UCT Administrative Documentation
Centrally Bookable Venues Policy
Document summary
Effective date
Draft not implemented yet
Last updated
Document
owner
Space Allocation Committee (SAC), a subcommittee of the University
Building & Development Committee (UB&DC) of Council on which
representatives of all faculties serve
Approved by
<OpsMag>
Enquiries
Systems Manager, Properties and Services
(currently Belmira Carreno, belmira.carreno@uct.ac.za, X5626)
Reviewed by
22 October 2014
<SAC/UBDC>
Table of Contents
Purpose and scope....................................................................................... 1
Guiding principles ......................................................................................... 1
Definitions ..................................................................................................... 2
Applicable to ................................................................................................. 2
Policy summary ............................................................................................ 2
Policy details ................................................................................................. 2
Policy violations ............................................................................................ 7
Related links ................................................................................................. 7
Approval and version history ........................................................................ 8
Purpose and scope
The allocation of space at UCT falls under the responsibility of and is governed by the Space
Allocation Committee (SAC).
This document sets out the University’s policy in respect of the booking of those venues that
have been defined as centrally bookable by the Space Allocation Committee (SAC). It should
be noted that any centrally bookable venues that have been upgraded during the Classroom
Renewal Project will remain in the centrally bookable venue pool for a minimum of 5 years
after completion before it can be considered for return to a departmental venue.
The attached flowchart depicts the process involved (see: Attachment 1).
The use of formal meeting rooms in administrative buildings (Bremner, Masingene,
Meulenhof etc) are managed by the relevant PASS departments. In like manner, the use of
dining halls and other venues in University residences and the Sports Centre fall under the
jurisdiction of the relevant sections of the Department of Student Affairs (DSA) viz. Student
Housing and Sports Administration. Requests for the use of these venues must be referred
to the relevant sections.
Guiding principles
 To ensure that teaching activities take precedence over non-teaching activities;
 To ensure that students are taught in the most appropriate teaching accommodation;
 To minimise student and staff travel across campus;
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 To provide easy access to timely and accurate room booking information via the web;
 To optimise utilisation of the University's teaching space.
Definitions
Term
Definition
Academic department
owned venues
All lecture theatres, classrooms and other venues that are
managed by the owning department.
Centrally bookable
venues
All lecture theatres, classrooms and other venues that are
managed by P&S.
Classroom Support
Services (CSS) team
A team within the ICTS department responsible for provision,
maintenance and support of audio-visual teaching equipment
in centrally bookable venues. See also: About classroom
support
Venue Booking Office
(VBO)
An office within the Properties and Services (P&S)
department’s Systems Management section;
Space Allocation
Committee (SAC)
A subcommittee of the University Building & Development
Committee (UB&DC) of Council on which representatives of
all faculties serve.
Applicable to
This policy applies to all UCT staff members, students and third parties wanting to book
centrally bookable venues at UCT.
Policy summary
1. Teaching spaces fall into two categories: UCT Centrally Bookable Venues and academic
department owned venues.
2. Teaching timetabling
3. Allocation of venues for teaching activities.
4. Timetable and venue changes.
5. Rules for booking of venues for ad-hoc/non-teaching activities.
6. Fees/rates for the use of venues for ad-hoc/non-teaching activities.
Policy details
1. Teaching spaces
1.1. There are two categories of teaching space:
1.1.1.
UCT Centrally Bookable Venues, which are managed and allocated by the
Venue Booking Office (VBO) within the Properties and Services (P&S)
department’s Systems Management section; and academic department
owned venues.
1.1.2.
In both cases, as a general rule, optimum utilisation of space is
encouraged.
1.2. Centrally Bookable Venues:
1.2.1.
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Refer to all lecture theatres, classrooms and other venues that are
managed by P&S.
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1.2.2.
These spaces, which are primarily used for teaching activities, are
bookable only through the VBO.
1.2.3.
They may, however, also be used for non-teaching activities such as
departmental meetings and student society meetings once all teaching
requirements, including tests, have been met.
1.3. Academic department owned venues:
1.3.1.
Are bookable only through the department concerned;
1.3.2.
Although they are used mainly for departmental activities, owning
departments are strongly encouraged to allow external departments to use
their space should there be spare capacity.
1.3.3.
All venues on the Health Sciences campus are deemed to fall into this
category.
1.4. The provision, maintenance and support of audio-visual teaching equipment:
1.4.1.
In centrally-bookable classrooms, this is the responsibility of the Classroom
Support Services (CSS) team which is part of ICTS. Calls should be logged
with the CSS helpdesk in the event of equipment failure. All other problems
relating to lighting, carpeting, desks, chairs, air-conditioning, chalk and
dusters must be logged with the P&S: Maintenance helpdesk.
1.4.2.
In departmentally-owned venues is the responsibility of the owning
department.
2. Teaching timetabling
2.1. University core teaching hours are Monday to Friday, 08:00 to 18:00.
2.2. All classes should commence on the hour and finish at least ten minutes before the
next hour (to allow time for the necessary changeover).
