SU Policies

Student Union Spaces Policies 

Student Union spaces include indoor and outdoor facilities related to the Student Union (SU), the Student Services Building (SSB) and the Student Services Building Addition (SSA). 

A B C D E F G I L M N O P R S T U

A 

Alcohol 

  • Open alcohol is strictly prohibited in the common areas of Student Union spaces. 
  • Exceptions to this include The Pub on the second floor of the Student Union and event spaces that have a catered alcohol presence approved by the UT Dallas President’s Office. 
  • The sale of alcohol is only to be tendered by The Pub staff. All other event spaces within the Student Union spaces must have their alcohol catered by an approved vendor. 
  • Patrons found with open containers of alcohol within Student Union spaces will be asked to dispose of the contents and will be subjected to further penalties through the university (i.e., Campus Safety, Office of Community Standards and Conduct). 
  • Any exceptions to this policy must be approved by the UT Dallas President’s Office. 

Animals 

  • Animals are not allowed in Student Union spaces. 
  • Service animals (individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory and/or other mental disability) are allowed in Student Union spaces. 
  • All service animals must be under the control of their handler (i.e., on a leash). 
  • University staff is not responsible for any aspects of caring for a service animal. 
  • Student Union staff will make reasonable modifications in policies, practices and procedures to permit the use of animals by an individual with a disability. 
  • Any unauthorized animal(s) found in Student Union spaces will be removed. 

Audio/Visual 

  • Student Union student/professional staff are able to assist with basic A/V needs and the use of any and all equipment in the event of it not working properly. Treatment of the equipment will be the responsibility of the sponsoring organization and fees may be assessed to the group as a result of equipment being damaged, stolen, lost, etc. 
  • The use of Student Center AV equipment outside of Student Union spaces is strictly regulated. Groups interested in using the Student Unions’ equipment outside of Student Union spaces must receive prior approval from the director of the Student Union. All requests will be considered on a case-by-case basis. Please note this does not include gaming systems.   
  • Audio from personal devices (i.e., cell phones, tablets, TVs) should not be loud enough to be heard by others in Student Union spaces unless these devices are used in a closed space. 
  • Exceptions can be made for events in public spaces. (i.e., Student Union mall area, the SU Green and Chess Plaza. Please see policies on Amplified Sound). 

ATM 

  • A Wells Fargo ATM is located within the Student Union, on the second floor next to the Comet Café. 

ADA Accommodations 

  • Every effort will be made to accommodate people with disabilities and those individuals that operate in wheelchairs. 
  • Each of the entrances to Student Union spaces are ADA accessible, and further accommodations can be met upon request; please contact Student Union administration for an accommodation request. 
  • In addition, several office suites and restrooms throughout Student Union spaces feature automatic door openers. 

B 

Bicycles, Skates, Rollerblades, Scooters and Skateboards 

  • The riding of bicycles, skates, rollerblades, scooters, skateboards and other related forms of transportation in Student Union spaces is strictly prohibited 
  • Patrons must walk their bicycles through the spaces or lock them up at designated bicycle locking stations located outside of the spaces. 
  • Parking of bicycles and other related forms of transportation outside entrances of Student Union spaces is strictly prohibited. Doing so may result in the removal of your personal transportation item. 
  • Campus safety officers and other forms of campus police are exempt from this policy if they must ride their bicycles to function in their role. 

Building Hours 

  • The hours of Student Union spaces are set to provide maximum service to meet the needs of the University community. Building hours are based on the following criteria: 
  • Academic calendar, including breaks, summer sessions and campus-wide maintenance. 
  • Campus dining. 
  • University and national holidays. 
  • Facility hours are always posted within all spaces and on the Student Unions’ website. 

C 

Camera and Video Recording 

Cancellations (event related) 

  • Student Union administration asks for University departments and student organizations to cancel any event at least 24 hours prior to the event. 
  • If a group does not hold an event without properly cancelling, they will be subject to sanctions and non-appearance fees issued by Student Union administration. 

Catering 

  • The University of Texas at Dallas’ contracted caterer is Chartwells (Campus Dining). For an event held within Student Union spaces, please contact UT Dallas’ Catering Department (972-883-2269).
  • Groups are welcome to use an outside vendor for their event. You must contact Environmental Health and Safety for filling out the Special Events and Risk Assessment Form. 
  • All groups with food and beverage at their event in Student Union spaces are responsible for making sure the room is cleaned of all trash and extra food items after an event, regardless of whether it was a catered event. If a room is not cleaned after an event, the appropriate fees will be assessed and future reservations may be affected. 

