Policy Estate and Facility Management Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Aboriginals and Torres Strait Islanders in Marine Science
- Courses
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- Partners and Community
- About JCU
- Reputation and Experience
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- Academy
- Anthropological Laboratory for Tropical Audiovisual Research (ALTAR)
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- Living on Campus
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- Applying to JCU
- Alumni
- AMHHEC
- JCU Aquaculture Solutions
- AusAsian Mental Health Research Group
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- Area 61
- Association of Australian University Secretaries
- Australian/NZ Students
- Australian Lions Stinger Research
- Australian Tropical Herbarium
- Australian Quantum & Classical Transport Physics Group
- Boating and Diving
- JCU-CSIRO Partnership
- Employability Edge
- Career Ready Plan
- CASE
- Careers at JCU
- Careers and Employability
- Chancellery
- Centre for Tropical Bioinformatics and Molecular Biology
- CITBA
- CMT
- College of Business, Law and Governance
- College of Healthcare Sciences
- WHOCC for N&M Education and Research
- College of Medicine and Dentistry
- College of Science and Engineering
- CPHMVS
- Centre for Disaster Solutions
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- Cyclone Testing Station
- The Centre for Disaster Studies
- Daintree Rainforest Observatory
- Discover Nature at JCU
- Research Division
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- Economic Geology Research Centre
- Elite Athletes
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- Estate
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- General Practice and Rural Medicine
- GetReady4Uni
- Give to JCU
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- Information for JCU Cairns Graduates
- Art of Academic Writing
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Policy
- Academic Governance
- Academic Management
- Engagement
-
Corporate Governance
- Academic Freedom and Freedom of Speech Policy
- Affiliation of a Residential College Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Business Continuity Policy
- Child Safety Policy
- Code of Conduct – University Council
- Compliance Policy
- Conduct of Council Elections Policy
- Conflicts of Interests Policy – University Council and its Committees
- Controlled and Non-Controlled Entities Policy
- Critical Incident Policy
- Data Governance Policy
- Distinguished Professor Policy
- Domestic and Family Violence Policy
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- Foreign Interference Policy
- General Practice Training Governance Policy
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- Organisational Structure Policy
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- University Archives - Access
- University Seal Policy
- Visiting Speaker and Event Policy
- Policy Development and Review Policy
- Quality Enhancement Framework
- Reviews of Organisational Units and Thematic Areas - Policy and Procedures
-
Estate and Facility Management
- Advertising on Campus
- Alcohol Consumption on University Property
- Approval of Works to University Buildings and Site Infrastructure
- Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Environmental Policy
- High Voltage Access Policy
- Memorial Plaques
- Noise on University Sites
- Pets on Campus
- Real Estate Dealings Policy
- Security Policy
- Space Allocation and Management Policy
- Timetable and Class Registration Policy
- Tree Protection
- Vehicle Fleet Policy
- Weapons Policy
- Adaptive Workplace Policy
-
Financial Management
- Appendices
-
Assets (FMPM 200 - FMPM 399)
- FMPM 200 Overview - Assets & Cash Management
- FMPM 210 Cash
- FMPM 220 Policy - Bank Accounts
- FMPM 230 - Petty Cash Advances
- FMPM 300 Investments
- FMPM 320 Plant and Equipment
- Financial FMPM 322 - Acquisitions of Plant and Equipment
- FMPM 260 Other Advances
- FMPM 330 Non-Capital Assets
- FMPM 280 Official Stores
- FMPM 290 Prepayments
- FMPM 323 - Disposal of Property, Plant and Equipment Procedure
- FMPM 324 Stocktake
- FMPM 350 Intangible Assets
- FMPM 270-2 Accounts Receivable - Student Debtors - Penalties
- FMPM 240 Travel Advances (Students)
- FMPM 330 Non-Capital Assets
- FMPM 270-1 Accounts Receivable
- FMPM 250 - Policy Salary Advances
- Equity (FMPM 500 - FMPM 599)
- Expenses (FMPM 700 - FMPM799)
- Financial Management and Control (FMPM 800 - FMPM 899)
- Further Applications (FMPM 900 - FMPM 999)
- Introduction (FMPM 100 - FMPM 199)
- Liabilities (FMPM 400 - FMPM 499)
- Revenue (FMPM 600 - FMPM 699)
-
Human Resources
- Awards for Excellence Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Community and Indigenous Language Allowance
- Competency Pay for Tradespersons Policy
- Conflict of Interest Policy
- Early Retirement Policy
- Equal Employment Opportunity
- Honorary Appointments Policy
- Human Resources Policy Glossary
- Market Loading Policy
- Overpayment of Wages Policy
- Performance, Development and Recognition Policy