2.3. Teaching should not be scheduled in the meridian (13:00 to 14:00) on Thursdays
and Fridays. On other days of the week the meridian may be used for teaching
where there is no alternative. Where teaching is required in the meridian on a
Thursday or Friday, approval must be obtained from the University Timetable
Committee .
2.4. Academic departments are required to load their departmental teaching offerings
on the Class Scheduling module of PeopleSoft (PS), the University’s Student
System, by the prescribed dates set annually by the Registrar’s Office.
Departments are able to either select and book one of their own venues for a
timetabled activity or request a centrally bookable venue
2.5. Priority for venue bookings from Monday to Thursday will be given to teaching over
tests in the 8th and 9th periods and that where tests (in particular large-class class
tests) cannot be accommodated in the 8th and/or 9th periods, bookings for class
tests will be accommodated in and as from the 10th period (18:00).
2.6. Senate charged the Timetable Committee with deciding which courses/classes
scheduled for periods when there would be insufficient venues, to be moved to the
8th and 9th periods, provided that this was done with due regard to the needs of the
large Mathematics and Statistics courses.
2.7. All teaching activity requests for venues outside of normal teaching hours are
regarded as ad-hoc bookings and must be made via UCT’s Web Room Booking
System (http://srvwinweb001.wf.uct.ac.za/SPlusTTable/) Make-up lectures, tutorials
and tests are considered ad-hoc bookings and cannot be booked during core
teaching hours. They may however be booked during the meridian from Monday to
Wednesday. This ruling may be reconsidered after all semester teaching activities
have been finalised (normally two weeks into the semester)
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3. Allocation of venues for teaching activities
3.1. Teaching activities in Centrally Bookable Venues take precedence over nonteaching activities. Due to the high demand for Centrally Bookable Venues, no
other requests will be approved until the teaching timetable has been finalised
3.2. Wherever possible, classes are allocated the preferred venue or zone
3.3. After hours bookings of a Centrally Bookable Venues is only permitted in the
following buildings: Leslie Social Science lecture theatres, Kramer, NSLT, John
Day, Molecular Biology, Humanities building, University Avenue level venues.
3.4. Access for students with a disability is a priority and will be accommodated
wherever possible. The VBO needs to be alerted by the Admissions Office or
Disability Unit in advance for any special requirements
3.5. In the allocation of venues, larger classes will take precedence over smaller
classes. [Note: This does not apply to ‘eleventh hour’ requests for venues]
3.6. Lectures from 08:00 to 13:00 for regular full semester bookings take precedence
over single or sporadic week bookings. Similarly, teaching following the normal
UCT single period lecture pattern takes precedence over variations e.g. double
period lectures. Exceptions to the above will be considered for afternoon lectures
3.7. Activities requiring specialist facilities will have priority access to specialist teaching
spaces.(However class size takes precedence if there is a lack of venue choice
within that teaching period) [Note: This does not apply to ‘eleventh hour’ requests]
3.8. Where a suitable centrally bookable venue cannot be found the VBO will either
suggest that every effort be made by the department to find a departmental venue,
or will suggest an appropriate room and time. In the event that the time of the
activity is fixed and the VBO is unable to guarantee the same venue for all of the
lectures, it is the responsibility of the department to either make alternative
arrangements or to check the availability of venues owned by other departments;
3.9. Class sizes may not exceed the size of the venues allocated. The VBO is
responsible for adhering to the published seating capacity limits for all venues;
exceeding these limits contravenes the Occupational Health and Safety Act;
3.10. Where the VBO is unable to resolve a conflict the matter will be referred to
chairperson of the University’s Timetable Committee;
3.11. The University does NOT permit venues to be booked for the offering of private
lessons and tutorials
4. Timetable and venue changes
4.1. Requests for changes to the timetable after the dates prescribed by the Registrar’s
Office for the loading of course information for class scheduling:
4.1.1.
Should be avoided as far as possible (in order to minimise disruption to the
venue allocation process); and
4.1.2.
Must also first be approved by the Timetable Committee.
4.1.3.
It is critical that departments advise the VBO immediately of any changes
that have been made to the class scheduling module in PS after the cut-off
dates.
4.2. Once the venue allocation process has been completed:
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4.2.1.
Departments will be requested to check the information and to advise the
VBO of any modifications that may be required.
4.2.2.
Where subsequent changes are made by the VBO as a result of such
submissions, the affected department/s will be advised of the relevant
venue changes.
4.2.3.
Departments are responsible for notifying all staff and students affected by
any changes to the original room allocation.
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5. Rules for booking of venues for ad-hoc/non-teaching activities
1. The University’s requirements for booking of venues and facilities takes priority
over any requests from external persons, groups or organisations.
2. The booking of Centrally Bookable Venues does NOT include permission to use
the audio-visual equipment. Permission for the use of such equipment must be
made with CSS.
