Building Guidelines, Procedures, and Policies

Animals are not permitted in the University Commons with the exception of service dogs, dogs used in law enforcement, therapy dogs that are contracted through a reputable company, and/or special occasions as approved by University Commons Operations.  All service animals must be on a leash and under control of the handler at all times.  Emotional support animals are not permitted. 

For more information on the University’s Animal Assistance Policy, please visit https://www.wpunj.edu/accessibilityresourcecenter/Information-for-Students/animal-assistance-policy

All bake sales must be approved by Dining Services and submitted in 25Live regardless of whether they are sponsored by a student organization or a department.  Request for approval must be submitted at least two weeks prior to the bake sale date.  To receive approval, complete the Food Distribution Waiver Request Form found below and return via email to the catering director.

CLICK HERE for the Food Distribution Waiver Request Form

Internal Organizations may request to display flags and banners at designated spaces in the John Victor Machuga Student Center within the University Commons.

• UC SC 1^st Floor Banner – Stairwell
• UC SC 1^st Floor Banner – Column

Banner and Flag Policy

Internal organizations may submit requests to display special flags and banners using the WP 25Live event space reservation system no less than 15 days prior to the start date.  University Commons Operations will forward all student organization requests to Campus Activities, Service, and Leadership (CASL) for final consideration/approval.  Special flag and banner requests that fall within theme cultural celebrations will be approved in consultation with the director of student diversity and inclusion.

University-sponsored annual theme cultural celebrations will be given display priority whenever possible.  The order of displays will be determined by the date of submission in the WP 25Live system.

The following conditions apply to all requests to display flags and banners on University Commons and Student Center approved display spaces:

• Internal organizations must provide the special flag and banner. Internal organizations are responsible for hanging banners and flags on the staircase.  Special flags and banners that require mounting must be delivered to the University Commons Operations main office no less than ten days prior to the start date.
• After the approved period of display expires, the internal organization will collect the flag from the University Commons Operations main office.
• Any special flag not collected by the internal organization in fifteen days after the approved period of display shall become the property of the University.
• Special flags and banners must be in good condition, not faded or tattered. Damaged flags and banners will not be displayed and will be removed.
• The University shall not be responsible for any damage or theft of flags and banners that are displayed on University property.
• Temporary displays of special flags are only permitted on the designated spaces in the Machuga Student Center within the University Commons and will occur in conjunction with an approved University celebration or event. Display of special flags and banners will be limited to 7-day, 15-day, and 30-day increments. The internal organization should request the duration of the flag display through 25Live.  Approved dates will appear on the 25Live confirmation.

Flag and Banner Size and Quality:

• All flags and banners displayed on University property must be professional quality, intended for indoor display with grommets or sleeves (if displaying on the columns) and reinforced/weighted lower corners and made of materials, including connecting hardware, that will not damage University property, equipment or facilities, or pose an undue risk of harm to pedestrians.
• Theme banners can be displayed at six prominent locations in the Student Center and will be hung on designated columns. Banners must be 30 inches high (vertically) by 24 inches wide (horizontally) with a pole sleeve on top. 
• Student Center stairwell display banners must not exceed 5 ft high x 15 ft wide. Banners and flags must have multiple evenly spaced grommets for hanging.
• Specialty flags must not exceed 3 ft x 5 ft.  Grommets are required for safe hanging.

University Commons Operations shall review and approve each proposed special flag and banner to be displayed at University Commons designated locations and, as necessary, in consultation with the director of student diversity and inclusion and/or the director of campus activities, service and leadership.

Bikes, skateboards, roller skates, roller blades, electric scooters, and hover boards are prohibited from use in any area of the University Commons.

• It is the University Commons policy that all rooms not in use are to remain locked.
• Persons who are pre-authorized to remain in the building after closing must contact Information Desk staff so we may notify University Police.
• For security reasons all doors with windows are to remain clear for external viewing during building patrols.
• Bicycles, skateboarding, roller-blading, hover boards, ball playing, or frisbee throwing are not permitted inside the University Commons.
• Use of Sternos, extension cords, candles, and toaster ovens/broilers is unsafe and not permitted.
• Only microwaves and appliances with non-hot surfaces may be used. Please note microwaves and refrigerators are not permitted in student club offices.

All food on campus must be supplied by Dining Services. Dining Services administrative offices are located in Room 235 in Speert Hall. They can provide a variety of catering services ranging from picnics to receptions and in many styles of service (waited, buffet, banquet, etc.).  Call 973-720-3210 to discuss your food arrangements.  A confirmed room reservation is required for all catered events in the University Commons.

