Definitions of Terms
“Guests” are defined as any group, regardless of student status, who conduct business out of a student space in the EMU.
“Groups” are defined by the ASUO Recognition Review Committee Standards.
“Business” is defined as using resources such as materials, telephones, recycling, computers, having desks or assigned space and holding office hours or storage of material in a student program space.
“ASUO recognized student group” is defined as a program officially recognized by the ASUO Executive.
“Student group” is defined as a group of incidental fee-paying U of O students who operate as a group without recognition from the ASUO Executive.
“Community group” is defined as a group whose majority of members are community members, not students. Majority is 50 percent or more membership.
“Community member” is defined as a person who does not pay incidental fees at the UO.
“Space Supervisor” is defined as a person who oversees an area that includes student offices.
Policy on Allocation of Office Space
Section I.
The EMU Board has the sole authority to allocate available office space within the EMU building to ASUO Student Organizations. This authority is delegated to the EMU House Committee.
Section II.
Those groups that desire to have space in the EMU must complete an application for EMU office space. Those groups that request a change of space must also complete this form.
Section III.
The EMU Board shall use the following criteria and considerations when determining whether a group is eligible for office space in the EMU:
- The group must provide a service to the University.
- Space in the EMU must facilitate the goals of the group.
- The number of students participating in and affected by the group.
- The ability and willingness of the group to post and maintain regular office hours.
- Minimum of 25 if standalone space without professional staff and no shared space, 30 if in space with professional staff or has multiple groups sharing a space office hours per week
- Office hours must be posted in plain view.
- Availability and amount of space that is appropriate for the group’s activity and general student interest.
- The group’s willingness to share space.
- The date the group applied for space.
- The adequacy of financial support for the use of space (funding from incidental fees or another source).
- Misuse of any space already allocated or previously allocated to the applicant by the EMU Board of the University. The Board may conclude that space has been misused if:
- The space was used for a purpose other than that for which it was allotted for, or
- The facts within a previous application were inaccurate as a result of intentional falsification, or negligent preparation, or
- There has been a violation of EMU building policies, or
- There has been an abuse of EMU or University services, or
- The prior use of space within the EMU resulted in the destruction of University property, or
- The space is not maintained in accordance with fire, health and safety code regulations.
Section IV.
If the Board concludes that the applicant satisfies the guidelines outlined in Section III. Above, the Board must determine whether space in the EMU building should be allotted or whether the group may best be located in some other area of the University. The limited amount of space in the EMU does not allow the Board to offer space to all groups which offer a service to the University and meets the other guidelines specified. Therefore, the Board must consider whether the applicant already has space within another University building or may readily obtain such space which will adequately satisfy its needs. A showing of a good faith effort by the applicant to locate space outside the EMU when it does not already have such space, may be required by the Board.
Section V.
If the Board determines that there are more groups worthy of space within the EMU than it can accommodate, it may deny space to a group which would otherwise qualify. If the Board does deny space to such a group, the decision must be supported by substantial evidence showing that the decision was reached through consideration of which groups would best satisfy the needs of the University community.
Section VI.
Once the Board determines that an applicant will be awarded space within the EMU, it shall determine both the location of space as well as the amount of space it shall allocate to the qualifying applicant.In determining the location, the Board shall base its decisions on:
- The proposed use of the space
- Frequency of student outreach through events, tabling and collaborations
- Compatibility with adjoining groups within the same suite or room, including direct communication with the Space Supervisors
- The present location, if any, of the qualified applicant in off campus, non-EMU space or EMU location
- Whether a specific location is essential to provide the service.
In determining the amount of space allocated, the Board shall base its decisions on:
- The proposed use of the space
- Frequency of student outreach through events, tabling and collaborations
- Size and assigned duties of student executive board/leadership staff
- Number of members
- Hours of office utilization
- Extent and nature of funding
- Whether need is continual or periodic
- Availability of open space
Section VII.
The EMU Space Policy does not allow guests to hold office space in the Erb Memorial Union. All groups wishing to hold space in the EMU need to go through the appropriate space allocation procedure.
ASUO-recognized student groups wishing to have space in EMU student office space need to complete an application for office space and submit it to the EMU House Committee for its consideration. If the ASUO recognized student group is requesting to join an office space shared by multiple groups, the EMU House Committee shall gain a letter of consultation from the groups already assigned to that particular space for their recommendations and comments including the Space Supervisor, if applicable.
Community groups and guests are prohibited from holding office space in the EMU and conducting business in EMU student office space.
If a group is found to be a guest in the EMU student office space, they shall be prohibited from holding space or conducting business in the EMU student office space until the application and approval from the EMU Board of Directors can be rendered.
All groups, once assigned are placed in that particular office, unless reassigned or they submit a new application for new space to the EMU Board.
Section VIII.
The EMU Board shall make an annual review of all allocated space once every fall and spring terms. The EMU Board may make optional reviews throughout the year as a need arises.
Policy on Revocation of Office Space
Section I.
The EMU Board shall have the sole authority to revoke office space within the EMU building. This authority is delegated to the EMU House Committee.
Section II.
The EMU Board has the right to review a program or organization for possible reduction or revocation of office space based on indication of:
- Failure to maintain and post office hours
- Failure to respond to a Board inquiry
- Misuse of space
- Lack of space use
- Failure to fill out required documents, including yearly Space Contract
Section III.
Before an organization or program can be reviewed by the EMU Board, they must be given reasonable notification of such review. Notification will be in the form of:
- A letter in the group’s space
- Attempt to reach organization’s director or contact person through email, Engage, and any other reasonable methods
Section IV.
The EMU Board House Committee may revoke or reduce office space of an organization on the basis of:
- Inactivity or reduced activity as indicated by one of the following:
- Failure to maintain and post office hours
- Lack of organized group activities
- Failure to maintain financial support for use of space
- Decline in student interest
- Failure to justify continued use of space to the Board
- Misuse of office space shall be determined by the criteria for space misuse that is described in the EMU Space Allocation Policy.
Section V.
The EMU Board reserves the right to use its discretion in any case.
Updated: November 2025