Policy & procedures

ARC Policies & Procedures

The Student Facilities Advisory Group (comprised of student leaders and administration from Cascadia College and UW Bothell), in conjunction with the Director of the Activities & Recreation Center, developed these policies and procedures for the ARC. Questions regarding the ARC's policies can be directed to arcinfo@uw.edu


Accessibility

Individuals with a disability requiring an accommodation to participate in an ARC event can contact ARC staff at arcinfo@uw.edu. It is preferred that arrangements are made 10 days prior to the event. Assisted listening headsets are available in meeting room ARC-121 and the second floor Overlook event space.

Alcohol

The use of alcohol for events within the ARC requires permits/forms to be submitted four weeks prior to event. In order to obtain a banquet permit for an event on campus, event organizer must complete the on-campus form as well as the state form. Both of these forms must be posted during the event. The event organizer is responsible for following all campus and state guidelines and regulations regarding the use of alcohol during the event.

Animals

Animals are not permitted within the ARC, with the exception of service animals. More information regarding service animals is available below:

Art Displays

See Event Reservation Policies.

Building Hours

The ARC will only be using “Break” and “Summer Quarter Hours” when both Cascadia and UW Bothell are on break and summer quarter, respectively. View the ARC building hours.

Building Managers

ARC Building Managers are staffed during evening and weekend hours and are responsible for informing guests of building policies and procedures, ensuring the safety of guests and the building, and providing support to guests in the building (including serving as ARC point of contact for events in the building). Monday-Friday, Building Managers can be found on the First Floor Lobby or reached by phone at 425- 352-3878. 

Candles & incense

See Event Policies.

Commercial Use

The ARC may not be used for private or commercial purposes such as sales, advertising, charitable solicitations, or promotional activities unless such activities serve an educational purpose as determined by the Director of the ARC.

Damage, Theft, Vandalism

All individuals using the ARC facilities are expected to take reasonable steps to ensure proper care of the building and equipment. Any costs related to repair and/or replacement of ARC facilities and/or equipment due to damage, misuse, or vandalism (whether accidental or intentional), shall be the responsibility of the individual and/or sponsoring organization of the specific event, subject to review of the ARC professional staff. The ARC is not responsible for lost, stolen, or damaged personal property.

Emergencies

In the event of an emergency, guests of the ARC shall comply with all instructions from building staff and campus officials.

  • Bothell Fire & Police: dial 911 from any campus phone or blue emergency phones around campus
  • Campus Security: dial 25359 from any campus phone (425-352-5359 from off campus)
  • ARC Information Desk: dial 23878 from any campus phone (425-352-3878 from off campus)

Event Decorations

See Event Policies.

Event Reservations

See Event Reservation Policies.

Event Reservation Fees

See Event Reservation Policies.

Event Cancellations

See Event Reservation Policies.

Event Rain Back Up

See Event Reservation Policies.

Filming

Filming in ARC indoor public space may be permitted for non-commercial filming and still/digital photography to support students, faculty, and staff

Filming is not allowed in staff workspaces, rest rooms or locker rooms. All requests for photographing or filming in the ARC must be submitted to the ARC 2 (two) business days prior to the intended start date of the project and must receive approval from Director of the ARC or an approved staff member.

Requests should include the dates, proposed locations, times, number of crew, and nature of the project. The ARC reserves the right to reject all or part of a proposed project if it may be disruptive or cause damage to the building. Contact the ARC at 425-352-3878 or arcinfo@uw.edu. If filming or photography becomes disruptive or destructive, the ARC reserves the right to stop the project.

Any temporary changes to ARC facilities, including lighting and furniture arrangements, must be disclosed and agreed to in advance. The original arrangements and conditions must be restored promptly. No permanent alterations may be made to any property in the ARC.

No equipment or crew should block access to any entrances or exits. All equipment must be self-contained and portable in nature. All cables/cords must be properly secured and may not cross any public egress

All photography or filming must occur during hours which the ARC is open. Filming or photography of individuals within the ARC is not permitted without proper notification. Faces should be blurred or otherwise not identifiable in photographs or videos. The ARC accepts no liability for the use of filming or photography done in the ARC.