Decorations and the removal of decorations must occur during the reserved time of the event by the organization holding the event. The following guidelines should be followed when considering decorations:

• No decorations are to be hung with nails, tacks, tape, or glue or draped from windows, walls, doors, lights, or electrical fixtures. Easels are available at the Information Desk to display decorations.
• Glitter and confetti are strictly prohibited in any form, and may not be used on signs, shaken onto tables, used for crafts or decorations, etc.
• Only water-based paint is permitted for crafting. Tables used for painting/crafting must be covered.
• Displays must be free standing.
• Exit signs must not be obstructed in any fashion.
• Helium balloons are not permitted in the hallways on the following floors due to fire alarm system sensors:
• Student Center Ground Floor
• Student Center 1^st Floor
• Student Center 2^nd Floor
• No candle burning (see Fire & Flames guideline)
• All decorations (i.e., balloons etc.) must be removed from room at conclusion of the event.

All decorating will be monitored, inspected, and subject to approval for safety purposes by University Commons Operations staff.

Donation boxes are permitted in the University Commons under the main stairwell across from the Information Desk  on the first floor of the Student Center.  To obtain permission for a donation box, please follow the steps outlined below:

1. Using 25Live put in an event request, selecting “UC Donation Box Location” as the location. In the details of the event, include the dates of the drive (two-week maximum), the cause, and the sponsoring organization details. Requests will be reviewed and either granted or denied approval.
2. Student Organizations will receive an email letting you know that approval from Campus Activities, Service, and Leadership (CASL) is required.  The request will be sent to CASL and they will review the event, approving it or denying it. Please note that CASL needs 2 weeks notice to approve events.
3. If you receive approval from CASL you are set to have your donation box, following the guidelines below. Failure to follow these guidelines will result in removal of the donation box.
   
   1. The donation box will be placed under the stairs across from the Information Desk for a two-week period.
   2. You can have one (1) box that is presentable looking with the name of the drive, the sponsoring organization, contact information, and the dates of the drive.
   3. The organization will be responsible for collecting items daily so that the box does not overflow.
   4. Any items left after the end of the drive dates will be brought to the SGA office.

Loading docks are solely for the purpose of loading and unloading equipment, merchandise, and machinery.  Parking is NOT permitted at any time.  Vehicles parked at loading docks will be towed at owner’s expense and without notice.

All contracted vendors such as DJs must be asked to park their vehicles at designated/approved parking areas after unloading.

All deliveries/pick-ups are to be made at the loading dock. No motor vehicles of any kind are to be parked or driven across the University Commons sidewalks, grounds, and loading dock.

All emergencies, including medical emergencies, must be reported to the University Police at 973-720-2300.

During a fire alarm or other emergency, please exit quickly and orderly through the nearest exit.  All exits are clearly marked, and emergency lighting is provided.  Move away from the building and surrounding areas.

• Please use stairs to evacuate. Do not use elevators.
• Cooperate with emergency wardens, University Police, and building staff.
• For persons with accessibility needs, there are areas of rescue assistance at the second and third floor east and west stairwells in the Student Center. Staff will check the areas for any persons during an emergency.
• All fire exits, doors, and hallways must remain clear of obstruction.
• Each room has a maximum capacity for safe use which should NOT be exceeded.

First Aid - For emergencies – immediately call University Police at x2300 or 973-720-2300.

• Defibrillators are mounted in cabinets located at the Information Desk  – 1st Floor Student Center lobby, Ballroom lobby, and at Wayne Dining Hall.

The University Commons Operations team is committed to hosting and helping you execute events in the building.  Should you want to host an event that falls outside of our operating hours, we ask that you provide at least two weeks notice so that we can secure appropriate staffing for your event.  All extension of hours requests should be submitted with your 25Live room request.  Note: student organizations are not charged a fee for extension of hours.

The use of any kind of open flame, which includes candles, lighters, fireworks, and matches is prohibited. 

Sternos provided by Dining Services for catered events are permitted. 

Groups/Organizations are not to change or alter room setups. All fire exits, doors and hallways must remain clear of obstructions.  Tables in hallways are only permitted in designated locations identified in 25live as a lobby location.

Do not move any furniture or equipment without permission from the University Commons Operations staff. Contact the Information Desk for any setup concerns.  

Lost and found items such as wallets, credit cards, driver’s licenses, etc. that are received are stored in a safe location until the owner retrieves them.  A log is kept for all items turned in at the Information Desk.  Twice a semester, lost and found items are delivered to University Police.

The purpose of this policy is to establish optimal opportunities for promoting campus organizations and events; to ensure that authorized publicity, including commercial advertising, does not detract from the safety or attractiveness of the University Commons; to restrict unauthorized publicity; to help reduce waste; and to increase the effectiveness of campus postings.

Student Organizations

• The Office of Campus Activities, Service, and Leadership (CASL) must approve and stamp all promotional materials publicizing events or activities sponsored by recognized student organizations that are posted in the University Commons.
• All events sponsored by Student Government Association clubs and organizations, including Student Activities Programming Board (SAPB) and Greek Senate, must be approved by Campus Activities, Service, and Leadership staff prior to advertising.

 University Departments

• University Commons Operations must stamp all promotional materials publicizing events or activities by University offices and departments that are posted in the University Commons.

