Rules and Policies

Updated October 9, 2024

Ratified by The Executive Board and Staff on January 9, 2024

Purpose

This document serves as the official collection of the rules and policies of the Interdisciplinary Design Commons (herein referred to as “The IDC,” “The Hive Makerspace,” “The Hive,” or simply, “the space”) to be adhered to by all who enter the space. These apply in addition to Georgia Tech’s official legal and campus use policies. This document may be modified at any time at the discretion of The Hive Staff and The Hive Executive Board.

1. Governing Policies

1.1. Authorities

1.1.1.: The main authorities of the Hive are the Director and Assistant Director. They have the final say on all matters in the space, including matters of policy and disciplinary action. Their authority supersedes this document.
1.1.2.: The Hive Staff includes the Director, Assistant Director, and any number of Graduate Teaching Assistants (GTAs) and Undergraduate Teaching Assistants (UTAs) employed by the School of Electrical and Computer Engineering. GTAs and UTAs operate under the authority of the Director and the Assistant Director. Staff are not considered Peer Instructors, but they have the same authorities and privileges as well as additional ones as outlined in this document.
1.1.3.: The Director and Assistant Director may employ, and determine at their discretion the authority of, Staff in addition to those listed in policy 1.1.2 who are not Peer Instructors.
1.1.4.: The Executive Board operates under the authority of the Director and Assistant Director and in conjunction with GTAs and UTAs. The board shall consist of a Director of Strategy, a Director of Events, a Director of Outreach, a Director of Communications, and two Directors of Operations, each elected by the pool of active Peer Instructors from the pool of active Peer Instructors in the spring semester to serve a full year term beginning in the late summer or early fall semester. The manner of election shall be determined by Staff, and the election as a whole shall be managed by Staff. Staff may participate in Executive Board activities, such as meetings, but are not part of the board. Executive Board members need not be active Peer Instructors while serving their term but shall have all privileges of an active Peer Instructor. The Director and Assistant Director may, at their discretion, appoint additional members to the board in any existing or new position. Appointed members need not be elected.

1.2. This Document

1.2.1.: All members of The Hive Staff have the authority to enforce the policies in this document and take disciplinary action for violations of this document at their discretion.
1.2.2.: The policies in this document are subject to change at the discretion of Staff and the Executive Board. The Executive Board may modify this document but must inform Staff of any such policy changes made. Staff shall be the ultimate authority on policy changes. This document will be maintained by Staff and will remain available to the public. Any changes of significance, as determined at the discretion of Staff and the Executive Board, will be communicated to all PIs and, as necessary, to the public.
1.2.3.: Staff and the Executive Board may waive policies for specific individuals or situations at their discretion. However, the Executive Board must inform Staff of any such waivers issued by them. Staff shall be the ultimate authority on policy waivers.

1.3. Technical Areas

1.3.1.: The Hive shall consist of the following technical areas: benchtop electronics, 3D printing, laser cutting, machine shop, crafts, PCB fabrication, and embedded systems. All PIs shall be trained in benchtop electronics, 3D printing, laser cutting, and at least one of the remaining technical areas.

1.4. End Users

1.4.1.: An end user is defined as any member of the Georgia Tech community (student, faculty, staff, or other affiliate who possesses an active BuzzCard), who enters The Hive Makerspace and is not a Peer Instructor, member of the Executive Board, or member of The Hive Staff.

1.5. Peer Instructors (PIs)

1.5.1.: PIs are volunteers hired according to the processes set by the Executive Board each fall and spring semester.
1.5.2.: Active Peer Instructors
1.5.2.1.: PIs are considered active for a specific semester if they are signed up to work six 35-minute shifts per week, actively work those shifts, and remain in good standing at the Hive.
1.5.2.2.: New active PIs must be trained in 3D printing, laser cutting, and benchtop electronics by the Friday of opening week. They must also be trained in one of the following by the semester class withdrawal deadline: craft, embedded systems, PCB fabrication, machine shop.
1.5.2.3.: PIs must participate in any events or training/retraining deemed mandatory by the Executive Board.
1.5.2.4.: PIs must volunteer for at least one event outside of their shift each semester. These events will be communicated by the Executive Board and include workshops, cleaning parties, and other events to be determined. This requirement may also be fulfilled by attendance at a certain number of other events (possibly greater than a single event), such as committee meetings, at the discretion of Staff. What will fulfill a volunteering requirement for a given semester will be communicated by Staff.
1.5.2.5.: PIs who were active for the spring semester retain active status throughout the summer semester—without the requirement of signing up for and working shifts over the summer—unless they have graduated or otherwise do not plan on being an active PI in the following fall semester.
1.5.2.6.: Active PIs may access the space 24/7, except on rare occasions as determined by Staff and the Executive Board (for example, the Hive may be closed to PIs during specific events held at the space). Staff and the Executive Board reserve the right to revoke this access for specific PIs at any time.
1.5.3.: Hiatus Peer Instructors
1.5.3.1.: PIs on hiatus are those not signed up to work shifts for a specific semester. The purpose of the hiatus status is to allow active PIs to take one or more semesters off working shifts and return to active status at a later date.
1.5.3.2.: Hiatus PIs do not have access to the space 24/7 and do not retain any other privileges granted to active PIs, including 3D printing privileges. Hiatus PIs retain only the privileges of end users.
1.5.3.3.: Hiatus PIs who remain in good standing at the Hive may become active again for an upcoming semester by informing the Executive Board of their intention to return to active status and by fulfilling all requirements of an active PI. Hiatus PIs who return to active status regain 24/7 access and any other privileges granted to active PIs.
1.5.3.4.: If a PI on hiatus for more than 2 consecutive semesters, not including the summer semester, wishes to return to active status, their return must be approved by the Executive Board and they must recomplete the training requirements of a new PI, including the specialty technical area training.
1.5.3.5.: Any further use of the term PI in this document refers to active PIs, not hiatus PIs.

