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(1) This procedure sets out key requirements for the management of space and parking, operation of drones, and asset security. (2) Authority for this document is established by the Property Management Policy. (3) This procedure applies to all RMIT campuses and locations, buildings, infrastructure, cultural assets, space use and allocation, and facilities within the RMIT Group. (4) ***NEW CLAUSE*** All persons must comply with all applicable legislation, RMIT’s policies, procedures and rules and any RMIT direction, sign or notice while on RMIT’s campus and locations. (5) Space allocated for use by organisational units is periodically reviewed. (6) New or refurbished general teaching classrooms follow the requirements set out in the Tertiary Education Facilities Management Association (TEFMA) Space Planning Guidelines. (7) Property Services, in conjunction with stakeholders, determines common teaching spaces that are centrally managed, and those that are College/Portfolio or School/Group/Entity supported specialist spaces. (8) RMIT may implement procedures to support the regulation of parking including by defining criteria for the allocation of on-campus parking. (Refer to Parking on Campus webpage for further information). (9) Space is shared across organisational units to optimise its effective use. (10) Space that is identified as being ineffectively utilised after an audit by Property Services may be reassigned or re-purposed. (11) Space is allocated within research laboratories to researchers and research teams for set periods of time, which normally equates to the expected life of the research project or grant. At the end of this time, approval for use of the allocated space automatically expires, unless the project or grant has a formally approved extension. (12) Research space that becomes vacant due to discontinuation of a project, expiry of a project or departure of the researcher or team, is re-purposed by Property Services in consultation with the occupying College/School or Portfolio. (14) Research data (non-digital) storage space: (15) Care must be exercised to ensure that the purchase of suitable laboratory equipment does not duplicate existing equipment. Research directors must explore opportunities to share equipment across research/discipline groups. (16) Higher degree by research (HDR) students are provided with access to laboratory or studio research spaces as necessary for the completion of their program. In addition, appropriate, bookable and shared workspaces are provided to HDR students for purposes related to their HDR. (17) HDR workspaces are regularly audited by Property Services and occupancy results reported to Colleges and Centres, the School of Graduate Research, controlled entities, and the Vice-Chancellor's Executive. (18) If HDR students require more significant storage space than that provided within the workspace, then this must be accommodated within the School’s existing space allocation. (19) Additional responsibilities of Deans/Heads of Schools and HDR students in relation to space needs are referenced in the Higher Degrees by Research Policy. (20) Staff are given access to appropriate workspace based on work function. (21) Organisational units occupying space must be consulted on proposals to change access to or the purpose of those spaces as outlined in the consultation process in the relevant enterprise agreement. (22) Staff (0.6 FTE or greater) required to work from more than one campus or site are only allocated a workspace at one location. At other locations, staff have access to shared space that operates on either a bookable or ‘hot desk’ basis. (23) There is an overall space allocation target of 10m2 to 12m2 Net Lettable Area (NLA) per work point density including common spaces. This takes into account all areas classified as being non-teaching (office space, reception, staff rooms, meeting rooms, resource and administrative support/storage areas) including common areas, access and circulation space, but excludes lifts, common stairs, toilets, voids, plant. Refer to the Property Council of Australia for NLA definition. (24) Provision of staff rooms in the immediate vicinity of staff office and administrative areas is considered during the planning of workspaces. The size of these areas is subject to space availability and the number of workspaces that need to be serviced. (25) ***NEW CLAUSE*** Staff and students must undertake and submit a risk assessment to the Executive Director, Property Services for approval prior to booking an facility for the following purposes: (26) ***NEW CLAUSE*** Executive Director, Property Services may refuse or withdraw approval to book an interview, meeting or conference room where the Executive Director, Property Services considers that the submitted risk assessment and any other relevant factors demonstrates that the proposed event or activity is, or is likely to: (27) ***NEW CLAUSE*** RMIT maintains a commitment to freedom of speech and academic freedom as per the Intellectual Freedom Policy and will not, subject to this policy, refuse a booking based on the proposed or likely topic or content of an event, speech or activity. (28) ***REVISION TO FORMER CLAUSE 24*** Interview, meeting and conference rooms may be booked by RMIT staff and students through the standard booking system for internal activities only based on availability and the approval of the Executive Director, Property Service where such approval is required under clause (25). (29) Where a School or organisational unit wishes to provide space to accommodate an external organisation, they must: (30) ***NEW CLAUSE*** Where a School, organisational unit or RMIT staff or student wishes to book a facility on behalf of an external organisation for an event, they must: (31) Drones or any Remotely Piloted Aircraft (RPA) operated on or from RMIT campuses or locations must be operated safely and responsibly in accordance with RMIT’s relevant Health, Safety and Wellbeing process HSW-PR26 Aviation - Drones Process, and in compliance with all local legal and regulatory requirements. (32) All RMIT building and space names and any name changes must be approved by the Vice-Chancellor. (33) RMIT’s asset security management program must: (34) All privately owned vehicles enter RMIT campuses at their own risk. RMIT does not accept responsibility for any accidents, losses or damage that occurs while privately owned vehicles are on RMIT property. (35) Parking is managed in accordance with RMIT’s legislative obligations regarding parking enforcement and infringement appeals. This includes: (36) Students, staff and visitors must observe parking terms and conditions on campus. When a breach of parking terms and conditions has been identified a Parking Infringement Notice, fine or equivalent is issued. (37) A Parking Infringement Notice or fine must be paid in full by the due date. Any unpaid Parking Infringement Notice or fine not paid in full by the due date is sent to Fines Victoria for debt collection. (Applicable to Australia only). (38) RMIT is an authorised Enforcement Agency and authorised officers can issue Parking Infringement Notices per agreement with VicRoads or similar (applicable to Australia only). (39) ***NEW CLAUSE*** To support RMIT’s commitment to the health, safety and wellbeing of persons on RMIT campuses, a person must not, without the prior written approval of the Executive Director, Property Services or otherwise approved in a contract with RMIT signed in accordance with the Delegations of Authority Policy: (40) ***NEW CLAUSE*** Executive Director, Property Services may grant approval for a Prohibited Activities subject to conditions or requirements. (41) ***NEW CLAUSE*** Executive Director, Property Services may direct one or more persons who are an employee or contractor of RMIT to: (42) ***NEW CLAUSE*** Executive Director, Property Services may put into place reasonable processes for the handling, storage, collection, return and disposal of lost property, abandoned goods or structures dismantled and removed under section (40). Property Management Procedure
Section 1 - Context
Section 2 - Authority
Section 3 - Scope
Section 4 - Procedure
General Rules for Allocation and Occupancy of University Space
Research
HDR Student Spaces
Staff Workspace and Staff Rooms
Facility Use and Bookings
External Organisations
Other Activities
Operation of Drones
Naming University Facilities
Asset Security Management
Student and Staff Parking
***NEW SECTION*** Prohibited Activities