The following will be carried out to ensure a smooth allocation process. 1. There
will be a Student Organization Office Space Allocation Committee (OSAC) specific to each facility. Each committee, consisting of student and staff representatives, will coordinate the details of the allocation process for each facility. By Fall semester, the Convener (rotating facility manager) will schedule a meeting with a representative from each facility Allocation Committee to share information and to lead the overall coordination of the allocation process.
2. Information
regarding the application process will be sent by the Michigan Student Assembly (MSA) to all recognized student organizations by Fall Break of each year.
3. Student
Organization Office Applications will be available on-line from Fall Break until the first full week of Winter Semester.
4. Completed
applications will be distributed to each facility’s Allocation Committee for review and decisionmaking. The application will consist of core questions, identical for all facilities, as well as questions specific to each facility. Core criteria (as noted above) used to evaluate each application will be consistently used throughout the facilities, and in all cases decision by facility Allocation Committees will be carried out in a content neutral manner.
5. To
determine if any organization has been allocated space in more than one facility a meeting involving a representative from each facility’s Allocation Committee will be arranged by the Convener prior to announcing initial allocation decisions. Any student organization being recommended for multiple office space sites will be placed in only a single site, accommodating the student organization’s preferences if possible. Placement adjustments will be coordinated by the Convener and the specific allocation Committee representatives.
Student Organization Office Space Allocation Appeals Decisions of a facility’s Office Space Allocation Committee may be appealed to an Appeals Committee. The OSAC Appeals Committee will be comprised of a member from each of the individual facility OSAC committees. In addition, the Building Director (or designee) of the facility in question will sit on the Appeals Committee in an ex-officio nonvoting capacity, to provide background information related to decision-making by the initial OSAC committee. Grounds for appeal shall be limited to non-allocation of office space by a student organization that believes it otherwise properly followed office space allocation procedures, or an administrative or procedural oversight that may have affected the office space allocation outcome. An appeal must be submitted in writing to MSA during regular office hours, with the president, chairperson or equivalent signature. Appeals must be submitted according to the established timeline, and no later than one week following office space allocation postings. In no more than a single typed page, the appealing organization should explain why they believe they should be granted an appeal. Appeals will be reviewed within five business days of the Appeals deadline by the Appeals Committee. The Appeals Committee may seek information from the student organization, with formal appeal hearings scheduled as necessary. Groups will be notified of the time and location. The organization requesting the appeal can bring no more than three members to the appeal hearing. Only oral presentations with a typed supplement will be considered at the hearing. The Appeals Committee shall notify the organization of their decision regarding the appeal no later than five business days after the conclusion of the appeals hearings.
6. Final
notification of the outcomes of the allocation process will be announced by each facility’s Committee no later than the end of Winter Term.
7. The
Convener role will rotate among the Facility Directors annually. The responsibilities of the Convener include assuring all policy and procedural requirements are met (including availability of information, timelines, meeting scheduling, etc.)
STUDENT ORGANIZATION OFFICE SPACE APPLICATION: https://uuis.umich.edu/cosign/osac/
8. The Convener will arrange a meeting with representatives
from each facility’s OSAC Committee, the Director of University Unions and the MSA program manager within 6 weeks of the conclusion of the annual allocation process. This group will review the effectiveness of the process and propose changes, as necessary, to the Vice President of Student Affairs or designee.
III. EFFECTIVE ORGANIZATION
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