1.6. Master Peer Instructors (MPIs)

1.6.1.: General Policies
1.6.1.1.: MPIs are PIs who specialize in a specific technical area and serve as leaders of their technical area.
1.6.1.2.: MPIs must abide by all policies listed section 1.5 (Peer Instructors), except as outlined in this section, 1.6. MPIs are considered active PIs and must follow all policies listed in this document that apply to active PIs, unless a specific exception is made.
1.6.1.3.: MPIs may go on hiatus and retain their MPI status upon returning as an active PI unless this hiatus is for more than 2 consecutive semesters, not including summer semester. In the case of an MPI returning to active status after 2 such consecutive semesters, the Executive Board will determine whether MPI status shall be retained upon return to active PI status.
1.6.1.4.: MPIs may request to change their specialty technical area by informing Staff. Changes will only be allowed if Staff and the MPIs of the technical area being changed to agree the change should be made.
1.6.1.5.: On rare occasions, an individual may be an MPI for more than one technical area at the same time. Such instances must be approved by Staff and the MPIs of the technical areas in question.
1.6.2.: MPI Requirements
1.6.2.1.: Failure to meet the following requirements may result in probationary MPI status or loss of MPI status, at the discretion of Staff and the Executive Board. Probationary MPIs are subject to loss of MPI status with any further failures to meet requirements.
1.6.2.2.: MPIs are required to work a total of 4 hours per week but are not required to sign up for shifts. These hours are to be referred to as flex hours. They may work these 4 hours at any time during open hours in 30-minute increments.
1.6.2.3.: All MPIs must either host (or cohost) a workshop once per semester or be actively working on a space improvement project. Either of these also fulfill the PI event volunteering requirement for a semester. Space improvement projects need not be completed independently and may be worked on during an MPI’s flex hours. The progress of space improvement projects will be monitored by Staff.
1.6.2.4.: MPIs must participate in training new PIs in their technical area each semester. Hours spent training or planning training can count towards flex hours.
1.6.2.5.: All MPIs are required to participate in the PI hiring process each semester in a manner determined by the Executive Board.
1.6.3.: Becoming an MPI
1.6.3.1.: Any PI can apply at any time to become an MPI via the appropriate link on the SharePoint.
1.6.3.2.: MPI applications will be reviewed as they are received by the current MPIs, the Executive Board, and Staff in a 3-tiered process consisting of the current MPIs of the technical area applied to, the overall MPI population, and the Executive Board/Staff. Final application acceptance shall only be issued by Staff. A member of the technical area in question, the Executive Board, or Staff will reach out to the applicant once a decision has been made. Applicants should note that even if they have a strong application, they may not be accepted if the technical area applied to has enough MPIs.
1.6.3.3.: Accepted applicants will officially adopt MPI status, and all associated requirements and responsibilities, on a timeline specified by the current MPIs of the technical area, the Executive Board, and Staff. Applicants in their first semester as a PI cannot officially become an MPI until their second semester as a PI begins. As determined by the Executive Board and Staff, someone who becomes an MPI part-way through a semester may or may not have to complete the requirements listed in section 1.6.2 for that semester.
1.6.3.4.: Certain technical areas may accept MPI applications tentatively but require that applicants complete additional tasks to a satisfactory level before officially being accepted as an MPI and adopting MPI status. Such requirements are regulated by the MPIs of the technical area in question, the Executive Board, and Staff and will be shared with the applicant upon tentative application acceptance.
1.6.3.5.: Anyone may reapply to be an MPI at any time in the future.

2. General Policies

2.1. Safety

2.1.1.: All those in the Hive must follow the specific technical area safety rules for the room they are in. These safety rules are outlined in Section 3: Technical Area Specific Policies.
2.1.2.: No one should ever use equipment they have never used before without consulting a PI.
2.1.3.: Open flames may only be used with the approval and supervision of Staff.

2.2. Conduct

2.2.1.: All those in the space are expected to conduct themselves in an appropriate manner. End users and PIs are expected to show respect for all those in the space at all times.
2.2.2.: All those in the space must comply with all posted information signage. Failure to comply with any posted signage may result in disciplinary action.

2.3. SUMS (Shared User Management System)

2.3.1.: All those entering the space must sign into SUMS at one of the terminals in the space. Group tours are exempt from signing in.
2.3.2.: All those exiting the space must sign out of SUMS upon leaving. An exception is made for those leaving for short periods, such as bathroom breaks.
2.3.3.: Certain machines require a SUMS BuzzCard sign-in to use. Any attempt by an end user or PI to bypass SUMS to use a machine without prior authorization from Staff will result in a Level 3 infraction.

2.4. Using the Space

2.4.1.: End users are required to comply with the instructions of PIs.
2.4.2.: End users may only be in the semi-clean room, laser cutting room, machine shop, and on the second floor if a PI is present and supervising them. End users must promptly leave a room if asked to by a PI who can no longer supervise the area.
2.4.3.: Users of the space may not utilize the space or its tools to make or work on anything that could be considered a weapon or that could pose a danger to oneself or others. What constitutes a weapon or a danger shall be determined at the discretion of Staff.
2.4.4.: Users of the space may not utilize the space or its tools to make or work on anything that is considered inappropriate for a college makerspace, as determined at the discretion of Staff.
2.4.5.: Nothing created with the tools or materials provided by The Hive may be sold. This includes, but is not limited to, Etsy sales, eBay sales, and fundraisers.
2.4.6.: Users of the space must not leave any mess at any places where they may work. Cleaning supplies are provided on carts on each floor. Specific cleaning policies for certain technical areas are outlined in Section 3: Technical Area Specific Policies.
2.4.7.: No equipment is allowed to be removed from the space by end users or PIs unless an exception is specifically made in a proceeding section of this document. End users are not allowed to check equipment out of the space. PIs are allowed to check only certain equipment out of the space adhering to the rules of Section 4: Peer Instructor Specific Policies.
2.4.8.: It is expected that accidents will happen, and equipment will be broken. Generally, if broken equipment is a result of an accident, no consequences or fees will be assessed. However, the ultimate decision on whether to assess a consequence or fee for broken equipment is at the discretion of Staff.
2.4.9.: A lost and found is maintained at the space. However, The Hive is under no obligation to keep lost items, and they are subject to being discarded.