 External Groups

• University Commons Operations must stamp all promotional materials publicizing events or activities by external groups that are posted in the University Commons.
• Advertisements by outside agencies may only be posted in the appropriately designated location within the University Commons, and shall be handled through the University Commons Information Desk. External organizations are limited to one flyer per bulletin board, which must be posted on a bulletin board within the University Commons.
• Additional flyers or locations for posting can be approved on a case-by-case basis (e.g. for external rentals and Pioneer Express Merchants).

 General Posting Policies

• All materials must be approved by the designated office and have an original authorization stamp (photocopies of stamp are prohibited). Posting materials that do not bear the proper authorization stamp will be subject to removal.
• Materials will be stamped for a maximum of two (2) weeks through the day of the activity.
• Groups are permitted to place one item per event on each bulletin board. Size may not exceed 11” x 17” unless authorized by University Commons Operations or Campus Activities, Service, and Leadership.
• Posting of flyers, leaflets, signs, and all other promotional materials is limited to designated bulletin boards. Materials are not permitted on reserved departmental bulletin boards, doors, lounge furniture, dining areas, vending machines, windows, walls, and glass surfaces or anywhere on the exterior of buildings, including cars, trees, etc.
• Only the use of thumbtacks or pushpins are permitted. Use of tape and staples is not permitted on any surface.
• Postings must include start and end times and dates of events along with sponsoring group’s name.
• Materials are to be removed by the sponsoring group immediately after the event on the same day.
• Posting materials on top of other authorized items is prohibited and will result in removal of unauthorized posting.
• All materials must include the full name of the sponsor(s) written/translated in English.
• Materials with any reference to alcoholic events or establishments will not be approved for posting. The policy reinforces the University policy of prohibiting the advertisement of alcoholic events (see the Student Handbook for more information).
• Students, faculty, and staff are asked to consider the diverse values, opinions and beliefs of the University community and prepare their materials with sensitivity toward that diversity. Postings will not be approved that:
  • endanger the health or safety of an individual or group;
  • utilize sexually explicit or obscene material;
  • violate the New Jersey Criminal Statute on Harassment, which states communications may not be in “offensively coarse language, or any other manner likely to cause annoyance or alarm;”
  • promote activity or content that would be a violation of the William Paterson Student Conduct Code, Title IX Policy, Student Organization Policies and Procedures, or other University policies.
• Statements contained in stamped posting materials do not necessarily reflect the opinions of Campus Activities, Service and Leadership, University Commons Operations, or the University.

The following are strictly prohibited:

• Moving/rearranging furniture
• Covering doors or windows
• Blocking or propping open fire doors and exits
• Using rooms without a reservation
• Using lounges/common areas for meetings/events/organized activities
• Soliciting and/or distributing handbills
• Using tape, staples, tacks or other adhesives to affix materials to surfaces
• Unauthorized postings
• Noisemakers (airhorns, megaphones, etc.)
• Candles, incense or any kind of open flame (other than Sterno for food service)
• Smoking
• Alcohol
• Unauthorized food
• Bicycles, skateboards, roller skates, or hover boards

Public areas and lounges of the University Commons are not usually available for scheduling and may not be used by any office and organized group for meetings or other group activities without specific prior approval from the assistant director of University Commons Operations.

Current state law and University policy prohibit smoking, and/or the use of tobacco, vapor, or similar products* inside any campus building. Additionally, consuming – including by smoking, vaping, or aerosolizing – any cannabis item is prohibited in any building, on the grounds of, or in any facility owned, leased, or controlled by any institution of higher education in New Jersey.

* Tobacco – Tobacco is defined as all tobacco-derived products including, but not limited to, cigarettes, electronic vapor products (such as e-cigarettes, e-cigars, e-hookahs, e-pipes, vape pens, hookah pens, and personal vaporizers/mods), little cigars, cigarillos, and filtered cigars; traditional cigars or large (premium) cigars, hookah, chewing tobacco, snuff, or dip; snus, and dissolvable tobacco (sticks, strips, orbs). A tobacco product excludes any product that has been approved by the United States Food and Drug Administration (FDA) for sale as a tobacco cessation product, as a tobacco dependence product, or for other medical purposes, and is being marketed and sold solely for such an approved purpose.

For more information on the University’s Tobacco and Smoke Free Campus guidelines, please visit https://wpunj.edu/smoke-free/index.html

To request access to offices and rooms in the University Commons, please complete the form below that best describes your needs. Please note that access to offices and rooms must be approved by your area manager.

 UC Administrative Staff Card Access Request Form
Use this form for all full-time staff, part-time staff, or student staff card access to offices or closets in the University Commons

University Commons Club Space Card Access Form
Use this form if you are a student organization president or member that is requesting access to your organization's office

Things to Know:

• We ask for at least three business days to process all room access requests. Email notifications will be sent when requests are processed.
• In case of lockout, approved student club members may contact the staff at the Information Desk. Employees/Staff must contact University Police.
• In case of emergency access, University Police will need to be contacted.