3 Aims. 4 Duties (Roles and responsibilities)

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1 The Newcastle upon Tyne Hospitals NHS Foundation Trust Centralised Room Booking Policy Version No.: 3.1 Effective From: 31 March 2015 Expiry Date: 31 March 2018 Date Ratified: 3 March 2015 Ratified By: Education Workforce & Development Senior Team Meeting 1 Introduction This policy is of relevance to all staff responsible for arranging room bookings for education, training or meetings. All bookings will be made via a central point using the room booking system. However, the responsibility for rooms and equipment, including maintenance and replacement, will remain with the relevant Directorates who manage the space where the rooms are located. In view of the above, the Trust will take reasonable practical measures to: provide appropriate room facilities for employees and other users administer the allocation of room bookings in a fair and equitable manner maximise usage of facilities including other alternatives e.g. use of University facilities The online booking system identifies the availability of rooms suitable for education, training or meetings across the Trust and manages the utilisation of rooms in an appropriate manner. The Education Centres and the Directorate contacts retain responsibility for the rooms and the equipment contained within them. 2 Scope This policy covers various room facilities and arrangements at the following locations: a) Freeman Hospital b) Royal Victoria Infirmary c) Centre for Aging & Vitality The policy applies to the following users: all employees all visitors (including employees of other employers who may not work on Trust premises) all patients and relatives all students and trainees all contractors anyone booking rooms held on the centralised system Page 1 of 5

2 3 Aims To formalise and raise awareness of the Trust s room booking policy and the range of facilities available. To raise awareness of alternative venues available To ensure that all users who book rooms are aware of their responsibilities when using the facilities To ensure that employees and others are aware of the action which may be taken as a consequence of a failure to act with the spirit of the policy 4 Duties (Roles and responsibilities) 4.1 The role of the Education Services Manager will be: to oversee fair allocation of room bookings to consider appeals arising from a breach of this policy, e.g. misuse of facilities to monitor future requirements for accommodation needed to provide centralised service 4.2 The Education Centre room booking administrator will have control of the room booking database and will be required to: promptly action all requests for room booking send confirmation of room booking to requestor identify and monitor requests for AV equipment prioritise the bookings as per guidelines agreed by the Trust Education group (Section 7) create booking reports as requested monitor customer satisfaction and make recommendations to the Education Services Manager for the improvement of facilities to set-up equipment requested in advance and to attend if support is requested 4.3 The Directorates room contacts will remain responsible for: arranging access to rooms when booked checking the authorised person is using the room to monitor room use/ misuse to advise Room Booking Administrator of any issues occurring in relation to room booking 4.4 The Trust Education Group will be: Used as a forum to highlight any issues with room bookings and future requirements for the centralised room booking service. Page 2 of 5

3 5 Definitions There are no specific definitions within this Policy. 6 Procedure for booking rooms The room booking administrator will have overall responsibility for the administration and management of room booking arrangements and is responsible to the Education Services Manager. Directorates should ensure they identify an individual to be responsible for the Directorate room booking systems, equipment and the security of rooms suitable for education, training or meetings. This individual will fulfil this role in liaison with the room booking administrator. 6.1 Booking of rooms within the Trust All booking requests must be co-ordinated via the Trust Central Booking System. Requests for bookings can be made on the Trust Intranet under the medical education pages Staff without access to the Intranet can request facilities by ing Information on access for rooms will be given by the Education Centre Staff The person booking the room will ensure that the room is left tidy and secure after use. Request for AV equipment will be the responsibility of the person requesting the facilities. All catering requests are the responsibility of the individual and Trust catering should be used. 6.2 Priority given to allocation Mandatory teaching and training or events essential to Trust business Regular departmental bookings in department rooms All other meeting and events Some rooms will have a designated primary purpose and this will take priority, e.g. clinical skills rooms should be used for clinical teaching and only used for other events if no clinical teaching scheduled and no other space available Repeated failure to cancel the booking of a room will result in that user being given lower priority for future bookings. Bookings for conferences, major events and mandatory teaching should be made as far in advance as possible. Departments/directorates will have first option on rooms within their area for regular events but must communicate these needs clearly to the Room Booking Administrator on a regular basis. Information regarding the purpose of the event and number of people attending will be required in order for the room booking assistant to allocate the appropriate space. Page 3 of 5

