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Building Policies

Our Policies and Scope

Our policies are reviewed and updated on an annual basis and made available digitally as well as at our welcome desks. These policies are aligned with the University policies and procedures, including du Lac: A Guide to Student Life.

The scope of these policies encompasses all Student Activities Office owned facilities and outdoor spaces, including:

• Duncan Student Center
• LaFortune Student Center
• Washington Hall
• Stepan Center
• Fieldhouse Mall
• Library Lawn
• North Quad
• South Quad
• West Quad
• East Quad
• Residence Hall Courtyards

Individual room capacities, availability, cost, security needs, amenities, or technology can be found at sao.nd.edu/facilities-services.

General questions regarding our policies and procedures can be directed to sao@nd.edu. For departments, please contact saores@nd.edu for room reservations. For recognized student groups, please fill out an event submission form via NDCentral.

Building Policies

Alcohol

Recognized student groups must go through the NDCentral process for approval for events with alcohol. No alcohol is allowed in buildings unless tied with an official registered event.

University events with alcohol will be directed to only be served in appropriately licensed campus facilities.

Animals

Only actively restrained and attended service animals, as defined under the Americans with Disabilities Act are allowed inside Student Activities Office facilities, where the public is generally allowed to go.

This policy does not apply to outdoor ground spaces, to K-9 animals (police dogs) or animals involved in a university-sponsored activity that has received advance university approval.

Amplified Sound

We recognize the importance of providing a thriving environment for activity and performance within the student centers while also noting the presence of meeting rooms, offices, and service points throughout our facilities.

We ask that all reservations within public areas limit the use of amplified sound (including microphones and/or audio speakers) to between the hours of 11 AM and 1 PM, and after 5 PM until 1 AM. Additionally, amplified sound at all outdoor locations is only allowed after 5pm Monday - Friday, in order to avoid any impact on the University’s standard academic and business operations.

Student Center staff reserve the right to alter or deny usage of amplified sound within any reservable space to ensure a respectable level of noise is maintained.

Collection Boxes

Collection boxes (i.e. clothing donations, canned food drives) are only allowed in designated areas in Student Activities Office facilities. Recognized student groups must request this amenity through NDCentral.

Collection boxes must be marked with the items to be collected, the name of the charity or community partner, and the name of the sponsoring organization or department. Collection boxes must be emptied on a weekly basis.

Deliveries and Loading Dock Usage

Deliveries for the LaFortune Student Center and Washington Hall can utilize the circle on Cavanaugh Drive for drop-offs.

Deliveries for Stepan Center can use the Stepan Drive loop around the building but must make advanced arrangements with the facility manager.

The Duncan Student Center loading dock is located on the southwest side of Notre Dame Stadium, adjacent to Legends Restaurant. The loading dock is reserved for official university deliveries and business, and requests must be coordinated with the facility manager ahead of time to ensure appropriate staffing.

Distribution of Literature and Surveys

Distributing literature or surveying in any Student Activities Office space without a meeting room or information table reservation is prohibited. Individuals and/or groups that engage in such activities will be asked to leave the premises and potentially forfeit their materials.

Emergencies

All buildings have an updated emergency action plan that is followed by professional staff and student employees of the Student Activities Office. All rooms have information about exits and procedures posted for review.

In case of emergency, please follow any instructions provided by the Student Activities Office staff.

Equipment

Equipment for the billiards, table tennis, hand carts, etc. are available to check out at the Welcome Desk.

Failure to return these items or damage to any equipment will result in being financially responsible for repair or replacement.

Filming, Photography, and Media Requests

All requests for filming and/or photography within the student centers should be directed to the facility manager. A room reservation may be necessary for filming and/or photography to proceed.

All media requests for recognized student groups should be routed through NDCentral for approval through the Division of Student Affairs.

The University’s Office of Public Affairs (OPAC) coordinates requests from external media outlets, including local news media, mainstream news media, and other organizations engaged in covering University events, activities, and personalities.

Equipment and set-ups must not block or impede elevators, access to fire extinguishers or medical devices, any exits or entrances, or closets.

Food and Beverage

Food and non-alcoholic beverages are allowed in all public areas, ballrooms, and meeting rooms. No food or open beverages are allowed in the Mainstage Auditorium in Washington Hall.

All policies for recognized student groups can be found at sao.nd.edu/resources/planning/food/.

All event organizers who have booked outside catering must communicate with the facility manager for food preparation standards, delivery, and access.

Game Day Operations

The LaFortune Student Center will be open for operation during home games for Notre Dame Football. Access to the building will be limited to the lower level and first floor. All other SAO facilities are closed on home football game days.

Additional bathrooms will be available outside and West of Washington Hall.

No alcohol is allowed in the building.

Hours of Operation

Hours of operation for the academic year are subject to change and may be limited during break periods (Fall Break, Thanksgiving, Winter Break, Spring Break, and Easter), game days, special events, and during summer months.

The standard hours of operation for buildings are as follows:

Hours will be posted on individual building web pages and can be accessed through sao.nd.edu.

