Bulletin Board - Document Comments

Bulletin Board - Review and Comment

Step 1 of 3: Comment on Document

There are 3 steps in the submission process. You must complete all three steps in one session, otherwise your comments will be lost.

1. Use this Protected Document icon to open a comment box.

2. Type your feedback and then click the"Save Comment" button in the lower-right of the comment box.

3. Do not open more than one comment box at the same time.

4. When you have finished making comments, go to step 2 by clicking on the “Save and Continue” button at the very bottom of this page.

Important Information

During the comment process you are connected to a database. Like internet banking, the session that connects you to the database may time-out due to inactivity or if you close your browser or go to a different tab/window and try to come back.

To ensure that your comments are received:

  1. DO NOT jump between web pages/applications while logging comments.

  2. DO NOT log comments for more than one document at a time.

  3. DO NOT leave your submission unfinished. If you need to take a break, submit your current set of comments now and return later to make a further submission. You will receive a copy of your comments so that you can see what you have already said.

  4. DO NOT exit from the interface until you have completed all three steps of the submission process.  Simply saving a comment in the comment box does not mean it is submitted and if you exit the system, you will not be able to retrieve it later.

When you finalise your submission in step 3 your comments will be emailed to the Document Author with a copy to you, and to policy@mq.edu.au for record keeping purposes.

Facilities Usage and Booking/Hiring Policy

Section 1 - Purpose

(1) This Policy establishes the conditions of use and booking/hiring requirements for facilities that are owned, managed, or operated by Macquarie University.

(2) The University owns, manages, and operates a range of facilities that are available for booking or hiring by staff, students and the general public for learning, teaching, research, corporate engagement and other purposes.

Scope

(3) This Policy applies to:

  1. Centrally Allocated Pool (CAP) Rooms (e.g. classrooms, teaching spaces and theatres);
  2. Non-CAP teaching spaces and meeting rooms (e.g. department classrooms, staff meeting rooms, computer rooms and laboratories); and
  3. outdoor areas across Campus (e.g. courtyards and sporting facilities).
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Section 2 - Policy

(4) Macquarie University (the University) expects that all staff, students and visitors who use or book/hire University facilities will:

  1. not remove any furniture or other items from the facility;         
  2. vacate the room by the end of the booking;
  3. return the space to its original layout; and
  4. not leave any rubbish or other materials in the facility.

(5) The following conditions apply to all University facilities:

  1. access to facilities must be in accordance with the Core Business Hours Policy;
  2. all activities must comply with Local, State and Commonwealth legislations;
  3. all activities must comply with Health and Safety regulations; and
  4. non-educational activities involving the entertainment of public audiences will only be allowed:
    1. in rooms and outdoor areas that comply with the Building Code of Australia (BCA) Entertainment Venue provisions; and
    2. where the appropriate copyright consents and licenses have been obtained by the room user prior to the event, if copyrighted music or films are played to a public audience.

(6) The following conditions apply to all CAP Rooms:

  1. alcohol is not permitted; and
  2. food and drink are not permitted (except bottled water).

(7) The University reserves the right to refuse an application to book/hire or to withhold or cancel the booking/hiring of a facility if:

  1. the intended use of the facility will contravene the Discrimination, Bullying and Harassment Prevention Policy;
  2. the intended use of the facility will contravene either the Student Code of Conduct or Staff Code of Conduct; and/or
  3. it is not considered to be in the interests of the University (e.g. the intended use is inconsistent with the University’s mission, goals or values) or would involve the University having to provide additional resources (e.g. security).

(8) The University is not required to explain its reasons for refusal of an application or the withholding or cancellation of a booking/hiring.

(9) The University has the right and responsibility to determine the terms and conditions upon which it shall permit external visitors and invited visitors to speak on University Land and use University facilities, and in so doing may:

  1. require the person or persons organising the event to comply with the University’s booking/hiring processes and to provide information relevant to the conduct of any event, and any public safety and security issues;
  2. distinguish between invited visitors and external visitors in framing any such requirements and conditions;
  3. refuse permission to any invited visitor or external visitor to speak on University Land or at University facilities where the content of the speech is or is likely to:
    1. be unlawful;
    2. prejudice the fulfilment by the University of its duty to foster the wellbeing of staff and students; and/or
    3. involve the advancement of theories or propositions which purport to be based on scholarship or research, but which fall below scholarly standards to such an extent as to be detrimental to the University’s character as an institution of higher learning; and
  4. require a person or persons seeking permission for the use of University Land or facilities for any visiting speaker to contribute in whole or in part to the cost of providing security and other measures in the interests of public safety and order in connection with the event at which the visitor is to speak.

