Content
USC Resources - Room Bookings - Managerial Policy
Responsible Officer: Deputy Vice Chancellor
Designated Officer: Director, Facilities Management
Approval authority: Vice-Chancellor and President
Approval: 18 May 2011
Last amended:
Effective starting date: 19 May 2011
Any policies replaced by this policy: N/A
Related Policies:
Due date for next review: 19 May 2014
Part A: Preliminary
1. Purpose
This policy is intended to facilitate coordinated and consistent room booking practices at University of the Sunshine Coast.
2. Application
This policy applies to the booking of all space at the University, with the exception of the Chancellery, Pro Vice-Chancellors’ and Executive Deans’ meeting rooms and research laboratories, and to all internal and external clients who request room bookings.
3. Definitions
In this policy the following definitions apply:
Academic Timetable refers to the schedule of all classes within a Study Period which is published to the USC website.
Room bookings means any requests for bookings from staff or external organisations for any activities that are not incorporated into the academic timetable.
Class means a lecture, tutorial, workshop, computer laboratory, laboratory session, field trip, practicum and other contexts in which face-to-face teaching occurs.
Course means a unit of study towards a qualification and is identified by a course code and title.
Resources refers to all University of the Sunshine Coast spaces and the equipment therein.
Part B: Policy
4. Overview
4.1.1 Requests for room bookings will be made to, and confirmed by, Facilities Management using the relevant software package.
4.1.2 The University’s teaching requirements for resources will take precedence over any other booking.
4.1.3 No adjustments will be made to the academic timetable to accommodate external use other than in exceptional circumstances as directed by the Deputy Vice Chancellor.
4.1.4 Room bookings are available to:
(i) staff by emailing room bookings with their request
(ii) students by contacting their Faculty Admin Office who will make the request on their behalf
4.1.5 Bookings will not be made for ongoing teaching activities that form part of course delivery, with the exception of “make up” classes required as a result of a public holiday or academic staff illness.
4.1.6 Confirmed bookings will take precedence over unconfirmed bookings. Conflicts will be resolved by negotiation between Facilities Management and the parties concerned.
4.1.7 Requests for bookings of teaching space for activities that are not included in the timetable will not normally be considered until after the timetable is published.
5. Internal hirers
5.1 All activities scheduled outside the University’s opening hours and/or activities which require additional services, such as security, cleaning and maintenance may attract a fee to cover the costs of services.
5.2 All activities, such as conferences and courses organised by Faculties, Schools and other organisation units may attract a fee when the bookings relate to revenue-generating activities.
5.3 All activities are booked through Facilities Management and are recorded in Celcat.
6. External hirers
6.1 The use of the University’s physical facilities by individuals, groups or organisations external to the University must be compatible with the University’s mission and goals.
6.2 The hiring of University facilities will be made available only when this does not impact upon the key activities, functions and operations of the University.
6.3 The University's requirements for resources will take precedence over their use by external persons, groups or bodies.
6.4 The University may refuse any request to hire if the proposed event is judged to be inappropriate for a University venue.
6.5 External activities are booked through Facilities Management and are recorded in Celcat.
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