Children 

  • Related to University policy regarding children in the workplace, children under the age of 18 and not current students of the University must always remain under direct supervision in Student Union spaces. 
  • Children (including those of University staff and faculty) are not permitted to reserve equipment in Student Union spaces. Any exception to this rule must be approved by Student Union administration. 

Cleanliness 

  • Groups using Student Union spaces are expected to maintain the general cleanliness of the room which they are using (lobby areas included). 
  • All rooms (except for set up) should be left in the condition in which they were set. This includes throwing away garbage, papers and catering items. 
  • If needed, contact University Spaces Management for more trash receptacles or extra trash bags. Student Union staff can assist in certain cases. University Spaces Management may also be contacted for any additional recycling receptacles for your event. 
  • To maintain a safe and clean environment for all, guests are expected to properly dispose of trash in the proper trash receptacles. Improper disposal of trash can lead to pests and unsightly environments. 

Community Standards and Student Conduct 

  • The Student Union spaces support the University’s Community Standards and the Comet Creed (As a Comet, I pledge honesty, integrity, and service in all I do.). 
  • Any student found in violation of the University’s Community Standards and Conduct handbook while in Student Union spaces will be documented and have their information sent to the Office of Community Standards and Conduct. 
  • Consult the Community Standards and Conduct handbook for more information. 

Cooking 

  • Cooking is not allowed in Student Union spaces outside of the food service that has been approved to cook in the spaces (Campus Dining, outside caterers). 
  • Any exceptions (i.e., event related) need to be approved by Student Union administration. 

D 

Deliveries 

  • All deliveries to Student Union spaces must be made to the individual office or mailstop that resides within the facility. 
  • The SU, SSB and SSA information desks cannot serve as the designated mail room for deliveries. 
  • If the delivery cannot be made to the individual office within the facility, deliveries may be made to the corresponding Information Desks, which will arrange for the package to be delivered. 
  • No deliveries for the larger campus proper can be made to the Information Desks within Student Union spaces unless approvals have been given by Student Union administration (i.e., special event deliveries, etc.). 
  • Requests to use Student Union spaces for overnight storage (i.e., in advance of special events) must be approved in writing by Student Union administration. 

Donation Boxes/Drives 

  • Space for collecting donations can be requested through Student Union administration. These requests are limited to student organizations and University departments.  
  • If boxes are overflowing with donated materials, Student Union staff reserve the right to relocate donated materials/donation boxes. Unattended cash donation boxes are not allowed in Student Union spaces. 
  • Student Union Control Desks will gladly support fundraising efforts by placing donation receptacles at the respective Control Desks. For safety purposes, these donations must be collected each week by a member of the sponsoring organization or department. In the event they are not collected, Student Union staff will place all donations in their departmental safe. 

Decorations (event) 

  • No one is allowed to tape or affix decorations to any wall, railing, wood, metal, glass, paint, ceilings, floors, etc. 
  • All balloons should be disposed of immediately following an event. 
  • Open flames are not permitted in Student Union spaces.  
  • All decorations must be completely removed, and rooms/areas cleaned after an event. Failure to do so may result in a clean-up fee and may affect the status of any future reservations. 
  • All decorations must be flame retardant. 
  • The use of glue, thumbtacks or adhesive on the walls, ceilings, frames, columns, or staging for attaching any materials is not permitted unless by special permission from Student Union administration. 
  • The use of paint (outside of acrylic or tempera) is prohibited in Student Union spaces. 
  • Smoke or fog machines are not permitted unless approval is gained from Student Union administration. 
  • Suspending materials from the ceiling or light fixtures is prohibited, as are decorations, displays, or exhibits that require a flame. 

Digital Signage 

  • All digital screens in Student Union spaces are controlled by the Student Affairs Marketing Communications Office. All requests to promote events, programs, etc. must be made to Student Affairs Marketing via the Digital Signage approval process.  

E 

Extension Cords 

  • Student Union spaces maintain an inventory of extension cords. 
  • All cords must be properly covered and taped to the floor to prevent tripping. 
  • Extension cords are only given out for official events. 

Emergency Management Services 

  • Campus Safety is the sole provider of emergency services within Student Union spaces. 
  • For Registered Student Organization events, Student Union administration may determine, without the consent of an event organizer, that an event requires emergency services. In this event, Student Union administration will render payment for these services (if necessary). 
  • Event organizers interested in acquiring emergency services for their events within Student Union spaces may contact Campus Safety directly.  

