[URGENT] SURGE: Access to Student Spaces in Hearst Gym, the Move, and a Special Note on Tabling

Hello Student Leaders,

For those of you who do not know us, we are your Surge Coordination Team for all student spaces. Briana Mullen, your ASUC Student Spaces Deputy, and I (Justin Sayarath, your ASUC Executive Vice President) have been working tirelessly to ensure that this move from Eshleman Hall to Hearst Annex and Hearst Gym is as smooth as possible for all student organizations.We have been spending this month held up in Eshleman Hall packing, relabeling, and inventorying items for all student organizations including yours, and so we kindly ask that you read through this rather urgent email from start to finish. All groups, whether or not you are part of the surge to Hearst still need to read this email as services (i.e. tables, projectors, meetings, and other services) that the ASUC provides you and your group will be impacted by this move. The contents of this email are as follows:

1) Updated Allocation Sheet and Space Drawings

2) Inventory of your items and the Move

3) Our Timeline

4) Mandatory Hearst Space Orientation

5) Tables and Chairs (All Groups Regardless of Space Must Read)
6) Eshleman Access
7) A Message from the ASUC Executive Vice President
1) Updated Allocation Sheet and Space Drawings
Additional changes to space allocations have been made to accomodate for all student group needs and to make necessary adjustments in accordance with ASUC/ASUC Auxiliary and Architectural changes. Please review the following allocation sheet: http://tinyurl.com/SURGE-ALLOCATIONS
In addition, a clear description of your space (includes cage numbers, station numbers, etc), label colors for your boxes (for you to double check), and recommendations for # of items movable have been added. Please take note of these columns. The final column on the sheet is labeled “Your Finalized Inventory to be Submitted to Mover,” later this column will be filled out by Briana and I when we confirm your inventory (see below).
2) Inventory of your items and the Move
Briana and I have spent hours in Eshleman Hall inventorying your belongings for the movers. It is absolutely vital that anything being moved is accounted for in the inventory. This inventory is the one way that we will keep your belongings insured and the one way that we will hold the movers accountable. If it is not packed, labeled correctly, AND on the inventory list, your items will not be moved. Please open the following Inventory and Grievance Sheets:
SURGE Inventory Sheet-http://tinyurl.com/cxzxyjc
Inventory Grievance Sheet- http://tinyurl.com/7dxzx4k
If your belongings are not on the inventory sheet but you would like them to be moved you must *PACK & LABEL* your belongings and put them on the inventory grievance sheet by *JULY 3rd*. If you do not fill out this grievance sheet, your belongings will not be moved, insured, or replaced in the new SURGE hearst gym/annex space. Please follow the model displayed on the grievance sheet, listing only *CHANGES* in your inventory so that we can accurately supervise the move to Hearst Gym/Annex in August. Once you have submitted any grievances and reviewed your groups inventory, please put an X in the confirm column for your group so that Briana and I can re-inventory your belongings for the movers.
3) Our Timeline
July 3: Inventory will be confirmed by student group and Surge Coordination Team
July 5: Inventory will be sent to University Movers
July 6: Movers will bid (give us a quote) on all the items to move, NO CHANGES TO INVENTORY CAN BE MADE
July 30: Student Groups must take home anything (especially tables and chairs) not being moved by this date
August 1: Construction Finishes
August 9: Furnishing of Spaces Finishes
August 9: Eshleman is Officially Inaccessible
August 10-12 (tentative): University Movers will move belongings to Hearst Gym/Annex supervised by ASUC
August 12-19: Surge Coordination will prepare spaces for students and inventory items in Hearst to insure a complete move
August 20 8:00PM : Mandatory Hearst Space Orientation
4) Mandatory Hearst Space Orientation
On August 20 at 8PM (Venue to TBD), there will be a mandatory space orientation for anyone housed in a Hearst Space. The orientation will be optional for student groups that are not housed in the Hearst Space. However, the Orientation will feature presentations on policies regarding renting of meeting rooms and equipment (projectors, flood lights, tables, and other services). Students will have the opportunity to reserve spaces in Hearst and the Eshleman Senate Chambers at this meeting. In addition, this Orientation will be a place for students to fill out hard key & keycard access forms as well as the formal ASUC Student Group Space Contract. You will not have access to spaces without these forms, this is to ensure that spaces are well kept unlike Eshleman Hall and students are informed about policies. In addition, as we move forward with drastic changes to the ASUC and ASUC Auxiliary this coming year, representatives from auxiliary will provide you with information regarding student group advising and other vital student services.

5) Tables and Chairs (All Groups Regardless of Space Must Read)
We are proud to announce that the ASUC in conjunction with ASUC Auxiliary’s event services will be providing you and your student group with a free table & chair rental program! With this new program, your group will never have to buy another table or chair again. Maintenance of tables and chairs for tabling often becomes costly to student organizations and we are here to provide you with the tabling service that will be accessible to you starting in the Fall. You will be able to check out chairs and tables from the ASUC for any program, event, or just for tabling at anytime of the day. Therefore, you can come and pick up your tables and folding chairs from Eshleman Hall. They will not be moved by University Movers come August. We ask that you please pick up your tables and folding chairs and any additional items not being moved to surge space by July 30. Items not picked up by this date will be recycled by ReUSE. We are excited to provide this service to our student organizations and are especially happy to ensure that students are constantly lugging tables around, when it is a service that the student government should be providing our organizations. More details to come.
6) Eshleman Access
The ASUC Auxiliary will not be able to manage Eshleman Hall starting August 9. This means that doors to floors 2, 3, 4, 5, 6, and ground floor will be locked and closed to the public. Keycard access will not open these doors, but students will still have access to the Senate Chambers, 7th Floor Event Space, and the 2nd Floor restroom.
7) A Message from the ASUC Executive Vice President
The ASUC as a whole is excited and looking forward to our new surge space. As we move into the space, we begin a new chapter in Cal Student History that will be defined by collaboration and continued student organizing on the UC Berkeley campus and in the greater Cal community. This process is just one step towards the construction of a newer, more vibrant student center that will reenergize student life and be enjoyed by future generations of Golden Bears. As Hearst becomes our new home, the ASUC EVP office is dedicated to providing all student organizations with the resources you need to further develop a greater a sense of community and enrich our campus with exciting programming. We hope that you share in our overwhelming enthusiasm as we transition into Hearst as well. Please do not hesitate to contact Briana and I with your concerns at studentspaces.berkeley@gmail.com.

best, 

Justin Sayarath
University of California, Berkeley
B.A. Economics | Class of 2013
Sayarath.Justin@gmail.com | (619) 313-3737 | www.justinsayarath.com

Executive Vice President| Associated Students of the University of California (ASUC) | UC Berkeley Student Government | 2012-2013

Senator | Associated Students of the University of California (ASUC) | UC Berkeley Student Government | 2011-2012
Senior Adviser | Caliber Magazine

Student Action | “Every Student, Every Year” | www.studentaction.org

Briana Mullen

University of California, Berkeley
2nd Year Undergraduate
History Major, Public Policy & Education Minor
(720) 207-3890 | brianamullen@berkeley.edu | brianakmullen@gmail.com
Student Spaces Deputy 2012-2013*
Office of the Executive Vice President, Justin Sayarath
Associated Students of the University of California (ASUC)
studentspaces.berkeley@gmail.com

*Title for identification purposes only

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