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Facilities Hire Policy

Purpose

Scope

Principles

Policy statements

Policy ownership and support

Definitions

Approval information

PDF version

References

1. Purpose

1.1 The Facilities Hire Policy (the policy) establishes a framework to manage the non-timetabled hiring of UTS facilities.

1.2 The criteria for non-timetabled bookings, hire rates, appropriateness of use and the obligations of hirers are defined by this policy.

2. Scope

2.1 This policy applies to all staff, students, affiliates and visitors and the hiring of UTS facilities and making non-timetabled bookings for use by external attendees.

2.2 This policy does not apply to informal bookings of rooms for internal use.

2.3 Timetabled bookings that relate directly to teaching are managed by the Timetabling Vice-Chancellor’s Directive.

2.4 UTS property managed by the UTS Union Ltd (trading as ActivateUTS), UTS student housing and the UTS gallery are out of scope of this policy.

3. Principles

3.1 This policy establishes:

  • the terms and conditions governing the hire of UTS facilities
  • responsibilities and accountabilities for determining hire rates for community and commercial organisations
  • protocols and procedures for accepting and assessing applications to hire UTS facilities for non-timetabled, community and commercial use
  • quality assurance methods and audit practices for the hire and use of UTS facilities.

4. Policy statements

Activities permitted to be held on UTS premises

4.1 UTS facilities can be hired by community and commercial organisations, and university staff to run workshops, seminars, private functions and events, subject to these activities not impacting on the key teaching, research and student life activities of the university.

4.2 UTS facilities cannot be hired to conduct any activities judged to be illegal, inappropriate for a university venue, or that conflict with the university’s strategy, vision or values, or likely to bring the university’s name into disrepute.

Priority of allocation

4.3 The university’s requirements for rooms and facilities take precedence over external organisations. Organisations or individuals affiliated with the university shall take precedence over non-university applicants in the granting of facilities.

4.4 Adjustments can only be made to the academic timetable to accommodate an external use with the mutual agreement of the relevant faculty or unit and UTS Facilities Hire or, in exceptional circumstances, by the Provost.

Long-term hire of UTS facilities

4.5 Long-term annual bookings and long-term bookings through Facilities Hire that have been approved by a member of the Senior Executive can be confirmed before the finalisation of the session timetable.

Commercial leases

4.6 The Deputy Vice-Chancellor (Resources) or nominee is permitted to enter into preliminary negotiations on the terms and conditions of a commercial lease for the use of UTS facilities in accordance with the Commercial Activities Policy. Commercial leases are to be signed and executed in accordance with the UTS Delegations and the Commercial Activities Policy.

Facilities hire application management

4.7 All applications to hire a UTS facility for a UTS non-timetabled, community or commercial use must be submitted to Facilities Hire in writing on the Quote request form.

4.8 Faculties and units are not permitted to make UTS non-timetabled, community or commercial organisation bookings directly into the university’s timetabling system.

4.9 UTS reserves the right to refuse any application to hire a UTS facility if the proposed event is judged to be inappropriate for a university venue or conflicts with the university’s strategy, vision or values. The university is not required to explain its reasons for refusal of an application.

4.10 Community, commercial and UTS non-timetabled bookings that fall within the session’s Monday to Friday teaching times must not be confirmed until the relevant session’s draft timetable has been completed.

4.11 Community, commercial and UTS non-timetabled bookings cannot be confirmed until a signed and completed hire form (with Terms and conditions agreed to) has been received by Facilities Hire. Commercial leases are exempt from this clause.

4.12 The university’s security service is notified seven days before all events requiring a risk assessment, as set out in the Campus Policy. This applies to university and UTS Union Ltd events held on campus including but not limited to events with a large number of attendees or events serving alcohol.

Cancellation of bookings without notice

4.13 The university may cancel a confirmed booking, or relocate a confirmed booking to an alternative facility, without notice if extraordinary or unusual circumstances warrant such action. The relevant hire fees will be reimbursed in such instances.

Setting of hire rates

4.14 It is the responsibility of the Manager, Facilities Hire, or nominee, to develop a rental rate schedule for UTS facilities based on market rates for similar facilities. The rate schedule must be approved by the Head of Space Management in the Facilities Management Office (FMO).