Elevators 

  • The UTD Facilities Management Office controls the use of elevators within Student Union spaces and the greater campus. 
  • Please report all elevator issues to Student Union staff who will notify Facilities Management of the issue immediately. 
  • If you are stuck in an elevator, please call for assistance using the red emergency call button located within each elevator. 
  • If an elevator is not functioning, please notify Student Union staff/administration immediately. 

F 

Facility Reservations  

  • Mazévo is the UTD Student Union’s event scheduling software for the Student Union, Student Services Building & Addition, and the SU Mall.
  • Student Union staff are responsible for the set up of all events in Student Union spaces, with the exception of rectangular tables in Artemis Hall. This set up will be complete by the time the reservation begins.
  • For more information on room reservations, please visit our reservations page.

Family Restrooms 

  • Student Union spaces consisting of the Student Union, Student Services Building, and Student Services Building Addition have a total of eight family restrooms.  
  • Student Union: (1) Across from the Esports Arena. (2) Galaxy Rooms Hallway restrooms. 
  • Student Services Building: (2) First level main lobby. (1) By SSB/SSA building connection on second level.  
  • Student Services Building Addition: (2) Second level restrooms. 

Film Screenings 

  • The screening of any copyrighted movie is illegal without obtaining the Public Performance Rights for the film. This policy pertains to all areas within Student Union spaces. 
  • Showing films as part of a class or for instructional purposes is allowed and Performance Rights are not needed (face-to-face exemption). 

Furniture and Room Set Up 

  • Student Union furniture may be used at no charge by UTD officially-recognized student organizations and University departments. 
  • Furniture is not permitted outside Student Union spaces unless given permission by Student Union administration. 
  • If additional furniture is needed beyond what Student Union spaces have to offer, event organizers must submit a request to obtain the equipment from Facilities Management. If these areas do not have what is needed, the equipment/furniture will have to be rented from an outside company. All rental costs are the responsibility of the organization hosting the event. 
  • Rented equipment and/or furniture must be removed from the event space immediately following the conclusion of the event. 
  • The removal of permanent Student Union furniture from a space, such as dining tables, lounge furniture, etc. is prohibited. 

G 

Gambling 

  • Gambling within Student Union spaces is strictly prohibited. Patrons found gambling within the spaces will be subject to Campus Safety action and, if a student, subject to the Community Standards and Conduct sanctions for that violation. 

Graffiti 

  • Graffiti is not allowed on any interior or exterior surface of Student Union spaces. This includes chalk on sidewalks directly in front of entrances and other exterior surfaces of Student Union spaces. 
  • If graffiti is discovered on interior or exterior surfaces of Student Union spaces, Campus Safety will be notified immediately and an investigation will occur. 

I 

Inclement Weather 

  • If UT Dallas closes due to inclement weather during a regularly scheduled University break or holiday, Student Union spaces will make every attempt to remain open.  
  • If UTD closes and classes are cancelled as a result due to inclement weather during regularly scheduled University times, the following will happen: 
  • The Student Union will open following normal operating hours. The Student Services Building and Student Services Addition will follow the closure schedule. 
  • The Student Union Dining Hall will close. Dining Hall West will remain open for business. 
  • Student Union spaces will not host any official events and/or programs. 
  • If weather conditions are so severe as to make conditions in the Student Union inoperative, Student Union administration will consult with Campus Safety and the VP of Student Affairs to decide on the hours of the spaces. All decisions will be made public to the University community. 

Ingress/Egress 

  • All fire access corridors, mechanical/electrical rooms (including lobbies and staircases) are to be kept clear of storage, displays and furniture. 
  • No items may be stacked as to impede the egress path. Clear pathways shall be always maintained. 
  • Deliveries to Student Union spaces must utilize facility loading dock areas as much as possible to avoid disrupting the egress of any Student Union facility. 

L 

Lost and Found 

  • Lost and found services are provided for items lost in Student Union spaces. 
  • Student Union staff log all lost items indicating date, description of item and staff initials of who logged the item. 
  • All cash items and items of value (electronics, jewelry, Comet Cards, etc.) that are turned in to Student Union control desks are held in their departmental safe for a week. After, the item(s) are given to UT Dallas Campus Safety. 
  • University keys are turned over to the Key Shop after 24 hours. 
  • University IDs are turned over to the Comet Card Office after 24 hours. 
  • Student Union spaces will not accept any items that are dangerous, explosive, living or illegal. 
  • Student Union spaces cannot hold any items for any person for any reason. Exceptions to this must be approved by Student Union administration. 
  • All items (not of value) turned in to the Student Union spaces will be held for a period of two weeks. At the end of the two weeks, all items are donated to Campus Safety. 
  • Student Union staff will make every attempt to email individuals if they can identify a name on a lost ID, student ID, textbook, etc., if the individual is listed in the campus directory. 