- Recruitment, Selection and Appointment Policy
- Relocation Assistance Policy
- Remote Working Policy
- Salary Packaging Program Policy
- Special Studies Program Policy
- Supported Wage System (SWS) Policy
- Digital Infrastructure
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International and Admissions
- Attendance Monitoring Policy - English Language and Foundation Programs
- Enrolment Requirements for International Student Visa-Holders Policy
- Management of Off-Campus Operations, Ventures and Partnerships
- Transfer of International Student Visa Holders to Other Educational Institutions
- US Federal Student Aid-SAP & Return to Title IV Policy
- Admissions Policy
-
Learning and Teaching
- Blended Learning Policy
- Charter of Responsibilities for Academic Quality and Governance
- Coursework Academic Integrity Policy
- English Language and Numeracy Policy
- Graduate Attributes
- Graduate Certificate of Education (Academic Practice) Internal Sponsorship Policy
- Learning Teaching and Assessment Policy
- Policy Glossary
- Review of a Student’s Suitability to Continue a Course Involving Placement
- Student Digital Experience Policy
- Student Evaluation of Subjects and Teaching Policy
- Student Retention Policy
- Research Education
- Research Management
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Student Matters
- Academic Progression Policy
- Administration of Commonwealth Scholarships Policy
- Attendance Monitoring Policy - English Language and Foundation Programs
- Award Finalisation and Graduation Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Copyright Policy and Procedure
- Coursework Enrolment Policy
- Coursework Scholarships, Grants and Prizes Policy
- Library Use Policy
- Student Code of Conduct
- Student Complaints Policy
- Student Disability Policy
- Student Fee Payments and Refunds Policy
- Student Review and Appeals Policy (effective from 01/01/2023)
- Student Special Circumstances Policy
- Transfer of International Student Visa Holders to Other Educational Institutions
- Student Results Policy
- Work Health and Safety
- Policy search
- PAHL
- Publications
- Professional Experience Placement
- Queensland Research Centre for Peripheral Vascular Disease
- Rapid Assessment Unit
- RDIM
- Researcher Development Portal
- Safety and Wellbeing
- Scholarships
- Contextual Science for Tropical Coastal Ecosystems
- Staff
- State of the Tropics
- Strategic Procurement
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- Student profiles
- SWIRLnet
- TARL
- TESS
- TREAD
- TropEco for Staff and Students
- TQ Maths Hub
- TUDLab
- Unicare Centre and Unicampus Kids
- UAV
- VAVS Home
- Work Health and Safety
- WHOCC for Vector-borne & NTDs
- Media
- Copyright and Terms of Use
- Australian Institute of Tropical Health & Medicine
- Clinical Psychedelic Research Lab
Intent
To provide guidance for those contemplating the use of University facilities, premises and/or grounds for non-core purposes.
To ensure the University/organisational unit has knowledge of such activities.
Where appropriate, provide the University with the full economic cost for the use of the facilities. premises and/or grounds.
Scope
Non-core activities on University land or in University premises.
Key Objectives
To facilitate:
- The operation of the event in compliance with the terms of JCU’s insurance and legislative obligations.
- Appropriate control of the activity by the authorising unit.
- Adequate resources being provided by the authorising unit to ensure that only safe activities occur on JCU grounds and in JCU buildings.
- The appropriate recovery of costs and their subsequent allocation.
- Appropriate information flow about activities on University premises.
Definitions
Core Activities: teaching, learning and research as part of a recognised JCU activity and as authorised by the College Dean/Academic Head and associated administrative support activities.
Authorising Unit: the JCU organisational unit under the auspices of which the non-core activity will take place.
Event Manager: the member of JCU staff nominated by the relevant member of the Vice Chancellor’s Advisory Committee to have responsibility for the non-core activity.
Policy and Procedures
Timely advanced planning is recommended in relationship to all events. Where the agreement requires authorisation’s this should normally be completed at least 14 days in advance of the date of the event.
There shall be a named member of JCU staff of appropriate seniority nominated to have responsibility for the activity (the Event Manager). That person will be instructed in their responsibilities by the nominating JCU Unit (the Authorising Unit) such instruction to include but not be limited to (a) the need to file Incident Reports with the Campus Services Office where circumstances so warrant and (b) to formally close the activity at its conclusion and inform JCU Security Guards or the Campus Services Office accordingly.
The JCU Unit nominating the staff member responsible must ensure they are appropriately resourced to ensure a professionally run activity.
