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Booking and Use of University Space Procedures

Classification number ADM 1304.01
Parent policy Booking and Use of University Space Policy
Framework category Administrative
Approving authority Vice-President, Academic and Provost
Policy owner Vice-President, Academic and Provost
Approval date January 26, 2016
Review date January 2019
Last updated Editorial Amendments, February 18, 2020

Purpose

The purpose of these Procedures is to ensure that University Space is used efficiently and responsibly and in ways consistent with its values and priorities.  

Definitions

For the purposes of these Procedures the definitions within the Policy apply, with the addition of the following: 

“Academic” means Events of an educational and research nature within the University.

“Administrative” means Events relating to the ongoing management and operation of the University.

“Applicant” means an individual or organization seeking to use Space.

“Booking Authority” means the functional area designated with responsibility to manage the booking process for any Space. 

“Event” means any short-term organized activity, meeting, display, or form of public address by a User within or on University Space.

“External” means an Event proposed or held by an Applicant/User that is from outside the University.

“Space” means any location owned, leased, rented or otherwise occupied by the University and made available for temporary use.

 “Student- Organized” means Events that are hosted and/or sponsored by a recognized student organization, as defined in the Policy on the Recognition of Student Organizations.

“User” is an organization or individual that has been granted permission to use Space. 

Scope and authority

These Procedures apply to the booking and use of all Space for Events.

This Policy applies to all members of the University including faculty, staff, and students, as well as visitors or external organizations. 

The Chief Risk Officer or delegate has the authority to impose risk mitigation on the use of the Space.

The Vice-President, Academic and Provost is the Policy Owner and has responsibility for overseeing the implementation, administration and interpretation of these Procedures.

Procedures

Applications for Space Booking

  1. All requests for use of Space must be made in writing.

  2. Applications should normally be submitted a minimum of fourteen (14) working days in advance to the appropriate Booking Authority, as specific in Appendix A to these Procedures.         
         
  3. Where an Event requires additional approval from the Office of Campus Safety, Office of Campus Infrastructure and Sustainability, Student Life, the Director of Risk Management, or another University authority, the Applicant will ensure the required approvals have been obtained.

    1. The booking of any Space will not be confirmed until all necessary approvals have been obtained.    

  4. Where any proposed use of a Space raises any risk concerns, the Booking Authority will consult with the Director, Risk Management.

    1. Permission to use a Space will not be granted until the Director, Risk Management has identified whether or not further information and/or risk mitigation strategies will be required for the Event and/or use of the Space.

Approved Bookings

  1. Applicants will receive notification in writing from the Booking Authority once permission has been granted to use a Space.

  2. Once permission has been granted, the Booking Authority will:

    1. Confirm the specific Space booked with the User;

    2. Provide the User with any additional contractual documentation required;

    3. Ensure the User has copies of, or a link to, all required University Policies, Procedures and Directives they are expected to comply with.

    4. Provide contact information for the User to arrange services such as furniture, event set-ups, food services, parking, audio visual, signage/promotional material.

    5. Inform the User of any required risk assessment requirements and the deadline under which the requirements must be met to maintain the booking.

    6. Advise the User of any additional conditions, restrictions and obligations placed by the University on the use of a particular Space.

Fees

  1. Where fees will apply for the use of Space, the Booking Authority will:

    1. Advise User of where additional  fees may apply;

    2. Direct the User to the appropriate department regarding payment of fees.

  2. If a User does not return the space to its original state following an Event, or there are damages for which the User is deemed responsible, the Booking Authority will notify the User of any additional fees owing.  

Changes and Cancellations

  1. A User must make any requests for changes or cancellations of a Space booking in writing to the Booking Authority.

  2. Where the University must substitute an alternate Space, the Booking Authority will make reasonable efforts to notify the User as soon as possible of the change.  The Booking Authority will make all reasonable efforts to ensure the alternate Space meets the User’s needs.

Monitoring and review

These Procedures will be reviewed as necessary and at least every three years.  The Vice-President, Academic and Provost is responsible for reviewing these Procedures.

Relevant legislation

Human Rights Code, R.S.O. 1990, Chapter H.19

Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11

Liquor Licence Act, R.S.O. 1990, Chapter L.19

Occupational Health and Safety Act, R.S.O. 1990, Chapter O.1

Related policies, procedures & documents

Booking and Use of University Space Policy

Event Planning Policy and Procedure (under development)

Application for On Campus Event Form

Third-Party Event Procedures

Policy on the Recognition of Student Organizations

Risk Management Policy

Administrative Guidelines for Determining the Academic Schedule

Access Control Policy and Procedures

User Handbook (under development)

APPENDIX A

1.  Booking Authority Schedule

The following table specifies the Booking Authority based on the type of Event for which Space is being requested.  Applications must be submitted directly to the Booking Authority.

Type of Event

Booking Authority

Academic or Administrative

Scheduling Office  

(scheduling@ontariotechu.ca)

Student- Organized

Scheduling Office

(scheduling@ontariotechu.ca)

External*

Campus Conference Services

(conferenceservices@dc-uoit.ca)

 

2.  Booking Authority for Restricted Spaces

The following Spaces have restrictions on their use and as such any requests to book them must be made to the Booking Authority identified below.

  1. Regent Theatre – The Regent Theatre is an academic space that also accommodates community and commercial bookings.  Requests to book space are made through the Manager of the Regent Theatre (gm@regenttheatre.ca) 

  2. Meeting Rooms - Meeting Rooms may be requested by sending an invitation for the Room through Outlook or contacting the individual with responsibility for coordinating use of a particular Meeting Room.

  3. Faculty and Department Designated Spaces – Applications for use of Faculty designated spaces (e.g. teaching laboratories) must be made directly to the Faculty or Department that is responsible for the requested Space.

  4. Polonsky Commons - Applications for the use of Polonsky Commons are made to Campus Conference Services (conferenceservices@dc-uoit.ca) and are subject to approval by the Director of the Office of Campus Infrastructure and Sustainability.   If the proposed use of the space may affect Durham College, the application is also subject to approval by the Associate Vice President, Facilities and Ancillary Services for Durham College.

  5. Parking Lots - Applications for the use of parking lots on the North Campus must be made to the Manager, Ancillary Services, Durham College (parking@dc-uoit.ca).

  6. Campus Recreation and Wellness Centre (CRWC) – Applications for use of any of the facilities within the CRWC must submitted to the Facility Coordinator for the CWRC (www.campusrecreationcentre.com).

  7. Campus Ice Centre – Applications for use of Space at the Campus Ice Centre are made to the Campus Ice Centre (www.campusicecentre.com).