The Publications Room will serve as a resource to recognized undergraduate student organizations which have as their central mission the creation of periodic printed materials. The creation of this resource will support the mission of the Division of Student Affairs and the University in presenting enrichment opportunities through student organizations and their creation of publications available to the student body and University community.
Description of the Space
The Publications Room is designed to provide student organizations a temporary home-workspace. It contains two desktop publishing stations, a large tabletop area for use in layout, and seating for both computer work and meeting/discussions. Additionally the room contains the Publications Room Short-Term Storage: a separate small storage space which will be used for short-term storage of publications when they are first received from the printer.
Use of the Publications Room
The intent is that organizations will use this room for the week leading up to their print deadlines. Publication groups will be assigned use of the space for one week at a time (date to be set through the reservation process, explained below). The group will have access to the Publications Room, during operation hours of the building, beginning at 12noon on Wednesday and will be required to vacate the room by 10am the following Wednesday. Organizations have full use of the Publications Room during this time, however they are required to save all data onto movable media – the computer hard-drives in the Publications Room will be cleaned periodically and files saved locally will be deleted.
Publications Room Short-Term Storage
Attached to the work space is also a limited amount short-term storage of newly printed publications. In order to take advantage of this space, organizations need to notify the Manager of Media, Performing Arts and Publications Production of the anticipated date of arrival of their printed publications. When printed publications arrive at the SDA Office, the boxes will be date-stamped and will be allowed to be stored in the Short-Term Storage Area for 7 days (and only 7 days). After the 7 day period, any remaining boxes or publications will be removed from this space at the expense of the organization which printed them. Access to the storage room (for storage or retrieval) must be arranged with the Manager of Media, Performing Arts and Publications Production in advance.
Student Development and Activities is responsible for scheduling organizational use of the Publications Room and the Short-Term Storage Area.
Publications Room Eligibility
Any recognized undergraduate student organization of Columbia University may apply to use the Publications Room. Each student must have a 5th Floor log on.
Each potential user (undergraduate student organization) may apply for one week use of the Publications Room each semester. Reservation will be part of the pre-calendaring process and will continue through the semester as available. The contact person listed on the reservation request will be contacted by email with the result of the scheduling for the upcoming semester.
All efforts will be made to give each organization their first choice week, but where conflicts arise, the date the request was submitted will be taken into account. Additionally, the track record of an organization, and over time, its respect and proper treatment of the Publications Room will also be taken into account.
The contact person listed on the Reservation Request needs to be an officer of the organization and is responsible for confirming the organization’s intent to use the Publications Room during the week they are assigned as well as for making proper arrangements to gain access to that room during that week.
The contact person and/or officers of the sponsoring organization are responsible for any and all incidents and damages arising from the use, damages to and liabilities for, the Publications Room during the period of habitation. Use of the Publications Room: The Publications Room is a shared resource available to any recognized undergraduate group. Care and consideration of the facility, materials and equipment and overall security is expected.
Only the contact person for the organization may allow access to the Publications Room. The room must be locked anytime it is unoccupied, even for short durations. SDA is not responsible for any personal items left unattended in the Publications Room. The room is used at a student’s own risk and all personal items should be secured.
It is mandatory that the contact person meet with the Manager of Media, Performing Arts and Publications Production upon vacating the Publications Room and removing all group and personal items from the room. The purpose of this brief meeting is to assess that the condition of the room at the conclusion of the group’s use is the same as it was before the group’s use.
Questions regarding proposals and use of the Publications Room and Short-Term Storage Space should be sent to David Milch, Manager of Media, Performing Arts and Publications Production, Student Development and Activities, 515 Lerner Hall, (212) 854-1691, Fax 212-854-6972.
Policy and Procedure Guidelines Disclaimer
The Publications Room and Short-Term Storage Space is a relatively new resource and will be developing policies and guidelines over time in response to users’ needs. The Manager of Media, Performing Arts and Publications Production with the Office of Student Development and Activities will review these needs and periodically update programming policies and guidelines. SDA reserves the right to update this policy at any time.