All activities on University premises must be appropriately authorised and are to be logged through the Campus Services Office and the name of the Event Manager shall be recorded.
All non-core activities using University facilities must be organised in conjunction with the University organisational unit responsible for those facilities. The holding of such activities may require a payment to the University amounting to the full economic cost of the facilities used, unless the activities satisfy the criteria outlined below.
Full economic cost will be determined under rules established by the Deputy Vice Chancellor, Services and Resources and includes imputed cost such as a proportion for utilities, rates and the like attributed to the activity.
Only activities compatible with the University’s mission will be permitted to take place on University premises - the Deputy Vice-Chancellor, Services and Resources can provide guidance to those in doubt.
The University’s name must not be associated as a sponsor of any event without the express written agreement of the University Secretary or on the recommendation of the relevant Deputy Vice Chancellor or the Pro Vice Chancellor..
If activities involve resources not under the direct control of the Authorising Unit, the written agreement of those responsible for the resources must be obtained by the Event Manager in advance of any commitment to a third party.
In any dealings with a third party the Event Manager must ensure that:
- They have explicit delegated authority to undertake the activity and its associated activities - failure to do so may make the individual personally responsible for any costs or actions arising out of an unauthorised activity;
- They have consulted with the University’s advisers on matters to do with insurance, including public liability, security, safe-keeping of University assets etc;
- The third party understands their duty of care towards University property, other users of the campus and to the attendees at the activity. Appropriate disclaimers may be necessary to protect the University and third parties may be required to perform certain duties or provide certain facilities at their own cost in order to provide a safe environment. The University Secretary can advise on these matters.
Where activities on University premises involve the serving or sale of alcohol, reference should be made to Alcohol Consumption on University Property policy.
Except where there are genuine pedagogic reasons, speakers at public meetings should represent a range and balance of views reflective of Australian society at large.
Criteria for exempting an activity from paying the full economic cost of facilities used
Activities may be exempted from paying full economic cost of facilities used where:
- They do not consume a significant quantum of resource; and
- Full consultation has taken place with those responsible for all of the resources which will be used;
And
Either
- In the opinion of the Deputy Vice Chancellor, Services and Resources for Townsville and other sites, the activity is, or is likely to be, seen as both consistent with University goals and reflecting well on the University;
Or
- In the opinion of the relevant Deputy Vice Chancellor or the Pro Vice Chancellor the activity is in line with the academic content of a program of teaching, learning or research being undertaken or likely to be undertaken at JCU.
Where these criteria cannot be satisfied the authority to exempt an activity from paying the full economic cost of facilities used must be obtained from the Provost or Vice Chancellor in writing before proceeding.
Accounting for the proceeds of charging for the use of facilities, premises and/or grounds
Accounting for the use of facilities, premises and/or grounds is to take place under arrangements approved by the Deputy Vice Chancellor, Services and Resources.
Receipts are to be collected and accounted for under arrangements approved by the Deputy Vice Chancellor, Services and Resources. Cash and other receipts are to be remitted to the University, centrally, without deduction. Security of valuables is to be established under arrangements approved by the Head, Estate Operations. Gifts and payments in kind are to be dealt with as per the relevant University policy. Out of pocket expenses and expenditures are to be evidenced by receipts.
Those University organisational units responsible for providing the facilities, premises or grounds which have been the subject of a charge to a third party will have first claim on the proceeds up to the levels agreed in advance with the Event Manager plus any reasonable level of variation therefrom.
Any balance remaining or loss established after such a reimbursement is subject to such allocation rules as are determined by the Provost from time to time.
Related documents, legislation or JCU Statutes
Alcohol Consumption on University Property
Reportable Gifts and Benefits Procedure
Visiting Speaker and Event Policy
Approval Details
NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.
Policy Sponsor: | Deputy Vice Chancellor, Services and Resources |
Approval Authority: | Estate Board |
Date for next Major Review: | 01/05/2012 |
Modification History
Version no. | Approval date | Implementation date | Details | Author |
18-1 | 30/04/2018 | Changes made to reflect headline restructure 30/04/2018. | Quality, Standards and Policy | |
17-2 | 23/11/2017 | 23/11/2017 | Role title amended to reflect current organisation structure | Quality, Standards and Policy Officer |
17-1 | 18/01/2017 | 19/01/2017 | Role titles amended to reflect current organisation structure | Quality, Standards and Policy Officer |
15-1 | 24/06/2015 | Policy sponsor and approval authority amended to reflect approved policy framework. | QSP | |
05-1 | 01/05/2005 | 02/05/2005 |