(10) Subject to the preceding principles, the University does not refuse permission for the use of its land or facilities by an external visitor or invited visitor nor attach conditions to its permission, solely on the basis of the content of the proposed speech by the visitor.

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Section 3 - Procedures

Booking Process

(11) Priority for booking/hiring space will be given to staff and Affiliated Student Groups of the University. Such bookings will be processed per Schedule 1 - Priority Levels for Booking Facilities.

(12) Staff may book CAP Rooms across the University through Resource Booker or by emailing Property at casualbooking@mq.edu.au, or by phoning (02) 9850 7130.

(13) Affiliated Student Groups may request to book CAP Rooms across the University by contacting Student Engagement, Inclusion and Belonging via the Events/Activities Request Form.

(14) All bookings outside of teaching can be booked after Week 2 of the relevant study period.

(15) Staff and Affiliated Student Groups will not be subject to any charge for booking space where there is no fee charged to attendees.

Hiring Process 

(16) Staff and Affiliated Student Groups will be charged a hiring fee if an attendance fee is charged to event participants. Staff and Affiliated Student Groups may also be charged a hiring fee for the use of Event Spaces.

(17) Fees are determined by either Campus Life, Events and Domestic Protocol, or Property, as appropriate.

(18) Visitors and external organisations can hire a teaching space, lecture theatre, conference space, and sporting facilities, and will be subject to a fee that is set by either Campus Life, Events and Domestic Protocol, or Property, as appropriate.

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Section 4 - Guidelines

(19) Nil.

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Section 5 - Definitions

(20) The following definitions apply for the purpose of this Policy:   

  1. Centrally Allocated Pool (CAP) Rooms means teaching spaces and meeting rooms that are centrally timetabled and casually booked via Resource Booker.
  2. Non-CAP teaching spaces and meeting rooms means teaching spaces and meeting rooms that can be booked through Resource Booker or Outlook.
  3. University Land (Land/s) refers to all land and other property over which the University has vested control and management. See Section 18 of the Macquarie University Act and By-Law.

Schedule 1 – Priority Levels for Booking Facilities

Purpose

The purpose of this Schedule is to describe the priority order in which activities are booked into Centrally Allocated Pool (CAP) Rooms, for Common Spaces, the Graduation Hall and other Event Spaces.
To manage booking/hiring requests, activities are prioritised according to the following booking Priority Levels, which are designed to ensure equity in the processing of booking requests, while adhering to the University’s strategic objectives. The following Priority Levels apply:

Priority Level

Activity
1
Classes in the standard session timetable
2
Examinations in the standard session timetable
2
Enrolment
2
Senate and associated meetings
2
Graduation
2
Information and Open days
2
Property Building Works
3
Weekend Classes, Term Break Teaching
4
Extra curricula activities (i.e. Peer Assisted Learning /Staff Development activities)
4
Marketing events - official MQ activities
4
Alumni events - official MQ activities
4
Advancement events - official MQ activities
4
Vice Chancellor's Office events
4
MQ conferences, seminars
5
Staff - Administrative Activities
6
Student Group meetings (registered with MacSync)
8
Marketing Partner School events - non MQ activities
8
Advancement Industry Partner events – non-MQ activities
9
Students with approved research or filming assignments
10
Non-MQ academic conferences, seminars (i.e. History Teachers’ Conference)
11
All other non-MQ activities booked by the general public and approved by Property

Class Scheduling

For class scheduling, staff must contact Faculty representatives to coordinate all teaching activities through the relevant timetabling process (Priority Level 1).

Booking Priority Levels

Major activities ranked Priority Levels 1 – 4 in the list above will be scheduled in order of priority group.
All other activities ranked Priority Levels 5 – 10 will be booked on a first-come, first-served basis, but only after week 2 of each session and in accordance with the appropriateness of space use.
If the preferred room or time is not available, Property will attempt to find an available alternative.
Individual students are unable to book rooms for the following purposes only, their supervisor is able to make a booking on their behalf for:
  1. conducting interviews or surveys as part of a research project; and
  2. filming or recording as part of an approved media project.
Staff can book Centrally Allocated Pool (CAP) Rooms for administrative activities but are subject to the priority listing above and appropriate use of space as deemed by the University executive.

Common Meeting Rooms (Non-Cap Rooms)

1
Staff – Administrative Activities
Anytime

Graduation Hall

2
Graduation and Ceremonial Events
Vice-Chancellor Approval
For the Graduation Hall the following requirements apply:
  1. the Graduation Hall is for graduation and equivalent ceremonial events only; and all requests for use must have Vice-Chancellor approval in writing prior to requesting use.