M 

Merchandise 

  • Access for non-approved outside vendors to sell items within Student Union spaces is strictly prohibited. 
  • Outside vendors, unless a part of a University-sponsored event, are not allowed to sell any item in Student Union spaces without the approval of Student Union administration. 

Mobility Devices 

  • Bicycles, mopeds, scooters, skateboards, rollerblades, skates, motorcycles or vehicles of any kind are strictly prohibited in Student Union spaces. 
  • Exceptions will be made for people with disabilities that require motorized vehicles to move around. 
  • Sidewalks, entrances, passages, corridors, hallways, elevators and stairwells should not be obstructed by mobility devices of any kind. 

Music 

  • All music played in the first-level common area of the Student Union must be approved by Student Union administration.  
  • All music should be censored and free of content that may negatively affect a patron’s experience in the facility. 
  • Amplified sound (outside of Student Union facility music) is not permitted unless approval is given by the director of the Student Union. 

N 

Noise Makers 

  • Noise makers of any kind are strictly prohibited in Student Union spaces. Any exception must be approved by Student Union administration. 

O 

Open Flame 

  • Open flames within Student Union spaces are prohibited unless approval by Student Union administration. 
  • Exceptions may be given for on-campus food service (Chartwells) catered events. 

Outdoor Sign Posting 

  • Only recognized and sponsored student organizations and University departments can place signage outside of Student Union spaces. 
  • Signs may be posted for up to two weeks ahead of an event and must be taken down immediately following the event’s conclusion.  
  • Signs must promote a specific program. No general announcements are allowed. 
  • Any sign must be presentable and legible. The definition of presentable and legible is decided by Student Union administration. 
  • If a sign is presented in a foreign language, every attempt must be made to provide an English translation of the sign.  
  • No signage placed in front of any Student Union facility may block ingress or egress to any facility. 
  • Student Union staff is not responsible for sign damage, removal, defacement or discard. 
  • Student Union staff reserve the right to remove any sign at any time. 

Outdoor Spaces 

  • The Student Union manages and maintains all outdoor space adjacent to Student Union spaces. Reservable areas include the SU Green, SU Mall and Chess Plaza. Reservations for those spaces are made through Mazevo. Student Union administration has final approval for the use of all outdoor spaces within Student Union controlled areas. 

P 

Parking 

  • When planning or attending an event in Student Union spaces, all guests must park in accordance with University parking policies, detailed on the UT Dallas Parking website.  
  • UT Dallas has parking garages available on campus, including PS1, PS3 and PS4, as well as several short-term parking options that charge an hourly rate.  
  • No parking is permitted in the loading dock areas unless you have received the approval of Student Union administration and/or Campus Safety. 
  • Student Union staff is not responsible for unattended vehicles, theft of items from vehicles or citation(s) issued to a driver of a vehicle left in an unauthorized area. 

Posting Fliers Within Student Union Spaces 

  • Fliers are subject to approval by Student Union staff. Student Union staff may post one flier per bulletin board sponsored by UTD-affiliated organizations. 
  • Fliers will be date-stamped and approved for posting two weeks at a time. 
  • The responsibility of posting fliers on designated boards within Student Union spaces is on the group. Any flier that is a.) not approved, or b.) hanging in a non-designated area will be removed and discarded. 
  • Fliers may not exceed 11x17 in size, unless approved by Student Union administration. 
  • Fliers must contain the name of the sponsoring club, organization or department. 
  • Content may not include any references, either direct or indirect, to alcohol, profanity or anything that violates University community standards and conduct. 
  • Student Union staff are not responsible for fliers that are torn down, damaged or defaced. 
  • Student Union staff reserve the right to remove and discard any posted or submitted flier at any time and without notice. 

Private Property Care 

  • The University cannot accept responsibility for damage, theft or loss of monies, valuables or personal property while the individual is in use of our spaces. 
  • The protection of personal property is the individual’s responsibility. 
  • Individuals are encouraged to obtain insurance on property and possessions brought into University spaces. 
  • Books, backpacks and other personal items should not be left unattended in meeting rooms within the Student Union spaces. 
  • Persons are encouraged to report any theft to Campus Safety as soon as possible.  

