Student Org Space/Key Request Form

Welcome to the "Student Organization Space - Responsible Use Agreement and Key Request Form." Please fill in all applicable information and review these guidelines with all members who will have access to the space. Only officers will able to gain access into allocated space. Keep in mind that it can take several business days before keys are disbursed.

Use this form to request storage space access for your student organization officer(s). Keys will be signed out to individuals, not to an organization. Each student holding a key is responsible for the security of that key and space. Each student will receive an email when the key is ready to be picked up. Keys are picked up at the Facilities Office.

Allocated space is limited on campus and is a privilege granted to a select group of organizations. This privilege is granted for one academic year and can be renewed at the discretion of the Center for Student Leadership and Engagement. By accepting an offer of allocated space for your organization, you are obligated to follow specific policies and guidelines, as outlined below. 

As designated officers of our student organization, we understand and agree on behalf of all members to abide by the following policies and guidelines: 

• Organizations must complete an inventory of all items in the space and maintain a list of all members permitted to have key/card access to the space. 
• Any furniture or equipment supplied by or borrowed from the College remains the property of the College. Property, furniture, and equipment purchased with MCSG or College funds are considered College property. 
• Any furniture or supplies provided by the organization over $100 or that are potentially hazardous should be discussed with a member of the Center for Student Leadership and Engagement prior to purchase or installation in the space. 
• All items that are not College property must be removed at the end of the agreement term if the agreement is not renewed. A removal fee for office contents or clean up may be assessed to the organization should they be negligent to the terms of this agreement. 
• All damages to the space (carpet, furniture, walls, equipment, locks) are the responsibility of the organization, which may be assessed the cost of repairs, replacement, and/or fines for the damage. 
• For safety and appropriate maintenance, college policy requires that facilities staff approve and hang or fasten any items to walls, ceilings, and/or floors (no hanging items from pipes or sprinklers). 
• Exclusive and shared-use space must be kept neat and clean at all times. Food refuse, waste, and recyclables must be properly disposed of outside the space. Facilities does not service these spaces. 
• Overnight sleeping is not permitted in any office or lounge space. All facilities are substance-free environments. If a key is lost by an officer, the officer will be responsible for recore costs and lost key fees. 
• Guest Policy: A Macalester College student organization member must accompany visitors who are not Macalester students. Organizations are responsible for guests' behaviors and actions. 
• Macalester College assumes no responsibility for materials placed in or missing from allocated spaces. No cash should be left in offices; deposits should be made immediately following any collections. 
• Organizations that lose recognition by MCSG or the Center for Student Leadership and Engagement will automatically forfeit their allocated space. 
• Allocated spaces may be checked periodically to ensure appropriate use and safety. Groups must be in compliance with federal, state, municipal laws and fire codes, as well as Macalester College policies and procedures (see Student Handbook). 
• If it is determined that an organization is not utilizing their designated space or if it is being used inappropriately, the Center for Student Leadership and Engagement or College official has the right to terminate the organization's use of the space.​
• Organizations are expected to maintain a welcoming, respectful, and inclusive environment in their allocated space and to ensure it is used in accordance with all Macalester College policies and procedures, including the Student Handbook and community standards.