2.5. Food and Drink

2.5.1.: Food and drink are allowed on the 3rd floor so long as any mess left is cleaned up.
2.5.2.: No food or drink is allowed on the benchtops on the 2nd floor. Closed lid water bottles, beverage containers, and food containers may be kept in backpacks on the floor. Drink containers may be opened briefly for consumption, but food should never be consumed at the benchtops.
2.5.3.: Food and drink are permitted for PIs at the front desk, in the conference room, and in the PI office.
2.5.4.: Only closed-lid drinks (including coffee cups and drinks with straws) are allowed on the 1st floor.
2.5.5.: Eating is only permitted on the 1st floor in the round center room. Eating is prohibited in all other locations on the 1st floor. See the following map:

2.6. Restricted Areas

2.6.1.: The conference room, the PI office, and the area behind the front desk are PI only areas during open hours. PIs may invite non-PIs into these restricted areas after hours so long as such guests are supervised.
2.6.2.: All closets and chemical cabinets are restricted to PIs only. The blue chemical cabinet in the semi-clean room and certain locked closets are restricted to Staff only.
2.6.3.: All lockboxes are restricted to PIs only except the Staff lockbox behind the front desk, which is restricted to Staff only.
2.6.4.: Drawers and cabinets throughout the space are not necessarily restricted to PIs only. Specific restrictions for specific technical areas are outlined in Section 3: Technical Area Specific Policies.
2.6.5.: The blue staircase is restricted to PIs only except in case of emergency.
2.6.6.: End users are only permitted to enter the space at the main door on the 2nd floor. End users shall not grant entry to anyone from any other door. Disciplinary action will be taken against end users who grant entry to anyone from any other door. PIs may grant entry to end users from other doors after hours or during open hours on an as-needed basis.
2.6.7.: Anyone may exit the space from any door (except as listed above) so long as they sign out of SUMS prior to leaving.

2.7. Storage

2.7.1.: End users may not store items in any areas except lockers unless stated otherwise elsewhere in this document. Lockers may be checked out at the front desk.
2.7.2.: Lockers
2.7.2.1.: Lockers may be checked out at the front desk by end users and PIs for a maximum period of 2 weeks. Checkouts are subject to availability. Lockers may be renewed for another 2 weeks if availability permits.
2.7.2.2.: Any items left in lockers beyond the 2-week checkout period or space closing at the end of the semester are subject to being discarded.
2.7.2.3.: No Hive equipment may be stored in lockers, unless if by a PI who checked out the equipment.
2.7.2.4.: Lockers must use locks provided by The Hive. Personal locks are prohibited. The metal PI only lockers are excluded from this policy. Lockers may be left unlocked at the user’s own risk. The Hive is not responsible for lost or stolen items.
2.7.3.: Items left in the space without permission will be discarded. PIs are allowed to leave items after hours if labeled with their names and collected before opening unless express permission is given by Staff for items to be left longer.

2.8. Closing and After-Hours Use

2.8.1.: End users must leave the space in a timely manner upon closing. It is the responsibility of every end user to monitor the time while in the space. A warning will be given 10 to 15 minutes prior to closing. At this time, end users should be cleaning up and exiting the space. End users should not wait until the closing announcement to clean up. PIs are under no obligation to stay after closing to accompany end users who need to finish their projects.
2.8.2.: End users are only ever allowed in the space after hours if they are being supervised by an active PI.
2.8.3.: End users are strictly prohibited from attempting to pressure, bribe, or otherwise coerce a PI into supervising them after hours, as determined at the discretion of Staff.
2.8.4.: End users must clean up any mess left prior to exiting the space. Disciplinary action may be taken, at the discretion of Staff, if a mess is not cleaned up prior to closing.
2.8.5.: Certain events at the Hive, such as workshops, take place after hours and are open to end users who RSVP for the specific event. End users in the space after hours who are not participating in the event and are not supervised by a PI are in violation of the policies of this section.

2.9. Workshops

2.9.1.: Hive workshops are educational events, usually hosted after-hours, open to a limited number of end users or PIs.
2.9.2.: Anyone who wishes to attend a workshop must RSVP for the workshop using the appropriate form sent in the weekly newsletter or elsewhere. Workshop slots are filled in the order RSVP forms are submitted. Once someone has filled out the form, they will receive an email indicating whether they have been successfully registered or placed on the waitlist. Workshops often have an extensive waitlist.
2.9.3.: If someone is unable to attend a workshop, they must cancel their registration at least 24 hours in advance of the start of the workshop using the link provided in the original registration email. A failure to cancel 24 hours in advance or a failure to attend the workshop signed up for will result in the person being given probationary workshop status. When on probationary workshop status, if someone commits another violation of this policy, they will be banned from registering for workshops for a period of 3 months. Any concerns regarding this policy should be directed to hive@ece.gatech.edu.

