will be conducted 3 times per year (July, November & March) with the Final assessment to occur prior to Final Budgeting.  Your E-Board and Advisor will be notified of your rating (Satisfactory, Needs Improvement or Unsatisfactory) within 10 business days following each assessment. If your space is rated Unsatisfactory during the Final assessment, your organization may be assessed a minimum fine of $50 and/or your SA Budget for the following school year may be impacted.  Should your Storage Space be rated Unsatisfactory for 2 Consecutive Final assessments, your group may be required to vacate the assigned space.
  5. Should your organization require additional storage space a subsequent SA Storage Request must be completed via the WCSA website under Forms/SA Storage Request.
  6. Storage space is a privilege and is not guaranteed.
  7. SA Storage Contract renewals must be completed no later than October 31st of each year.  Incompletion of renewal will result in forfeiture of storage space and all items will be discarded.

Space Specific Policies

Ruth Merrill Cabinets/Offices, Todd Offices & Spurrier Storage Closets:

  • Keys are signed out by the Operations Graduate Assistant in Wilson Commons located 101i in Ruth Merrill Center during designated hours or by appointment. There is a $5.00 refundable cash deposit for each key that is issued.  Keys are only distributed to members of the E-Board listed on the Campus Community Connection (CCC); with a maximum of 5 keys signed out per Organization.
  • ALL Keys must be signed out and returned to the Operations GA, unless otherwise indicated, in 101i in Ruth Merrill Center, keys will not be accepted by any other WCSA team members and should never be left unattended. Keys must be returned prior to e-board member’s final departure from campus or May 21st at the latest
  • Lost or unreturned keys result in a $50 fee to the individual listed on the Key Log/Card Swipe Contract (this is due to the cost of changing the lock). All keys must be returned and/or fines must be paid in full by cash or check (payable to the University of Rochester) before any keys will be re-issued to student organizations for the following year.  Fine cannot be paid using SA budget.

Ruth Merrill Flat File Usage:

  • Use of the Flat File is assigned to Organizations that currently have cabinet space in Ruth Merrill.
  • Effective Fall 2016, all supplies must be kept in the assigned cabinet or assigned Flat File drawer.  Items resting on top of or beside Cabinets in Ruth Merrill will be disposed of.

Shared Storage (Morey & Prop Room):

  • Morey keycard swipe access will be granted once the SA Storage Contract has been signed by a member of the E-Board and the Key Log/Card Swipe Contract has been completed by each e-board member requesting access to the space
  • Swipe Access will be cleared at the end of each school year.  Access shall be granted for the new school year by completing the steps above.
  • Access to the Prop Room can be requested by E-Board members only, by signing out the key at the Common Connection desk.
  • All items must be stored in a stackable plastic container and labeled with your Student Organization’s name unless otherwise approved. 
  • Adding additional bins without prior authorization is prohibited.
  • Removal of items that belong to a different group is prohibited.
  • A toter is available in the storage room to assist with moving items, toter must be returned after use.
  • Accessing the space with unauthorized individuals is prohibited.

Spurrier Limited Access Storage:

  • Items stored in Spurrier should be items that are only accessed once or twice a semester.
  • Accessing stored items in Spurrier Limited Access Storage requires a Staff Member or Designee to accompany the student to Spurrie and must be coordinated ahead of time through the Operations GA

Club Sports Field Access:

  • Request for Access must be approved by Jane Possee or Griffin LaDew in Athletics.  Approval will be granted via the CCC SA Storage Request form.
  • Keys to access the Southside Rec Field & Towers Field will be signed out in Wilson Commons 101i.  Limit 1 key per organization.
  • Key A577 is for Goals & Gates, Club Sport is responsible for putting the goals back and locking them up after each use.  Key E10 is for Lights at Southside ONLY.  Club Sport is responsible for turning the light off if they turn it on.
    • Issues regarding the fields (e.g. turf tears, light outages, etc.) must be reported to Jane Possee immediately by e-mail at jane.possee@rochester.edu or by phone for Emergency’s only 585-472-0955. Space must be left clean and orderly.  If the garbage receptacles are full, please e-mail Jane Possee.

SA Storage Team

Eric Howard – Associate Director of Student Life Operations

Jen Nicholson – SA Staff Accountant

Nicole Arseneau – SAAC Office Assistant

Katy Calarco - Operation Graduate Assistant

Procedures

Initial Set up

  1. Student Organizations will indicate a need for Storage Space on their SOAR report or via the SA Storage Request form available on the WCSA website under Forms/SA Storage Request.
  2. Storage is given on a first come/first serve basis; new names will be added to a SA Storage waiting list.
  3. Storage space will be assigned by the SA Storage Team after the request has been reviewed.  SA Storage Request should clearly indicate what will be stored in the space, how much space they need or what it will be used for.   If this information is not indicated on the Request form, the Student Organization will be notified by a member of the SA Storage Team.
  4. Once a space has been assigned, a member of the student organizations E-Board will be directed to Wilson Commons 101i located in the Ruth Merrill Center to complete and sign the SA Storage Contract.
  5. Key card swipe access or a key will be granted once this requirement has been completed. Keys will be issued to E-Board members listed on the CCC ONLY a $5.00 cash deposit per key is required at time of pick up. Card Swipe access does not require a deposit and will be granted once each E-board member has signed the SA Key Log/Card Swipe Contract.

Maintenance

  1. Student Organizations must indicate that they would like to keep their space on their SOAR report each year.
  2. SA Storage Contracts are to be completed annually by a member of the E-Board (at the start of the semester prior to key pick-up).  SA Storage Contract completion for renewals must be completed no later than October 31st.  Up to 5 E-Board members may be granted access to the Storage Space.
    • Operations GA will e-mail all e-board members and advisor of organizations that have not renewed their SA Storage contract 3 times:
      1. October 1st e-mail: Warning that SA Storage Contract has not been completed and that the October 31st deadline is approaching
      2. October 15th e-mail: Reminder that October 31st deadline is approaching and SA Storage Contract has not been completed.
      3. November 1st e-mail:  Notification to Student Organization that they have forfeited their space and have 7 days to coordinate a time with the Operations GA to clean out the items currently in storage.  If a time is not set up, items will be discarded.
  3. Swipe access to Storage Space will be granted 3 business days after each E-Board member has signed the SA Key Log/Card Swipe Contract in the SAAC office.
  4. Assessments will be performed by the SA Office Assistant and assigned GA.  Cabinet Assessments will occur 3 times each school year (July, November & March).
  5. Assessments are based off a 3 point scale (Satisfactory, Needs Improvement & Unsatisfactory) and scores will be e-mailed to the entire E-board and the Advisor within 10 business days of the Assessment.
  6. Prohibited items are as follows:
    • Paint Cans
    • Spray Paint
    • Sterno
    • Compressed gasses (e.g helium, propane, etc.)
    • Flammable items
  7. Permitted items with Restrictions are as follows:
    • Food items - must be in sealed containers
    • Acrylic poster paint
  8. Each May, a key inventory will be processed by the SA Office Assistant and assigned GA (keys are to be returned before Students leave campus each school year; if keys are not returned prior to student’s departure, a $50 fine may be assessed).
  9. Swipe Access will be cleared at the end of each school year.
  10. The SAAC office will fund the purchase of storage solutions, within a reasonable amount.

Relevant Documents:

  • SA Storage Contract
  • SA Storage Assessment Letters
  • SA Storage Database
  • SA Storage Request via WCSA website

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