4 Requests for specific rooms will be honoured where possible but the Education Centre reserve the right to allocate appropriate space to ensure the full utilisation of all space and meet the needs of all customers. 6.3 Cancellations If facilities have been booked and then are no longer required they must be cancelled via the room booking administrator. 6.4 Chargeable Room Hire Room hire will be charged for all events that are sponsored or delegates are charged for attending and non-nhs organisations that wish to utilise Trust facilities. 6.5 Out of Hours Some of the rooms are available for use out of normal working hours, but please note the Education Centre office is open only in office hours. Staff requiring rooms out of hours are responsible for the security of these rooms and for making any special arrangements but these arrangements must be agreed with the Education Centre in advance. Guidance on security contacts and procedures can be obtained from a member of staff within the Centres prior to the date the room is required. 6.6 Monitoring A report on room usage will be submitted to the Trust Education Group on an annual basis. 6.7 Withdrawal of Service Agreement All staff will be requested to use facilities in a safe and proper manner and to leave the facilities secure and tidy as instructed. Catering will only be provided if there are facilities within the rooms. No catering will be permitted in any of the Lecture Theatres. The ability to book rooms will be withdrawn if rooms are left in an unsuitable state and will only be reinstated with the agreement of the Education Services Manager and the Directorate contacts 7 Training There are no specific training requirements for the implementation of this Policy. 8 Equality and Diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds. This document has been appropriately assessed. Page 4 of 5

5 9 Monitoring Compliance Standard / process / issue Compliance with the Centralised Room Booking policy will be monitored via monthly reports on room usage and the annual education & training mapping exercise. Monitoring and audit Method By Committee Frequency Centralised monthly Audit - Room Trust Monthly audit of room usage Booking Education reports. via the Trust Room Administrator Group Feeds into booking system. TEG on Report supplied to annual basis Education Services unless Manager who feeds required the data into specifically. relevant committees. 10 Consultation and review This policy has been reviewed in consultation with the Trust Education Group. 11 Implementation (including raising awareness) Information and advice regarding room bookings can be obtained by the Education Centre Staff. 12 References 13 Associated documentation Page 5 of 5

6 The Newcastle upon Tyne Hospitals NHS Foundation Trust Equality Analysis Form A This form must be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval. PART 1 1. Assessment Date: 03/03/ Name of policy / strategy / service: Centralised Room Booking Policy 3. Name and designation of Author: Alyson Williamson Medical Education Manager 4. Names & designations of those involved in the impact analysis screening process: Alyson Williamson Medical Education Manager Nicole O Connor Postgraduate Training Manager 5. Is this a: Policy X Strategy Service Is this: New Revised X Who is affected Employees X Service Users Wider Community 6. What are the main aims, objectives of the policy, strategy, or service and the intended outcomes? (These can be cut and pasted from your policy) Ensure centralised and sustainable approach to room bookings within the Trust. 7. Does this policy, strategy, or service have any equality implications? Yes x No These have been considered in the recommendations If No, state reasons and the information used to make this decision, please refer to paragraph 2.3 of the Equality Analysis Guidance before providing reasons:

7 8. Summary of evidence related to protected characteristics Protected Characteristic Race / Ethnic origin (including gypsies and travellers) Evidence, i.e. What evidence do you have that the Trust is meeting the needs of people in various protected Groups Does evidence/engagement highlight areas of direct or indirect discrimination? If yes describe steps to be taken to address (by whom, completion date and review date) None relevant to this policy No No Sex (male/ female) None relevant to this policy No No Religion and Belief None relevant to this policy No No Sexual orientation including None relevant to this policy No No lesbian, gay and bisexual people Age None relevant to this policy No No Disability learning difficulties, Rooms can be requested to Some people who are Deaf or with No physical disability, sensory meet specific needs For example hearing loss may need a loop system to impairment and mental health. Consider the needs of carers in rooms with microphones which hear well in meeting rooms. this section may support people with hearing It would be useful to add this and loss. physical accessibility to the booking Various seating options available to accommodate people who need to see the screen more information. Alyson Williamson to consider this in the next review. closely Accessible rooms available Gender Re-assignment None relevant to this policy No No Marriage and Civil Partnership None relevant to this policy No No Maternity / Pregnancy None relevant to this policy No No 9. Are there any gaps in the evidence outlined above? If yes how will these be rectified? No Does the evidence highlight any areas to advance opportunities or foster good relations. If yes what steps will be taken? (by whom, completion date and review date) 10. Engagement has taken place with people who have protected characteristics and will continue through the Equality Delivery System and the Equality Diversity and Human Rights Group. Please note you may require further engagement in respect of any significant changes to policies, new developments and or changes to service delivery. In such circumstances please contact the Equality and Diversity Lead or the Involvement and Equalities Officer. Do you require further engagement? Yes No x

8 11. Could the policy, strategy or service have a negative impact on human rights? (E.g. the right to respect for private and family life, the right to a fair hearing and the right to education? No PART 2 Name: Alyson Williamson Date of completion: 31/03/2015 (If any reader of this procedural document identifies a potential discriminatory impact that has not been identified, please refer to the Policy Author identified above, together with any suggestions for action required to avoid/reduce the impact.)

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