3. Area Specific Policies

3.1. Benchtop Electronics

3.1.1.: Safety
3.1.1.1.: Safety glasses must be worn by anyone who is actively soldering and anyone working at the same workbench as someone who is actively soldering. Safety glasses must be worn over any prescription glasses. Wider safety glasses for use over prescription glasses are available in the space.
3.1.1.2.: The fume extractor must be turned on and positioned appropriately to extract soldering fumes any time someone is soldering.
3.1.2.: Cleanliness
3.1.2.1.: By default, no benchtop measurement equipment should have any wires or probes connected. Probes and banana/alligator wires for measurement equipment are available for use within the space and must not be removed from the space. Any probes or wires should be placed back on the appropriate rack after use.
3.1.2.2.: End users are prohibited from leaving their benchtops unattended unless for a brief period of time such as a bathroom break. Equipment left unattended for an extended period or after closing is subject to being thrown away.
3.1.2.3.: Benchtops must be completely clear of any debris or mess after use. PIs will check the cleanliness of benchtops before keys to drawers can be returned. Cleaning equipment is available for use. End users or PIs who leave messes at benchtops are subject to disciplinary action.
3.1.3.: Equipment
3.1.3.1.: End users and PIs are prohibited from moving any equipment already at a benchtop between benchtop stations, including but not limited to soldering irons, soldering iron tips, and measurement equipment. Only the benchtop MPIs and Staff have the authority to move such equipment.
3.1.3.2.: All equipment should be turned off when not in use. This includes soldering equipment as well as measurement equipment.
3.1.3.3.: Benchtop drawers can be accessed by retrieving a key from the front desk. End users must hand over their BuzzCards in exchange for keys.
3.1.3.4.: Equipment located in the drawers on lab bench 8 as well as the assorted spools of wire are free to use and may be kept by end users and PIs, within reason. For instance, an entire spool of wire may not be taken. PIs and Staff reserve the right to restrict the use of this equipment at any time.
3.1.3.5.: Spools of solder provided by The Hive may be used within the space but must not be removed from the space.
3.1.3.6.: Certain equipment behind the front desk, such as jumper wires, may be used for free and may be kept by end users and PIs, within reason. For instance, the entire box of jumper wires may not be taken. PIs and Staff reserve the right to restrict the use of this equipment at any time.
3.1.3.7.: Certain equipment behind the front desk may be checked out by end users for use within the space only. End users are prohibited from removing any of this equipment from the space. End users will be asked to hand over their BuzzCards in exchange for such equipment. PIs and Staff reserve the right to restrict the use of this equipment at any time.

3.2. 3D Printing

3.2.1.: Safety
3.2.1.1.: Safety glasses and non-latex gloves must always be worn while working with uncured resin.
3.2.1.2.: Chemical and heat-resistant gloves, as well as safety glasses, must be worn when interacting with the NaOH bath. Only PIs are allowed to interact with the NaOH bath.
3.2.2.: Room Policies
3.2.2.1.: End users are prohibited from touching the printers, QSR bath, resin baths, the cure station, or any other 3D printing equipment except the desktop computers.
3.2.2.2.: End users are allowed to use hand tools and equipment located inside the red toolbox.
3.2.3.: Printing Policies
3.2.3.1.: The following FDM printers are in use at the space: Bambu Lab P1S, Stratasys F170, Markforged Mark Two. The following resin printers are in use at the space: Formlabs Form 3, Formlabs Form 3L.
3.2.3.2.: All Stratasys prints must be approved by a 3D Printing MPI or Staff. Stratasys prints are limited to those that require dissolvable support or are unable to be printed on our other printers.
3.2.3.3.: There is an 8-hour time limit for all prints in the space, excluding the Stratasys printers. Prints beyond 8 hours can only be approved by a 3D printing MPI or Staff.
3.2.3.4.: There is a material limit of 100mL on all resin prints. Prints in excess of this limit can only be approved by a 3D printing MPI or Staff. There are no material limits for other printers.
3.2.3.5.: Prints on the Markforged Mark Two must be approved by a 3D printing MPI or Staff. Generally, Staff will only permit prints that are for functional, research, or academic purposes.
3.2.3.6.: Certain other prints may be required to be approved by a 3D printing MPI or Staff at their discretion. For instance, certain material types may need to be approved. If such approval is required, it will be indicated in the Airtable form filled out before starting a print.
3.2.3.7.: Staff and the 3D printing MPIs reserve the right to deny any model from being printed. Staff and the 3D MPIs reserve the right to cancel any print at any time. The completion of a print in the space is not guaranteed.
3.2.3.8.: PIs and Staff are not obligated to comply with specific printer or color requests. Prints that are deemed more appropriate for a specific printer will only be allowed on that printer.
3.2.3.9.: The Hive is not responsible for prints after they are placed in the pickup area.
3.2.3.10.: End users and PIs are allowed only one active or queued print in the space at a time. For instance, someone may not have a print in the queue on a Stratasys while actively printing on a Formlabs.
3.2.3.11.: Multiple prints of the same models in the queue at the same time, even if queued by multiple individuals, are prohibited unless prior authorization from Staff has been obtained. This policy is intended to prevent printer use for mass printing by a group. For instance, three people part of a project group who each queue three different models would not be in violation of this policy. This policy will be enforced at the discretion of Staff.
3.2.3.12.: Simple geometries may not be printed in the space. Simple geometries include, but are not limited to, cubes, boxes, prisms, spheres, and cylinders. What constitutes a simple geometry is to be determined at the discretion of the 3D printing MPIs and Staff. Generally, prints that appear to be simple geometries but have slight variations (and thus would be difficult to purchase off the shelf or make on another machine in the space) are allowed.
3.2.3.13.: Completed prints sitting at the Hive for longer than 2 weeks, or after the space has closed for the semester, are subject to disposal.
3.2.3.14.: End users and PIs may, in certain instances, print with their own provided materials which are not currently on any Hive printers. Any such prints must be approved by a 3D printing MPI or Staff, and a time must be scheduled to start the print. Only 3D printing MPIs and Staff are allowed to change out any printer materials for ones not provided by The Hive.