Sponsorship of events

4.15 Any variation to the room rates applicable to an external event or industry partner by way of discounts, concessions or sponsorships will be negotiated on a case-by-case basis with the relevant faculty or unit sponsoring the event. Final approval for a rate variation must be approved by a member of the Senior Executive.

Conditions of use

4.16 Those hiring UTS facilities must comply with the Terms and conditions that are developed and implemented by Facilities Hire from time to time. All individuals attending an activity on UTS premises must abide by the Equity, Inclusion and Respect Policy, the Campus Policy and any relevant rules.

Audit and quality assurance

4.17 It is the responsibility of the Director, FMO or nominee to develop and implement appropriate financial management, audit and quality assurance procedures to monitor compliance with this policy.

Policy breaches

4.18 It is the responsibility of Facilities Hire to refer any bookings that do not comply with this policy in the first instance to the Manager, Property and Facilities Hire for investigation.

4.19 The Director, FMO is responsible for reporting and taking action to rectify all breaches of this policy on behalf of the Deputy Vice-Chancellor (Resources).

4.20 All suspected breaches of this policy should, in the first instance, be reported to the relevant supervisor, dean or director. Suspected breaches of a serious nature should be reported directly to the Director, FMO.

4.21 Breaches by visitors to campus may be managed in line with the Campus Policy.

4.22 Breaches of this policy will be managed in accordance with the Code of Conduct, relevant Enterprise Agreement, contract of employment and Student Rules as appropriate.

5. Policy ownership and support

5.1 Policy owner: The Deputy Vice-Chancellor (Resources) is responsible for managing policy compliance, ensuring that its principles and statements are observed and for initiating the review process.

5.2 Policy contact: The Director, Facilities Management Office (FMO) is the primary point of contact for advice on implementing and administering the policy, for establishing and maintaining the official file, for proposing amendments as required, and for managing the consultation process when the policy is due for review.

5.3 Others:

The Manager, Facilities Hire has day-to-day responsibility for facilities hire.

6. Definitions

The following definitions apply for this policy and all associated procedures.

Campus is defined in the Campus Policy.

Commercial organisations (also referred to as commercial hire), for the purposes of bookings, mean:

  • for-profit organisations who make bookings with Facilities Hire
  • UTS faculties and units where the activity is being run jointly with a for-profit organisation
  • UTS staff to run private for-profit events.

Commercial lease means a lease UTS has entered into with an external organisation to use a UTS facility to conduct an agreed activity, for a fixed period of time, for an agreed price.

Community organisations (also referred to as community hire), for the purposes of bookings, mean:

  • non-UTS not-for-profit organisations who make bookings with Facilities Hire
  • UTS faculties and units where participation fees are charged (including all short courses)
  • where there is no participation fee charged but attendees are external from UTS and the event is not an extension of teaching or research
  • by UTS staff for ABN registered not-for-profit privately run events not directly related to the teaching, research and student life activities of the university.

Non-timetabled bookings means bookings made by UTS faculties and units that are an extension of a faculty's teaching or research program and/or a staff or student focused activity directly related to the teaching, research and student life activities of the university, for which no fee is charged and all attendees are internal to UTS. These bookings are processed through Room Bookings (Staff Connect) and any applicable ancillary charges are billed directly to the hirer.

Timetabled bookings means bookings directly related to a session's academic activity, which are made via the university's timetabling system in accordance with the Timetabling Vice-Chancellor's Directive.

UTS facilities means any university owned or controlled classrooms, laboratories, public spaces or grounds that are made available for hire on a fee for service basis through UTS Facilities Hire. They exclude UTS Union Ltd operated areas.

Approval information

Policy contacts Director, Facilities Management Office (FMO)
Approval authority Vice-Chancellor
Review date 2021
File number UR20/1675
Superseded documents Facilities Hire Vice-Chancellor’s Directive (UR05/357)

Version history

Version Approved by Approval date Effective date Sections modified
1.0 Director, Governance Support Unit 26/10/2020 12/11/2020 Application of new template. Amendments to the old Facilities Hire Directive content to reflect changes to the Commercial Activities Policy.

PDF version

Facilities Hire Policy (PDF 165KB)

References

Campus Policy

Code of Conduct

Commercial Activities Policy

Equity, Inclusion and Respect Policy

Enterprise Agreements

Quote request form

Terms and conditions

Timetabling Vice-Chancellor's Directive

UTS Delegations

UTS Rules: General Rules, Student Rules