Lobby Tables

There are tables available for reservation located in the elevator lobby across from the Huddle Mart in LaFortune Student Center and at the Door 16 entrance in Duncan Student Center. Washington Hall has lobby tables for usage only as a part of a reservation for the Mainstage Auditorium.

Signs, posters, or banners may only be hung with the permission of the facility manager.

All groups must not have more than three people per table and all items must fit on top of or under the table available.

Equipment and set-ups must not block or impede elevators, access to fire extinguishers or medical devices, any exits or entrances, or closets.

We ask that all organizations clean table surfaces before departure. Tables and chairs should be reset to the prior configuration. Excess trash should be removed from the table.

Lost and Found

The Welcome Desk on the first level of the Duncan Student Center and LaFortune Student Center serve as the primary locations for the collection and return of lost and found items. Lost items will be kept at the Welcome Desk until the last day of each month at which time they will be turned over to NDPD. Highly valuable items such as purses, wallets, cell phones, credit cards, and IDs will be turned over to NDPD daily.

Washington Hall and Stepan Center lost and found can be accessed by contacting the facility manager.

The Student Activities Staff are not held responsible for any materials, equipment, or personal items left in the building. If you believe your property has been stolen, contact NDPD immediately by calling 574-631-5555.

Publicity

Digital signage is available in Duncan Student Center and LaFortune Student Center . Submissions will be accepted through NDCentral for all recognized student groups.

University departments may email submissions to saores@nd.edu as a PDF or JPEG file.

Posters for university departments can be dropped off at the Student Activities Office in LaFortune Student Center, 315, and our team can hang them up for you.

Room Reservations

Reservation requests for all recognized student groups must go through NDCentral. All other requests by current Notre Dame faculty, staff, and/or departments must be made by emailing saores@nd.edu and require advance notice of at least two weeks.

Individual students may not reserve space within Student Activities Office operated facilities.

Reservations are not official until a confirmation email has been sent by the Student Activities Office or the event has been fully approved through NDCentral.

Reservations are not permitted during Reading Days or Finals week. Hours and blackout dates beyond these days are subject to change.

Reservations for the Huddle Rooms on the 2nd floor of the LaFortune Student Center are not permitted for public use.

Recognized student groups, faculty, staff, and/or University departments are not allowed to reserve rooms for use by another entity.

Departments may be limited on the number of spaces they can book in one day. We ask that all departments in need of multiple rooms over multiple days (e.g. when hosting conferences) work directly with Experience ND for their bookings by contacting them at experiencend@nd.edu .

Room and Space Usage

Bicycles, scooters, skateboards, longboards, skates and other personal conveyance vehicles are not permitted to be used inside buildings.

Fog, haze, or smoke machines are strictly prohibited in LaFortune and Duncan Student Centers. Washington Hall and Stepan Center will require prior authorization for use.

Room capacities must never exceed posted numbers.

Do not sit on tables.

Doorways, emergency exits, and fire equipment may not be blocked or obstructed.

Confetti, chocolate fountains or fondue, rice, glitter, beads, marbles, flower petals, and feather boas are not permitted in LaFortune and Duncan Student Centers at any time. Washington Hall and Stepan Center will require prior authorization for use.

Nailing, tacking, or taping materials to walls, woodwork, windows, sprinklers, ceilings, or projectors, or fastening display materials to draperies or light fixtures is not permitted.

Candles, incense, and/or open flame are not permitted anywhere in the Duncan Student Center or LaFortune Student Center. Washington Hall and Stepan Center will require prior authorization for use.

Any balloons used inside Student Activities Office facilities must be tied to a weight or firmly affixed to surfaces.

Users may not cover the doors to any rooms without prior approval from the Student Activities Office.

We ask that all organizations clean writing surfaces and whiteboards before departure and any AV equipment be powered down within meeting rooms.

Technical equipment in Hagerty Cafe, Midfield Commons, Washington Hall and Stepan Center will be powered down by facilities staff.

Tables and chairs should be reset to the prior configuration of the room. Excess trash should be removed from the room and tables should be cleaned off. Please report any spills to facilities staff.

Recognized student groups and/or University departments that cause damage to meeting room walls, floors, furniture, or windows will be held financially responsible for all repairs.

Recognized student groups and/or University departments that do not follow the policies during their event will be asked for compliance or risk the cancellation of their event.

Student Storage

Limited storage space for recognized student groups is available in LaFortune Student Center and Washington Hall. Space allocation is decided on an annual basis during the spring semester as part of the organization re-registration process. Please connect with professional staff members in those buildings for policies and access.

Tenant Expectations

Our team is committed to providing a clean, professional environment for recognized student groups, offices, and businesses with operating space within our Student Activities Office facilities.

Contact the appropriate facilities manager for work orders, key boxes, access, and requests for changes to individual spaces inclusive of furniture, wall, floor, and other space modifications.

All tenants in Duncan Student Center, Washington Hall, and LaFortune Student Center have clearly outlined expectations and policies that are reviewed and communicated on a yearly basis.