3.3. Laser Cutting

3.3.1.: Safety
3.3.1.1.: End users are prohibited from using lasers without the assistance of a PI. They are only allowed to load materials as outlined below and use the desktop computers for planning their cuts.
3.3.1.2.: End users are prohibited from starting cuts unless they have received approval to start a specific cut from a PI after the settings have been reviewed.
3.3.1.3.: The following materials are prohibited on all laser cutters: Poly Vinyl Chloride (PVC), Vinyl, Pleather, Artificial Leather, Polycarbonate/Lexan thicker than 1mm, ABS, HDPE, Milk Bottle Plastic, Polystyrene Foam, Polypropylene Foam, Fiberglass, Coated Carbon Fiber. Anyone unsure of what material they have should consult a laser cutting MPI or Staff.
3.3.2.: ULS Laser Policies
3.3.2.1.: Scrap wood, acrylic, and cardboard, as well as limited non-scrap wood, are available for use on the ULS laser. Non-scrap material (such as wood sheets) are limited to 2 sheets per end user. Only the laser cutting MPIs and Staff have the authority to grant more than this amount of material to end users. Only PIs should open cabinets containing materials. PIs have the authority to further limit the materials end users can take for use on the laser.
3.3.2.2.: Only PIs are allowed to adjust the bed height and other associated mechanical settings on the laser.
3.3.2.3.: Only PIs may insert and remove the rotary tool.
3.3.3.: FabLight Laser Policies
3.3.3.1.: Sheet metal is reserved for PI use only. End users must provide their own materials for use on the FabLight.
3.3.3.2.: End users are allowed to load their own materials onto the laser, but all cuts must be verified by a PI before they begin.
3.3.3.3.: Only PIs may setup and remove the rotary tool.
3.3.4.: Cuts on all lasers have a maximum time limit of 30 minutes. PIs have the authority to approve cuts longer than 30 minutes at their discretion, but only if there are not others waiting to use the laser.
3.3.5.: End users are responsible for checking how long their cuts will take and not starting them if the space will be closing before they finish. Cuts that do not finish by the time the space closes are subject to cancellation.
3.3.6.: Users are not allowed 2 cuts in a row if another user is waiting to use the laser.

3.4. Machine Shop

3.4.1.

Safety

3.4.1.1.

Safety glasses must be worn by everyone in the machine shop while any machinery and equipment are being used, except for equipment that is also used on the 2nd floor without safety glasses (such as scissors and razor blades) and the following:

Screwdrivers
Wrenches
Sandpaper
Glue
Pliers
Cleaning supplies and vacuums

Safety glasses must still be worn, however, if using these tools in a manner that may cause projectiles or other objects to travel towards the body in a hazardous manner. Users must comply with any requests by PIs and Staff to wear safety glasses, regardless of what tools are being used.

3.4.1.2.

Safety glasses must be worn when cutting wood or metal, even with passive cutters such as tin snips.

3.4.1.3.

Any hoodie laces or the like must be tucked in.

3.4.1.4.

Hearing protection is available and recommended for powered machinery.

3.4.1.5.

Closed toed shoes are required to be worn in the machine shop.

3.4.1.6.

Long hair must be tied back. Hair ties are available in the machine shop and at the front desk.

3.4.1.7.

There must always be more than 1 person in the machine shop while any equipment is being used, except the equipment listed above that does not require safety glasses. This “Buddy System” is to ensure another person is present to assist in the event of injury or an emergency.

3.4.1.8.

Only PIs specifically trained in the machine shop are allowed to supervise it, including after hours.

3.4.1.9.

Any activities utilizing tools from the machine shop must be done in the machine shop unless prior authorization is granted from Staff. Bringing one’s own equivalent tools does not allow one to circumvent this policy.

3.4.2.

Specific Machine Policies

3.4.2.1.

Individuals may not use the mill or the lathe unless specifically trained by The Hive to do so.

3.4.3.

End users are allowed to access the drawers and toolboxes in the machine shop unless they are labeled with restrictions.

3.4.4.

End users and PIs may not store raw materials in the machine shop. Such materials may only be stored in lockers. However, they may store partially completed projects under the work benches for the purpose of continuing them later (for instance, for purposes such as letting glue dry or to return in a couple of days). All components of any projects stored must be labeled with the name and GT email address of the responsible party and the date the materials were left. Materials stored for longer than a period of 1 week or after the closing of the space for the semester may be declared abandoned and discarded. What constitutes raw materials or a project is to be determined at the discretion of the machine shop MPIs and Staff. The Hive does not guarantee the security of projects that are left and is not responsible for missing or damaged projects. Those leaving projects do so at their own risk.

3.5. PCB Fabrication

3.5.1.: Safety
3.5.1.1.: Only those specifically trained to use the electroplater by The Hive are allowed to use it. End users and PIs can contact the PCB trainers or MPIs if they wish to be trained.
3.5.1.2.: The appropriate safety equipment must be worn when using the electroplater, including safety glasses, chemical resistant gloves, and a chemical resistant apron. Failure to use the proper safety equipment will result in a level 3 infraction.
3.5.1.3.: The reflow oven should be turned off when not in use.
3.5.2.: Only PIs are allowed to change the bits on the PCB mill. End users should contact a PI for assistance if it is needed.
3.5.3.: End users are responsible for planning how long their cuts and etches will take and not starting them if the space will be closing before they finish. Processes that do not finish by the time the space closes are subject to cancellation.