3. Generally non-teaching ad-hoc bookings will not be allowed during normal
teaching times (see 2.1) until finalisation of the timetable.
4. Requests for venues to conduct activities that may be noisy or disruptive will not
be permitted. It is specifically recorded that cooking is not permitted in any
teaching venues.
5.1. Registered UCT student clubs, societies, Residence House
Committees/Associations and Student Development Agencies can book Centrally
Bookable Venues provided that such bookings:
5.1.1.
are made only by the President / Secretary / Secretary-General
5.1.2.
relate to the activities of said club/society/House Committee
5.1.3.
do not conflict with any core UCT teaching activities
5.1.4.
clearly define the nature of the activity intended (risk assessment may lead
to the declining of the booking request)
5.1.5.
do not exceed the registered number of the members of such
club/society/House Committee. Where the booking numbers are likely to
exceed the registered membership, the club/society/House Committee will
be charged (see 6.1)
5.1.6.
comply with UCT’s General Rules and Policies (refer to “Rules on the use
of UCT venues”)
5.2. The use of UCT Centrally Bookable Venues by external clients may also be
considered provided that the activity concerned:
5.2.1.
does not conflict with any core UCT activities and that no changes have to
be made to the University's teaching timetable to accommodate such
external event
5.2.2.
is an academic event (i.e. conference, congress, seminar, symposium,
workshop) that is sponsored by a UCT department, faculty or unit and
formally approved by Senate. Queries in this regard must be referred to the
UCT Communications and Marketing Department (CMD) who will require
the completion of the relevant application form
5.2.3.
is linked to a UCT department, faculty or unit
5.2.4.
is linked to an event arranged and approved by the Student Housing
section of DSA
5.3. Venues required for upgrading or maintenance purposes must also be booked
6. Fees/rates for the use of Centrally Bookable Venues for ad-hoc or non-teaching
activities (conferences/symposiums/congresses/seminars/workshops)
6.1. The table below sets out the applicable rates for 2015 (which are exclusive of VAT
for internal clients). These will be adjusted annually by the VBO.
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Venue seating capacity
Daily rate
Half day rate
1-30
R1500
R1050
31-100
R1750
R1225
101-150
R2500
R1750
151-200
R3500
R2450
201-300
R5000
R3500
301+
R6000
R4200
Jameson Hall (1200)
R13500
R9450
Molly Blackburn
R3000
R2100
Foyers and quads
On request
On request
6.2. The University does not charge departments or student clubs/societies/House
Committees/Student Development Agencies for
6.2.1.
the teaching of formal University academic programs
6.2.2.
the hosting of conferences/meetings/seminars/workshops by the relevant
department/club/society/House Committee and for which no charges are
levied to participants.
6.3. Venues booked via departments or faculties will be charged at 50% of the venue
booking rates provided that the activities concerned can be directly linked to the
department/faculty concerned failing which the full rate will be charged.
Departments/faculties making bookings will be required to provide fund numbers
and cost centres (for charging purposes) at the time of booking. The VBO will
process the applicable charge via a journal entry.
Where a booking is cancelled within a month of it having been confirmed a full
refund of the booking fee will be processed by the VBO. Department/faculties
understands and agrees that the reserved venue/s will not be available to any other
parties for the dates and times booked. In the event that the department/faculty
cancels the bookings, for any reason, the VBO shall suffer losses that are difficult
to ascertain. As such, the department/faculty agrees that, in the event of the
cancellation by the department/faculty, the extent of refunds permitted for bookings
cancelled after a month of the booking, will be determined on the basis of the
period of time for which the booking was held; it should be noted that instances
may arise for which the full booking fee may be forfeited and paid to the VBO as
liquidated damages and not as a penalty. VBO and department/faculty agree that
such amount is reasonable.
6.4. As a general rule UCT student clubs/societies/House Committees are exempt from
paying booking fees where the events concerned are restricted to their own
members. Where the requested capacity of the venue/s exceeds membership
numbers, the club/society/house committee will be charged the half-day rate for
such venue via their University fund number and cost centre.
6.5. Venues booked via the Student Housing department on behalf of external clients
will be charged at full rates (plus VAT).
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Policy violations
Violations of the above policy will be referred to the Chair of the SAC
Related links
 UCT Web Room Booking System:
https://srvwinapp081.wf.uct.ac.za/WRB2014/login.aspx
 About classroom support (and Classroom Support Services team)
http://www.icts.uct.ac.za/modules.php?name=News&file=article&sid=6772
 Timetabling committee (Governance Intranet link – log on with UCT network credentials)
 Attachment 1: UCT Venue Bookings Process
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Approval and version history
Review period: Every five years
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Version
Amendments
Approved by
0.1
Transferred into UCT policy
template by JW.
2014-08-11
0.2
Amendments to include Opsmag
2014-08-15 comments
2014-08-21
0.3
Amendments to include CSS
comments
2014-10-06
0.4
Amendments to include TTC
comments
2014-10-22
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Date
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