Services and Resources
Student Organization Roster and Mini-Roster
The Office Manager in the Office of Student Leadership and Service maintains a computer roster of all student organizations which includes officer titles, names, addresses, phone numbers and e-mail addresses. In order to maintain an accurate roster always notify the Office of Student Leadership and Service of any officer information changes that occur throughout the year. A Student Organization Mini-Roster will be made available to all student organization presidents in the fall semester.
It is recommended that you use the Photospecialites website to book a photographer for your event at least 3-4 weeks in advance.
All pictures will be taken digitally at your event and will be posted on-line. Student organizations are responsible for advertising to students that event pictures are available for ordering on the Photospecialties website. You are encouraged to use e-news for advertising. Remember that in order to avoid your organization incurring a photographer cost, your event participants must order at least $100 in pictures. It is in your best interest to effectively advertise online sales of photos to students.
E-mail Accounts
E-mail accounts are available upon request for all student organizations. Submit an Organization E-mail Account Application to the Office of Technology Services. Forms are available from The Office of Technology Services.
Student Organization Resource Area
This area, located in the Office of Student Leadership and Service, 202 Cate Center, is available to all students in organizations at Meredith College.
Supplies Available: Available for use in office:
Banner paper Poster Maker
Banner paint Typewriter
Markers
Stapler
Staple Gun
The resource area is open Monday – Friday 8:00am-5:00pm. Contact the Office Manager if you need to reserve items for use outside of normal office hours.
Leadership and Social Justice Library
The library includes resources for facilitating icebreakers, teambuilders, social justice and community engagement activities, as well as books on leadership development and community-building. You will find books, notebooks, tapes and pamphlets. Please sign out resources through the student assistant at the reception area. Resources are due back in the office 2 weeks from the check-out date.
Service Opportunities
The Office of Student Leadership and Service helps student organizations and individuals find service opportunities in the community. They can help match your organization with an appropriate community partner to address real needs in the outside community. All organizations are strongly encouraged to inform the office of service endeavors in order to better coordinate service on campus and assist student organizations with their service efforts. We ask that organizations coordinating a service project create a group on NobleHour and track the service hours of the member . We also have a small amount of funding for service projects through our new service mini-grants.
On-Campus Mail
The following is a list of items to be considered before doing any mailings on campus:
- Off-Campus fliers, etc. are not allowed in the student campus mailboxes.
- Only approved Meredith Campus organization information (brochures, fliers, and letters) can be placed in student mailboxes/mail pockets.
- Politically associated mass mailings are NOT accepted.
- Mailboxes: approximately 650 (1080 if use two fliers per box)
- The Oaks (apartments): 78
- Mail Pockets: approximately 600 (includes Paralegal and graduate students)
- Faculty: 140 (mailboxes located in academic buildings)
- Staff: 320 (place mail in campus mail slot)
- There will be no mass mailbox stuffing in the apartments – all apartment mail must be individually-addressed and sent through Meredith Postal Services.
- To order Faculty/Staff labels, contact Human Resources at 760-8360.
- All personal on-campus mail (member invitations, minutes, etc.) must:
- Be individually addressed (name, room number, and residence hall or building).
- Be grouped by building (secure in a rubberband).
The Oaks (apartments) Mail
Please observe the on-campus mailing considerations above. Contact the Apartment Manager at least one week in advance to arrange for a time to deliver mail in apartment mailboxes. Only one mailing per apartment will be permitted, and mailings may be no larger than ¼ sheet in size.
Commuter Mail Pockets
Commuter mail pockets are located beside the Mail Room on the 1st floor of Cate Center. The file cabinets are designated for senior, junior, sophomore and freshmen commuters as well as 23+ and paralegal students. All mail pockets are arranged alphabetically and by classification. Commuter students may register for a mail pocket in the Office of Commuter Life and Diversity Programs located on 1st floor Park Center.
Off-Campus Mail
- Mail being sent off-campus by a student organization must be printed on Meredith College letterhead and mailed in Meredith College envelopes, unless approved otherwise.
- college letterhead and envelopes are available in the Office of Student Leadership and Service.
- envelopes cost $.10 each and can be charged to your organization. Requests of 100+ envelopes must be made to the Office of Student Leadership and Service three weeks in advance.
- Please write the organization account code on the corner of the first envelope for billing.
- Outgoing mail is accepted until 4:30pm for same day processing. Deliver high volume mailings early in the day to insure same day processing.
- Metered Mail:
- on first envelope indicate account number (uncoded mail will be returned)
- stack envelopes unsealed with flaps down
- rubber band them together
Bulk Mail
- Is available upon request (mailing must contain at least 200 pieces).
- Request form, available in mail room, must be completed 5 days prior to the requested mailing date.
- Bulk Mail is considered low priority and delivery time is 10+ days. We do not encourage Bulk Mailing for important information or announcements.
Photo Copying Services
The Meredith Copy Center (760-8677), located on the back of campus near Facilities Services, is usually the cheapest and easiest way to copy fliers.
- Turn around time on copies is 24 hours for most jobs. There is no minimum number of copies required by the Copy Center.
- Jobs requested for completion in less than 24 hours are considered Quick Copying and will be billed at a more expensive rate. We discourage Quick Copying because of the extra expense.
- The Copy Center can receive jobs via email attachments to: copycenter@meredith.edu.
- If submitting a job via hard copy original, use the “Request for Duplicating Services” form available at the Copy Center or in the Office of Student Leadership and Service.