3.6. Craft

3.6.1.: Safety
3.6.1.1.: All irons and heat elements (such as the heat press) should be unplugged when not in use.
3.6.1.2.: To ensure safety and limit misuse, craft equipment should only be used by those who know how to use it. End users should reach out to a craft-trained PI if they would like to learn any of the equipment.
3.6.2.: Free-to-use materials may be made available at the discretion of the craft MPIs or Staff. Materials available for the semester will be determined prior to opening day but may be changed at any time.
3.6.3.: Bulk use or club/organization use of craft materials is prohibited. What defines bulk or club/organization use is to be determined at the discretion of the craft MPIs and Staff. Clubs and organizations are welcome to use the equipment in the craft area for large projects, but they are prohibited from using provided materials in large quantities.
3.6.4.: The craft MPIs and Staff reserve the right to limit use of the machinery at their discretion.
3.6.5.: If a machine malfunctions, end users and PIs should not attempt to fix it and should contact a craft MPI or Staff for assistance.

3.7. Paint Booth

3.7.1.: Safety
3.7.1.1.: The ventilation should always be turned on when the paint booth is actively being used.
3.7.2.: While end users are allowed to leave their projects to dry in the booth overnight, any projects are subject to disposal if left for what Staff deems to be an extended period. Any projects left in the booth should be labeled with the owner’s name and email address.

3.8. 3rd Floor

3.8.1.: Tables are free to use by anyone on a first-come, first-served basis.
3.8.2.: Monitors may be used by anyone. The provided desktop computers may also be used, and keyboards and mice are available for checkout at the front desk.
3.8.3.: Food and drink are allowed on the 3rd floor but must be cleaned up. Cleaning supplies are available.
3.8.4.: Tables and desktop stations must be clear of any debris prior to leaving.
3.8.5.: The Hive is not responsible for any items left unattended. Items left unattended or after closing are subject to being thrown away.

4. Peer Instructor Specific Policies

4.1. Preface

4.1.1.: The policies in this section only apply to active Peer Instructors, not end users, hiatus Peer Instructors, or anyone else using the space.

4.2. On-Shift Expectations

4.2.1.

General PI Responsibilities

4.2.1.1.

Headphones and earbuds must not be worn while on shift. This is for safety reasons and the fact that having headphones on makes a PI seem unavailable for help.

4.2.1.2.

The appropriate armband must be worn while on shift. PIs have an orange armband, and MPIs have a pink armband.

4.2.1.3.

Doing homework and being on personal devices is generally allowed while on shift so long as there are no active end users in the space being monitored. Exceptions to this policy are listed for specific technical areas below.

4.2.1.4.

PIs are expected to be on time for their shift.

4.2.1.5.

If a PI intends to miss a future shift, they must either schedule a make up shift or trade the shift in SUMS at least 24 hours in advance of it starting. Any make-up shifts must be within 10 days of the missed shift. Staff will monitor whether shifts are made up by referencing SUMS Peer Instructor logins. If a PI requires a timeline extension or an exception to this policy, they should message Staff. Shifts that are missed due to illness, emergency, or other certain circumstances are excused, do not need to be made up, and may be dropped up until the shift starts (i.e. these situations do not follow the 24 hour rule). If you think you have a circumstance that should be excused, but does not fall under these two categories, contact Staff. However, those missing shifts due to these circumstances must still “drop” their shift if possible and provide a reason in SUMS. If this is done, PIs should not message in #peer-instructors that they are missing their shift. The Hive respects the privacy of its PIs, and thus specific details regarding illness or emergency do not need to be provided. However, general details should be provided if possible (i.e. woke up sick, family emergency, etc.).

4.2.1.6.

PIs with missed shifts, regardless of if they are called out appropriately, may be subject to disciplinary action at the discretion of Staff. It is expected that PIs will need to miss shifts on occasion for various reasons.

4.2.1.7.

PIs may permanently swap their shifts with other PIs if both parties agree and Staff have given their approval.

4.2.2.

Front Desk PI Responsibilities

4.2.2.1.

PIs may have their work out even when end users are on the 2nd floor so long as they remain attentive to each end user that approaches the desk and to the 2nd floor as a whole.

4.2.2.2.

PIs should greet all incoming end users and instruct them to sign in on a SUMS computer. They should ensure all PIs sign in as well. They should ensure all end users and PIs sign out when leaving and give a “thanks for stopping by” or some other salutation. Anyone may leave the space for a short period (i.e. to use the bathroom) without signing out.

4.2.2.3.

PIs should offer a tour to anyone who is new to the space (if they say they have never been or if they have just signed the waiver on SUMS).

4.2.2.4.

PIs should be prepared to give tours to anyone who requests one and should offer tours to any groups who enter as part of a campus tour or gathering. People on group tours are not required to sign into SUMS.

4.2.2.5.

PIs should know what items can be taken from the space and what items must be checked out with a BuzzCard. Policies for every item are listed in the inventory spreadsheet on the front desk computer and on the SharePoint.

4.2.2.6.

PIs should make note of every item checked out by an end user on a sticky note and place it on their BuzzCard in the lock box.

4.2.2.7.

The key/BuzzCard lockbox should be closed and locked when not actively in use.

4.2.2.8.

When a key is returned, PIs should check the station to ensure it is clear of any cables, wires, tools, trash, etc.

4.2.2.9.

At least once per shift, PIs should check the 2nd floor trash cans to see if they need to be emptied. If so, they should be emptied.

4.2.2.10.

The entire front desk area must be kept organized. No tools or other materials should be left out of their proper storage place.

