Hire of University Facilities

POLICY NO: C-13.0 

Purpose

1. This policy outlines the principles which govern the hire of University facilities.

Scope

2. This Policy applies to:

a) Any space on campus which the University makes available for hire (in its absolute discretion).

b) Anyone who hires the University’s facilities.

Exclusions

3. Hire of non-University owned facilities e.g. leased premises.

4. Use of University facilities for the University’s teaching, learning and research activities.

Responsibilities

5. Facilities Management Unit –Strategic and operational management of hire of facilities.

6. Chief Operating Officer – Approval of fees.

Policy Principles

7. The University prioritises the use of its facilities for the University’s teaching, learning, research, administration and other student requests (where supported and represented by the elected student body).

8. The University provides facilities for hire, so that it:

a) makes strategic use of its facilities,

b) supports academic discussion and debate, and

c) supports community activities.

9. The University will ensure that hirers will not:

1.1. use a venue in an unlawful manner, and/or

1.2. pose an unacceptable risk to the University’s community, property or reputation.

10. The University will charge fees for hiring its facilities. The fees will be reviewed from time to time.

11. The University will manage hire of facilities activities in accordance with its Hire of Facilities and other relevant Procedures.

12. Subject to the following principles which relate solely to external visiting speakers and invited visiting speakers, the University reserves the right to refuse any application to hire facilities at its absolute discretion.

13. TheUniversity has the right and responsibility to determine the terms and conditions upon which it shall permit external visiting speakers and invited visiting speakers to speak on University land and use University facilities and in so doing may:

a) require the person or persons organising the event to comply with the University’s booking procedures and to provide information relevant to the conduct of any event, and any public safety and security issues;

b) distinguish between invited visiting speakers and external visiting speakers in framing any such requirements and conditions;

c) refuse permission to any invited visiting speaker or external visiting speaker to speak on University land or at university facilities where the content of the speech is or is likely to:

• be unlawful; or

• prejudice the fulfilment by the University of its duty to foster the wellbeing of staff and students.

d) refuse permission to any external visiting speaker to speak on University land or at university facilities where the content of the speech is or is likely to 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.

e) require a person or persons seeking permission for the use of University land or facilities for any external 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 external visiting speaker is to speak.

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

 

Definitions

External visiting speaker: any person who is not an invited visiting speaker and for whom permission is sought to speak on the University’s land or facilities.

Invited visiting speaker: any person who has been invited by the members of the University (including staff, students, recognized student organisations) to speak on the University’s land or facilities.

Unlawful: means in contravention of a prohibition or restriction or condition imposed by law.

Duty to foster the wellbeing of staff and students:

• includes the duty to ensure that no staff member and no student suffers unfair disadvantage or unfair adverse discrimination on any basis recognised at law including race, gender, sexuality, religion and political belief;
• includes the duty to ensure that no member of staff and no student is subject to threatening or intimidating behaviour by another person or persons on account of anything they have said or proposed to say in exercising their freedom of speech;
• supports reasonable and proportionate measures to prevent any person from using lawful speech which a reasonable person would regard, in the circumstances, as likely to humiliate or intimidate other persons and which is intended to have either or both of those effects;
• does not extend to a duty to protect any person from feeling offended or shocked or insulted by the lawful speech of another.

 

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Associated Documentation

Procedure

University By-laws

Officer Responsible for Update and Review: Chief Operating Officer

Approving Authority: Vice Chancellor

Commencement Date: 17 September 2020

Review Date:

History: This is an amendment to the existing Policy C-13