Any requests for commercial filming must be pre-approved by UW Bothell Advancement and External Relations office and are subject to the above requirements.  The Advancement and External Relations office can be reached at (425) 352-3642

Fitness Center 

View the Fitness Center policies.

Hallways & stairways

In compliance with fire and safety codes, hallways and stairwells must be free and clear of unauthorized items.

Information Desks

The ARC First Floor Information Desk is staffed during weekday building hours and can be reached at:

  • Phone: 425-352-3878
  • Email: arcinfo@uw.edu
  • Location: ARC First Floor Lobby

The ARC Lower Level Fitness Desk is staffed during fitness center hours and can be reached at:

  • Phone: 425-352-3580
  • Email: arcinfo@uw.edu
  • Location: ARC Lower Level Fitness Center

Involvement & Leadership Office (ILO)

The information below is related to the ILO space for student organizations located on the first floor of the ARC. For questions about the ILO, please email arcilo@uw.edu.

ILO General Policy

  • This space, including computers and workstations [and small meeting rooms] in the ILO are for paid student leaders and club members specifically for student leader work only.
  • ILO operating hours are Monday through Friday from 8 AM to 7 PM, where the space will be available for business; After 7 pm, access to ILO is limited to authorized student employees with card swipe access.

ILO Use Expectation

  • For students who wish to meet up with friends, do homework, or eat, please use the Overlook on the 2nd floor of the ARC.
  • Students working in the ILO are held accountable for behavior by other students  Monitor your noise level and keep voices at a respectful level
  • It is the responsibility of all users of the ILO to self-regulate policy within the space. Make sure to monitor your peers and provide reminders when it comes to eating, sleeping and doing homework in the ILO.
  • Clean your workspace, put away supplies, and dispose of trash each day
  • Clean and organize ILO (ARC-130) and ARC workroom (ARC-135) according to cleaning schedule posted on the wall in the ARC-130
  • Request replenishment of supplies when low, from your advisor.
  • Report broken or missing equipment, supplies or technology to your advisor.
  • Hide/lock up valuable items; the ILO is not a secure workspace.
  • For questions about the ILO, please email arcilo@uw.edu.

ILO Event Staging Area

  • Event Staging & Club Supply Pickup Area
  • This is a storage area for supplies for upcoming events.
  • Limit storage to no more than one (1) week prior to the event and remove all items within two(2) days after the event.
  • Keep event/activities staging area (silver shelves in the back of the ILO and lockers) organized and put stuff away after your event is over
  • Lockable cabinets are for event use only and can be reserved by emailing studentprograms@cascadia.edu, UWBclubs@uw.edu
  • Mark every item or box with the name of your organization and the date of the event.
  • Clubs can pick up items left for them by staff or Club Council here. Return items to this area when finished.

ILO Fridge

  • Fridge is only for event use and is not for personal use.
  • All food items must be labeled with the following information: name of club/organization, event, event date.
  • Remove leftover event food within two days of the event. Do not leave food in the fridge until it goes bad.
  • Leftover or unlabeled food will be thrown away every Friday.

ILO Workroom (ARC-135)

  • This room is only for use by student leaders, ARC employees, and club members.
  • This room and the supplies in it are only for student leader work, not for class work or personal use.
  • If supplies are low or empty, please email arcilo@uw.edu to request more supplies.

ILO Copiers/Printers

  • Copiers and printers are only for use by student employees in the ARC and are only for use for student leader work, not for class work or personal use.
  • UWB Copiers and printers require a code, which is available from your adviser. Cascadia Copiers and printers require your employee ID card.
  • If copier or printer is not working, please ask for help in ARC-140 or email arcilo@uw.edu.

ILO Sink

  • Wipe down sink and counters after each use.
  • Clean up all food and paint materials immediately after use.
  • Do not leave anything in the sink.
  • Items left near the sink to dry overnight need to be removed after two (2) days.

ILO Work Stations

Work stations:

  • Use desktop signage at workstations to indicate what group is in the office working - this signage is not intended to save a workstation.
  • No messy food at workstations, please clean up after yourself.
  • At the end of each shift, dispose of any trash and return items to their proper location.