4.2.2.11.

PIs with an opening shift should unlock the front doors and flip the sign to “open” at opening time.

4.2.2.12.

PIs with Closing Shifts must

Announce over the PA system the closing of The Hive 15 minutes prior to and at closing time.
Lock the front doors and flip the open sign to “closed.”
Ensure all those remaining in the space are PIs or accompanied by a PI. All others should be asked to leave. If end users are unwilling to leave, PIs should contact Staff for assistance. If Staff is present and on-shift, they may handle clearing the space of end-users and inform you that you may end your shift without completing this task.

4.2.3.

Benchtop Electronics PI Responsibilities

4.2.3.1.

PIs should make consistent rounds throughout all benchtops, ensuring the following:

All who are soldering are wearing safety glasses, even on top of prescription glasses.
No equipment (especially soldering equipment) is left on at unattended stations. This includes checking to make sure all irons, the heat press, and other heat elements at the craft stations are unplugged when not in use.
All unattended stations are clear of additional cables, tools, or other equipment that should not be there.
Any trash/dirt around and under benchtops is swept up, especially loose solder and wire insulation.

4.2.3.2.

It is acceptable for PIs to sit at the front desk or lectern when not making rounds, but they should not exclusively be there for their entire shift.

4.2.3.3.

When at the front desk or lectern, PIs may follow the front desk homework guidelines outlined in policy 4.2.2.1.

4.2.4.

Embedded Systems PI Responsibilities

4.2.4.1.

PIs on shift for embedded systems should follow all policies for benchtop electronics PIs.

4.2.5.

Craft PI Responsibilities

4.2.5.1.

PIs on shift for craft should be sitting in the craft area when not actively assisting anyone.

4.2.5.2.

PIs may have their work out even when end users are in the craft area so long as they remain attentive to each end user that approaches them.

4.2.5.3.

PIs should ensure that any heat elements (sublimation printer, irons, etc.) are unplugged when not in use.

4.2.5.4.

PIs should ensure that any scraps (threads, paper, fabric, etc.) are thrown away or put in the appropriate scrap receptacle.

4.2.6.

Laser Cutting PI Responsibilities

4.2.6.1.

PIs may have their homework out when long cuts are running and there is nothing to be actively monitored, but it should be put away when end users need help or something needs monitoring.

4.2.6.2.

PIs should greet all incoming end users and ask if they need help with anything.

4.2.6.3.

End users are welcome to set up cuts themselves, but PIs must verify the settings of every print before it starts. PIs must give the go ahead for every laser cut before an end user presses start.

4.2.6.4.

PIs should ensure the floors of the laser cutting room are always clean, especially keeping an eye out for wood scraps and sawdust.

4.2.6.5.

PIs should ensure the work bench in the Stratasys room is clear of any trash or debris and clean as necessary.

4.2.6.6.

At least once per shift, PIs should check the laser cutting room trash can to see if it needs to be emptied and empty it if necessary.

4.2.7.

3D Printing PI Responsibilities

4.2.7.1.

PIs may have their homework out if the only end users in the semi-clean room are doing PCB fabrication but should not have it out when end users are present for 3D printing help.

4.2.7.2.

PIs should greet all incoming end users and ask if they need help with anything.

4.2.7.3.

PIs should follow all print queuing guidelines communicated in training and posted throughout the semi-clean room.

4.2.7.4.

PIs should remove any finished prints, keeping in mind the following:

This includes processing any resin prints that have finished. PIs should not start processing resin prints if they cannot finish the wash process within their shift or directly pass it off to the next PI on shift. It is acceptable to leave a finished print in the printer in this case if PIs have no time to process it. These policies are intended to prevent the Isopropyl Alcohol (IPA) washes from being opened for extended periods.
This includes checking the out-of-view printers (Stratasys and Formlabs 3L printers) a few times per shift. Any finished prints should be removed as soon as possible to keep queues moving.

4.2.7.5.

If a printer malfunctions or gives an error, PIs should attempt to fix it or contact and MPI or Staff for assistance.

4.2.7.6.

PIs should check the NaOH bath at least once per shift for any finished prints.

4.2.7.7.

PIs should check the drying rack at least once per shift for any completely dried prints.

4.2.7.8.

PIs should check the resin curing oven at least once per shift for any completed resin prints.

4.2.7.9.

PIs should ensure all printers are clear of loose filament debris (especially under the print beds) and should vacuum and sweep them as necessary.

4.2.7.10.

PIs should ensure the floors of the semi-clean room and Stratasys room are always clean, especially keeping an eye out for loose filament pieces, paper towels, etc. They should sweep and vacuum as necessary.

4.2.7.11.

At least once per shift, PIs should check the trash cans in the semi-clean room and Stratasys room to see if they need to be emptied and if so empty them.

4.2.7.12.

PIs should assist or find another PI to assist any PCB end users who need help.

4.2.8.

Machine Shop PI Responsibilities

4.2.8.1.

Homework should never be out while end users are in the machine shop. PIs are responsible for monitoring a potentially very dangerous space and must remain attentive to everything that is going on.

4.2.8.2.

PIs should greet all incoming end users and ask if they need help with anything.

4.2.8.3.

PIs should consistently keep the floor and workbenches clear of any debris (scraps, sawdust, etc.) and sweep/vacuum as necessary.

4.2.8.4.

PIs should ensure all unused tools and scraps are put away in the appropriate places.

4.2.8.5.

PIs should ensure all end users, other PIs, tour groups, and anyone else in the machine shop are wearing safety glasses while any equipment is in use (passive and powered equipment). This includes over prescription eyewear. The only time safety glasses are not required are when certain manual tools such as screwdrivers, wrenches, hand sandpaper, and the like are in use. This is not on a per-user basis. If one person in the shop is using a safety-glasses required tool, everyone in the shop must be wearing safety glasses.