 Prohibited Items 

  • Items that jeopardize safety, facility, event and/or program enjoyment are strictly prohibited. These items may include, but are not limited to: 
  • Aerosol cans 
  • Air horns 
  • Alcoholic beverages (outside of designated area) 
  • Animals (except for people with disabilities) 
  • Bullhorns 
  • Glitter 
  • Confetti guns or cannons (unless approved by Student Union administration) 
  • Fireworks 
  • Firearms or weapons not adhering to Concealed Carry 
  • Knives 
  • Illegal drugs 
  • Skateboards, rollerblades, bicycles, skates 
  • Student Union administration reserves the right to remove any items in violation of this policy and security guidelines. 
  • Exceptions must be approved by Student Union administration. 

Property Damage 

  • All groups using Student Union spaces are responsible for any and all damages in the facility resulting from their event or activity. Student Union administration and the Office of Community Standards and Conduct reserve the right to bill any organization or department for damages or losses resulting from using or misuse of the spaces. 
  • Suspending materials from the ceiling or light fixtures is prohibited, as are decorations, displays or exhibits that require flames. 
  • Student Union staff does not assume responsibility for damage to or loss of any materials left behind by a group. 
  • Paint (except for tempera and acrylic), especially spray paint, is prohibited in Student Union spaces. Exceptions must be approved by Student Union administration. 
  • See also “Decorations” section. 

R 

Regulations and Safety 

  • The sponsoring organization/department of an event hosted in Student Union spaces is responsible for both the safety of persons attending and for returning the rooms back to their original condition. 
  • Alterations to the permanent structure of spaces (including walls, ceilings, seating, floors, window treatments, fixtures, screens and electricity) is not permitted. Any damage costs will be charged to the group. 
  • Aisle ways must be kept clear at all times during programs. Seating and standing in aisle ways during a program is a violation of fire codes. 
  • Exits must always open and be accessible. During the period of use, no required exit door may be fastened/locked so that the door cannot be opened from the outside. 
  • No doors may be covered in paper to limit the visual access for safety, unless authorized by Student Union administration. 
  • No access to the back hallways or kitchen areas will be granted to anyone other than authorized personnel. 

Restrooms 

  • Student Union spaces have accessible restroom spaces located on each floor of their respective buildings.  
  • There is a gender-neutral restroom available in both the Student Union (second floor across from the Esports arena) and the Student Services Building (second floor by the SSB/SSA building connection).  
  • A “LilyPad” lactation room is in the Galerstein Community Center (SSB 4.300) and is open 8 a.m.-5 p.m. Monday-Friday. Because of its location, this room is only accessible 8 a.m.-5 p.m. Monday-Friday.  

S 

Security 

  • Campus Safety serves as the primary method of safety enforcement for Student Union spaces. 
  • All emergencies and evacuation procedures for the Student Union spaces are made in conjunction with Campus Safety administration. 
  • Student Union staff is responsible for the opening/closing of spaces and make final decisions (in conjunction with Campus Safety) as to who is allowed in Student Union spaces. 

Sign & Banner Posting 

  • No signs and/or advertisement should be attached to walls, glass, windows, floors, elevators, etc. 
  • No sign should be painted on any Student Union spaces, hallways, elevators, staircases and entrances. See section on “Graffiti.” 
  • All signage must be approved by Student Union administration. These signs include vinyl banners, sandwich boards, easels, white boards, poster board and fliers. See “Posting” section.  

Smoking 

  • Smoking is not permitted anywhere on UT Dallas campus. This includes e-cigarettes. 

Solicitation 

  • No loitering, trespassing, soliciting/peddling, resale of tickets or selling of unauthorized/stolen merchandise is allowed in Student Union spaces. 

Storage 

  • Student Union staff will not be responsible for any damage, theft or loss of any items left or stored in its spaces. 
  • Student Union spaces have very storage. No meeting rooms or event spaces will be reserved for the sole purpose of storage. 
  • There is no storage space for departments housed in Student Union, outside of their individual office suites unless approved by Student Union administration. 

T 

Table Tents 

  • All table tents (promotional marketing) must be set and removed by the group sponsoring the event. 
  • Only recognized student organizations and university departments may request to post information in Student Union spaces. 
  • Table tents may be displayed for a period of no longer than two weeks. 
  • Student Union administration reserves the right to remove table tents at any time. 

U 

Unaccompanied Minors 

  • Minors who visit Student Union spaces for any reason must never be left unaccompanied for any reason. No exceptions to this policy will be made. 
  • Organizations that hold events where minors could be present should work with the Programs for Minors office to obtain approval.