Computers:

  • Student leader work only, no homework .
  • Lock your computers if you step away from them for less than 15 minutes.
  • Log off of computers if you are gone for more than 15 minutes.

Accessing Files

  • Save to Share drive or U Drive, not in documents or desktop.

ILO Lockers

  • Lockers are meant for storing your personal belongings while you are working - not while you are in class.
  • Locker check out is for Student Employees working in the ARC only.
  • Locks can be checked out at the ARC front desk.
  • Lockers are for day use only, do not leave your belongings here overnight.
  • If you have any questions, email arcilo@uw.edu.

ILO Doors

  • The main doors to the ILO will remain closed to help decrease the noise level from outside.
  • The doors will remain unlocked during business hours of 8AM-7PM, Monday - Friday; after 7 PM access to ILO is limited to authorized student employees with card swipe access.

ILO Glass

  • Office hours listed on side panes.
  • Student leaders will update for their group.
  • Have student logos as placeholders.

ILO Small Meeting Rooms

  • Are for student leaders/club use.
  • Use whiteboards outside of doors: name, name of group, time out.
  • Can be reserved through myarc.uwb.edu.
  • When space is not reserved, priority use will be given to student employees working club or organization projects.
  • Are not intended for studying, non-organization projects, or napping.

ILO Food

  • Food is allowed in ILO as long as non-messy at computer.
  • Any kind of food allowed in back of ILO at worktables.
  • Clean up after yourself completely.
  • Wipe down table surface after you are finished eating.
  • These areas will not be cleaned by professional staff or Facilities Services.

ILO & ARC Front Desk

  • Each student group will be responsible for making sure the ARC Info Desk has your information and business cards.
  • Check out keys for lockers.

Lost & Found

Items turned into the Information Desk will be delivered to Campus Safety on a routine basis.

Posting Policies

In order to effectively serve our campus, the ARC has combined the posting policies for Cascadia College and UW Bothell, so that marketing created for other spaces on campus may be posted in the ARC. Questions regarding posting policies may be directed to arcinfo@uw.edu or to the First Floor Information Desk. The ARC welcomes campus-affiliated marketing, with the following considerations. 

Posters

  • Posters must identify the sponsor and include contact information.
  • The poster must include the appropriate institutional non-discrimination/equal opportunity statement and event accommodation request information.
  • A maximum of 6 of the same posters can be posted in the ARC.
  • The poster can mbe a maximum of 11"x17".
  • Posters for specific events may be posted 3 weeks before the event, and the event planner is responsible for removing the posters after the event has passed. 

Digital Signage

  • All images should adhere to the ARC’s posting policies, located above. One image per event/activity, please.
  • Images can be emailed to arcinfo@uw.edu for inclusion in the digital signage display, typically within 48 hours.
  • Our templates are designed 11x17 portrait style images . Other sized may be stretched, cropped, or book-ended with blank space to accommodate.
  • Image files must be in the .jpg file format and less that 1000kB in size.
  • Please include the desired start and end date for your image to run on the ARC digital signage.
  • Event advertisements will be removed once the event date has passed. Advertisements for services or general information will be kept in rotation for one quarter. After the quarter has ended, ARC staff will email departments to verify information is still up to date.
  • Questions regarding ARC digital signage can be directed to arcinfo@uw.edu.

Leaflets

  • To support the University of Washington Bothell and Cascadia College's commitment to sustainability, the ARC will no longer permit leaflets to be distributed on the 2nd floor. Leaflets may still be distributed on the 1st floor, and lower level. The ARC recommends considering alternate marketing opportunities such as the digital displays available throughout the building. Leaflets for specific events may only be distributed one week before the event.

Material Placed on Desks

  • Only organizations within the ARC may place material on the desks. These organizations include student groups from both campuses.
  • If an exception is desired please email arcinfo@uw.edu.

Reserving meeting & event space

Smoking

Smoking, including vaporizers, is prohibited in the ARC. Please use a designated smoking area across campus.

Windows, Doors, Floors

Nothing may be affixed to the windows, doors, and floors of the ARC without authorization. This may include paint, posters, signage, stickers, flyers, writing with markers, and other items.