4.2.9.

Floating PI Responsibilities

4.2.9.1.

PIs should spend the first 10 minutes of their shift making rounds around the space to see if any spots need to be filled.

4.2.9.2.

PIs should continue to monitor the slack to see if any spaces need to be filled throughout their shift.

4.2.9.3.

If not actively filling a spot in another technical area, PIs should be assisting the front desk and benchtop PIs with their duties. They may follow the front desk homework guidelines outlined in section 4.2.2.1.

4.2.9.4.

It is acceptable for a PI to sit at the front desk or lectern when not making rounds, but they should not be there exclusively for their entire shift.

4.2.9.5.

Despite policy 4.2.7.3, being a floating PI is not an excuse for one to only do homework during their shift. They are still responsible for monitoring the space.

4.3. PI Privileges and After-Hours Use

4.3.1.: PIs are strictly prohibited from lending their BuzzCard to anyone else, including another PI, for the purposes of getting into the space or using equipment in the space. Violation of this policy will result in a Level 3 infraction and disciplinary action up to being terminated as a PI.
4.3.2.: PIs are strictly prohibited from letting non-PIs into the space after hours without actively supervising them while being in the space. Another PI being in the space does not absolve one from violating this policy. PIs are allowed to have any number of guests in the space after hours so long as they are always under that PIs supervision. These guests must sign into SUMS. Supervision means being in the same room as all guests and ensuring they follow all policies of end users. Taking a short bathroom or water break is allowed without violating this policy, so long as the PI does not leave the building and so long as guests are not actively using any machinery during the break. Violation of this policy will result in a Level 3 infraction and disciplinary action up to being terminated as a PI.
4.3.3.: PIs may not have other student organizations as their guests.
4.3.4.: PIs are allowed to check out certain items from behind the front desk and take them outside of the space for a period of 2 weeks so long as they fill out the item check out form. Despite this timeframe, items must be returnedanytime at the request of Staff and must be returned before closing day. Check outs may be renewed by filling out the item return form and re- checking out the item so long as the item in question is not being held from further checkout (Staff will communicate such items on a case-by-case basis). Items that may be checked out by PIs are marked in the inventory spreadsheet.
4.3.5.: PIs are allowed to queue 3D prints at the front of the queues after hours so long as all of the following are true: an active print is not being stopped, the print will finish before The Hive opens, another PIs print is not being passed in the queue, all time and material limits are being followed, all proper print procedures are being followed.
4.3.6.: PIs are allowed to exceed the time limit for personal laser cuts after hours, so long as they are not preventing another PI from using a laser.
4.3.7.: Executive Board meetings are open to any active PIs who wish to attend, space permitting. However, PIs must not be disruptive and should be mindful about consistently entering or leaving the meeting space. Meeting minutes are published on the SharePoint.

5. Infractions and Disciplinary Action

5.1.

Violations of any of the policies in this document may result in infractions and disciplinary action. Staff have the ultimate authority to take disciplinary action to do so without regard to the infraction model described below. However, in most cases, the following infraction model will be used.

5.2.

Infractions are given in 4 levels, each with increasing severity. Such infractions are described in the following table:

Level	Type	Consequence
0	Warning	Verbal warning, documented in Slack.
1	Minimal	Written warning in SUMS. Violator will receive an email.
2	Moderate	2-week suspension from the space.
3	Severe	Longer suspension from the space, up to a permanent ban. Staff will determine the appropriate timeframe on a case-by-case basis.

5.3.

Level 0 infractions (warnings) may be issued by any PI to an end user and reported in Slack to Staff. Only MPIs and Staff may issue Level 0 infractions to other PIs. Level 1-3 infractions may only be issued by Staff. A record of infractions by PIs and end users will be maintained by Staff.

5.4.

Multiple level 0 or level 1 infractions may result in a level 2 or 3 infraction. Multiple level 2 infractions may result in a level 3 infraction.

5.5.

Active PIs who commit infractions may be subject to additional disciplinary action as determined by Staff. Generally, warnings and minimal infractions do not warrant any additional disciplinary action. However, higher level infractions may result in a PI being placed on hiatus for one or more semesters, being placed on probation, or being terminated as a PI.

5.6.

The automated written warnings issued by SUMS when an individual forgets to sign out of the space do not constitute a level 0 infraction unless there have been multiple occurrences and Staff deems that a level 0 or higher infraction is appropriate.

5.7.

PI Probation

5.7.1.

Active PIs who fail to meet certain requirements of being active PIs may be placed on probation. PIs will be informed if they are placed on probation. There are two types of PI probation: Volunteer Probation and Shift Probation.

5.7.2.

Volunteer Probation

5.7.2.1.

PIs who fail to meet their volunteering requirement (as described in section 1.5) by the specified deadline will be placed on Volunteer Probation.

5.7.2.2.

PIs on volunteer probation are placed on a permanent list maintained by Staff. If a PI fails to complete a subsequent volunteering requirement, that PI will be dismissed.

5.7.3.

Shift Probation

5.7.3.1.

PIs who are missing a significant number of shift hours (as determined by Staff and not including excused absences) will be placed on Shift Probation.

5.7.3.2.

PIs on shift probation will be closely monitored in their next semester as an active PI who works shifts. If they continue to have unexcused shift absences, they will be dismissed. If they work all required shift hours (not accounting for excused absences), they will be removed from Shift Probation at the end of the semester.

5.7.3.3.

PIs who are missing a very significant number of shift hours in a given semester (as determined by Staff and not including excused absences) will be dismissed without being placed on probation.