- Always obtain the pink receipt once the job has been completed and turn it in to your treasurer so that your organization may keep accurate records of all photocopying costs.
- Campus Photocopiers: You may use copiers for smaller jobs (generally under 15). Presidents may request that certain members be allowed access to organization copy privileges (for use on campus photocopiers) by emailing the Copy Center (see next item). The organization account will be linked to the requested individuals’ CamCard.
- In order to allow organization members access to your organization’s copy privileges, the President must email the following information to the Copy Center at copycenter@meredith.edu:
- Organization name
- Organization account number
- For every approved member: full name, student ID number, and date to remove copy privileges
- No personal use of the organization’s copying privileges is permitted. Using the organization’s funds for personal use is considered an honor code violation.
- The Copy Center accepts payment via check and Camcard for personal jobs. Cash and Credit card payments must be made at the accounting office.
- Students can send and receive faxes through the Copy Center. Incoming faxes must have student’s full name and phone number where they can be reached. See the Copy Center for pricing.
Scheduling Meetings
Please do not schedule meetings at the following times:
- Wednesdays at 10:00am (conflicts with weekly worship services)
- Mondays or Fridays at 10:00am when a convocation is scheduled
Campus Reservations
Meredith Events is responsible for reservations of ALL FACILITIES on campus. To make a reservation:
- Email requests to: events@meredith.edu or you may also contact Natalie Herrmann at natalieh@meredith.edu or 760-8533.
- Always reserve a room first before making other arrangements for an event. This will ensure that the required space is available.
- Meredith Events will not grant reservations for the following times:
- Wednesdays at 10:00am (conflicts with weekly worship services)
- Mondays or Fridays at 10:00am when a convocation is scheduled
- You will receive two copies confirming your reservation request. In order to guarantee your reservation, you must return one signed/dated copy to the Meredith Events (Johnson Hall 310 or fax to 760-8093). It is recommended that you have a copy of your confirmation with you during your scheduled event, should your reservation be called in question.
- Always cancel rooms with Meredith Events should you no longer need them.
Facilities Services (Grounds, Maintenance, Housekeeping)
Service Response Center
The Service Response Center (760-8560) is located in the Facilities Services building and is responsible for receiving all work requests for emergency, normal, or special services. Service requests may be submitted by calling the Service Response Center or by using the Service Request Form on Facilities web page. The office is staffed from 8:00am to 4:30pm, Monday through Friday except holidays. After these hours and on weekends, the Campus Police (760-8888) will assist you in obtaining emergency service.
Event/Room Set-up Requests
Make your event set-up requests using the Facilities Set-up Request Form on the Facilities web page. Do not use the Service Request Form. Please provide diagram of setup arrangement. For multi-day requests with changes of location or setup items, provide additional diagrams. Unless special circumstances exist, as approved by facilities management, moves and setups will be completed during normal work hours, M-F, 8 a.m. – 4:30 p.m.
You need to make your set-up request at least 48 hours in advance of the event/move (one week is preferred).
Conversation Pit Usage Procedures
The Conversation Pit located between Brewer and Heilman Residence Halls is available for student organization use, but specific procedures must be followed prior to use. At least two weeks prior to scheduling an event, interested campus groups must complete a conversation/fire pit request form. The group contact will need to sign the form agreeing to follow all pit procedures and then get a signature from campus police and the grounds manager. The grounds manager will confirm with the group within one week if the pit is available. The grounds manager will then schedule a meeting at the pit with the group contact to discuss starting and extinguishing procedures in detail. If planning a fire, groups will have the option of providing their own firewood (subject to approval) or can pay a $25 fee for the grounds to provide and setup the firewood.
Media Services Equipment Requests
Media Services can provide you with a variety of equipment needs. They can also assist you with sound, video, and recording equipment. They are located on the main floor of the library, and they can reserve equipment for you through telephone reservations at 760-8444. Call early and plan time for training!
Campus Dining Services and Catering
If you are planning to have an event catered on campus, set up your event in Catertrax. For questions, email the Campus Catering Office at catering@meredith.edu. A two week minimum notice is needed for most events. Campus-wide picnics need a four-week notice in order to adequately plan and get them on the campus menu.
Campus Dining Services can accommodate most of your catering and special foods needs and requirements. A catering guide is available on the website or the catering staff can custom design a menu to fit any organization’s budget. Note: Student Organizations receive a 10% discount on the prices listed in the catering guide.
Please note the following capacity limits for rooms in Belk Dining Hall for catered events:
| Belk Dining Hall, West End: | 240 |
| Oak Room: | 60 |
| Dogwood A: | 36 |
| Dogwood B: | 36 |
| Dogwood A & B: | 70 |
| Azalea: | 14 |
Use of Belk Dining Hall
Both sides (East and West) of Belk Dining Hall are available for student use at night and on weekends. Arrangements should be made with the Campus Events Office at 760-8533. Arrangements for refreshments can be made with the Campus Catering Department. Please note that groups meeting in Belk may not enter the Food Court or kitchen areas of the building or allow their members to help themselves to food or drinks without making prior arrangements. Additionally, groups using Belk after hours should not rearrange tables and chairs without prior permission.
Picnics
Picnics involving Dining Services must be planned 4 weeks in advance. For all picnics, organizations must reserve the Courtyard and Belk Dining Hall (Rain site) by contacting the Campus Events office (760-8533). For menu suggestions/requests, please email campusdining@meredith.edu. Student organizations are responsible for advertising the meal price for non-meal-plan guests at all picnics.
