FACILITIES MANAGEMENT OFFICE

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1 Facilities and Services Centre FACILITIES MANAGEMENT OFFICE Title Miscellaneous Room Bookings including Conference Rooms Ref: Title: Miscellaneous Room Bookings, including Conference Rooms 2. Purpose: This document outlines the different categories of room bookings available w ithin the University and the procedure to be follow ed w hen staff, students and external entities request a room booking. 3. Organisational Scope: All Edith Cow an University staff and students. 4. Statement: This procedure covers the booking of University rooms only, and should not be confused w ith the Facilities Hire procedure, w hich covers the process to be follow ed when University facilities are being used at a cost to the user. 5. Definition/s: ECUSIS - a w eb based space management system, incorporating a function that allow s users to book rooms that are not being utilised w ithin the core academic program. 6. Principles: 7. Content: There are various categories of room bookings, as outlined below, and the procedure to be follow ed when making room bookings is dependent on these. 7.1 Categories of Room Bookings a) Teaching rooms - to fulfil the requirements of the core academic program are not booked through the Facilities Management Office (FMO) and are organised through the University's Timetable Office. b) Teaching rooms - to facilitate normal University business outside the core academic program, ie enrolments, examinations, staff meetings, seminars, staff training programs, students completing assignments, research or rehearsing are booked through the FMO Miscellaneous Room Bookings.doc Page 1 As at March 2003

Purpose: This document outlines the different categories of room bookings available w ithin the University and the procedure to be follow ed w hen staff, students and external entities request a room

2 c) Conference rooms - to facilitate meetings are booked through ECUSIS at: d) Facilities Hire Rooms - rooms that are available to hire out to either staff, students, private companies, commercial or professional organisations or individuals external to the University, but that attract a fee for use (see Facilities Hire procedure) are booked through the FMO. e) University rooms that can be booked by the FMO, subject to approval by the relevant Faculty or Centre: - Computer laboratories - Science laboratories - Performance studios - Photography laboratories - Manual arts w orkshops - Art Studios - Ceramic - Sound Studios - Dance Studios - Editing suites - Broadcast studio f) Each campus staff room can be booked, but not for exclusive use. 7.2 Users a) Internal (staff and students) Both staff and students are eligible to request room bookings. How ever, some booking requests w ill be outside the core business of the University and a charge w ill apply. To facilitate deter mining w hether or not a booking should incur a charge the follow ing guidelines may be helpful: - Nor mal university business - teaching, enrolments, examinations, staff meetings, students completing assignments, research or rehearsing - NO CHA RGE. - Bookings made by University Faculties and Centres for non-core University related events - A CHARGE WILL A PPLY (see Facilities Hire procedure). - Students requesting a booking should be asked to complete the Student Booking form [see Attachment 1]. Should the booking be endorsed as part of the academic program the booking should proceed; should it be endorsed as private use, a charge should be levied (see Facilities Hire procedure). b) External (private companies and commercial and professional organisations) Room booking requests from all entities other than staff or students w ill normally incur a charge and the procedure for "Facilities Hire" should be follow ed Miscellaneous Room Bookings.doc Page 2 As at March 2003

that attract a fee for use (see Facilities Hire procedure) are booked through the FMO.

3 7.3 Procedure to m ake a room booking a) Room bookings are received via . Staff and students who contact the Facilities Management Office by phone to request a room booking should be asked to submit their request by to: rooms ml@ecu.edu.au roomsch@ecu.edu.au roomsjo@ecu.edu. au b) Once a request is received the Timetable System should be checked for availability of rooms and an appropriate booking entered. c) An should then be sent to the Customer w ith confirmation details of their booking. This should include: - room number; - event code; - date, and - time of booking. d) Should the hirer request additional equipment, ie media or catering, they should be requested to contact Media Support or Eurest. e) Should catering be required provision should be made w ithin the booking to facilitate the Caterers both setting up the room and clearing the room at the conclusion of the event. f) Conference room bookings can now be booked through ECUSIS. This is a self-access system, w hich enables staff to view the availability of conference rooms across the three metropolitan campuses and make a booking. Some parameters [see the University Meeting Rooms policy at ] apply to the booking of specific rooms. 7.4 Exclusions The Facilities Management Office on each campus has the ability to view all bookings and if required plays a coordinating role should difficulties arise. It is imperative that the Facilities Management Office liaise closely w ith the University's Timetable Office as there are times throughout the year w hen room bookings must not be made. Instances are: - a) the FMO has no access to book rooms for either Semester 1 or Semester 2 until the second w eek of each semester - bookings for this period should be referred to the Timetable Office. b) during the tw o weeks of each semester w hen examinations are held, a copy of rooms being used for examination purposes should be obtained from Assessment Support - all other rooms are available for bookings; c) last day of examinations up until Christmas break (Summer School); d) the period of time betw een Semester 1 and Semester 2 cannot be booked until after second w eek of Semester 1; Miscellaneous Room Bookings.doc Page 3 As at March 2003

edu. au b) Once a request is received the Timetable System should be checked for availability of rooms and an appropriate booking entered.

4 e) Student orientation program, and f) dates nominated by Student Services Centre for the enrolment program. 8. References: Code: Ow ner: Manager Campus Services Approved by: Campus Facilities Managers & Manager Campus Services Date Approved: June 2003 Revision Date: June 2004 Amendments: -- Related Documents/ Policies: ECU Room Bookings Policy ECU Meeting Rooms Policy ECU Hire of Facilities Policy F&S Hire of University Facilities procedure 9. Contact Inform ation: Contact Person: Joan Donovan Telephone: Facsimile: address: Miscellaneous Room Bookings.doc Page 4 As at March 2003

Amendments: -- Related Documents/ Policies: ECU Room Bookings Policy ECU Meeting Rooms Policy ECU Hire of Facilities Policy F&S Hire of University Facilities

5 Attachment 1 STUDENT REQUEST FOR AD-HOC USE OF ECU FACILITIES This is a STUDENT application form for the ad-hoc booking of University facilities for academic purposes only. Procedures: 1. Gain approval for facility use from the appropriate Lecturer. 2. Complete this form (including Lecturer s signature). 3. Submit this form to the Facilities Management Office on the appropriate campus. 4. The Facilities Management Office will confirm your booking w ith an Event Number. This number must be available in the facility on the day of the booking for confirmation and security purposes, if required. Student Name: Student Number:. Contact Phone: (Home). (Mobile). Faculty:. Reason for use: Lecturer s Name (please print):.. Lecturer s Signature: Date: / /. Date Day Start Time Finish Time Number of People Room Number Event Number (Office Use Only) Comments: Miscellaneous Room Bookings.doc Page 5 As at March 2003

4. The Facilities Management Office will confirm your booking w ith an Event Number.

Learning Spaces will be allocated by the automated timetable system based on suitability and rooms will be utilised appropriately based on capacity.

Learning Spaces will be allocated by the automated timetable system based on suitability and rooms will be utilised appropriately based on capacity. Timetable and Class Registration Procedure Intent This procedure will be used to inform the scheduling requirements for the University s annual class timetable publication, class registration planning