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POLICY 3-090
The Scarborough Campus Students’ Union
STUDENT CENTRE ROOM BOOKING AND USAGE POLICY
Effective Date: March 17th, 2006
Introduction
The booking of meeting rooms and social activity space within the Student Centre is reserved for
officially recognized University of Toronto at Scarborough (UTSC) clubs, student societies, student
organizations, Scarborough Campus Students’ Union (SCSU) staff members & directors, standing
committees, and authorized parties of the SCSU. Non-recognized organizations (or individuals) may rent
space, if available, by contacting the Building Managers to conclude a rental contract. Individual UTSC
students may also reserve meeting rooms and social activity space in the Student Centre for recreational,
social, or academic purposes when the space in question is not in use by any of the aforementioned
parties.
Section 1: Hours
1.01
Meeting rooms and social activity space in the Student Centre can be booked daily from
Monday to Friday between 9:00 am and 11:59 pm.
Section 2: Administration
2.01
2.02
The booking of meeting rooms and social activity space in the Student Centre is to be
administered on a first-come-first-serve basis by SCSU part-time administrative assistants in
consultation with the SCSU Office Manager.
Office staff members are authorized to book and unlock rooms for any party immediately
before work hours end from Monday to Friday, but must advise the party of their
responsibility to close the door after use of the space has ended. At no time, should the doors
be left manually unlocked for any meeting or event.
Section 3: Scheduling
3.01
3.02
3.03
3.04
The booking of meeting rooms by eligible parties during similar or consecutive time periods
is discouraged. Front-office staff members are asked not to book meeting rooms and social
activity space for any club or organization in excess of ten (10) hours per week.
Individuals wishing to book rooms are asked to visit the SCSU office no more than ten (10)
consecutive days before the date in which the particular space is required. This procedure is
meant to ensure that all UTSC students have a fair opportunity to book meeting rooms within
the Student Centre.
The SCSU, upon approval by the Vice-President Operations, reserves the right to give room
booking priority to an outside organization over a recognized group at any time for reasons
unspecified.
The SCSU reserves the right to make advanced bookings of meeting rooms and social
activity space in cases where the parties can demonstrate that special arrangements are
needed. In these cases, the party must provide supporting documentation to prove that special
arrangements are necessary.
Policy 3-090 Student Centre Room Book Policy
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Section 4: Reservation Specifications
4.01
4.02
4.03
4.04
4.05
All students who are booking meeting rooms on behalf of any party must provide their
student identification and a minimum deposit of $10.00 before being given the key to any
meeting room. Under no circumstances should student identification and deposit be remitted
back to any individual other than the person who originally picked up the key.
All University of Toronto staff, faculty, and departments are granted equal access to meeting
rooms and social activity space in the Student Centre under the condition that priority is
given to students first. Such individuals will not be required to remit a deposit, but some
form of valid University identification must be provided to the SCSU before any key is
given.
Individuals, who are booking rooms on behalf of any party, must be advised to return the key
during regular business hours or immediately after the use of the room has ended (if during
regular business hours). If the office is closed during the time in which the key was to be
returned, the representative must agree to return the key to a front-office staff member-only
by the morning of the next business day.
Failure to return a key within fifteen (15) hours of the reservation ending (or before 12:00 pm
on the Monday after a weekend) will result in the loss of deposit and possible suspension of
privileges.
A key that is returned outside of regular business hours or to any individual who is not a
front-office staff member is strictly prohibited.
Section 5: Restrictions
5.01
5.02
Only one (1) party will be permitted to book a particular room on any given day after daily
office hours have ended. This procedure is meant to ensure that keys are not exchanged by
any individual or group of individuals without the express authorization of the SCSU.
Eligible parties are also permitted to book meeting rooms on weekends, but an elected or
hired member of the SCSU must be present at the meeting to remit the key to and retain the
key from the individual or group of individuals requesting the meeting room. If no such
representative is present during this time, the permission to book a room will not be granted
without approval from the SCSU Office Manager or Business Manager.
Section 6: Cancellations
6.01
6.02
Eligible groups wishing to cancel room reservations should provide at least one (1) business
day’s notice to the SCSU when canceling an existing reservation. The failure to cancel a
reservation within a reasonable time-frame (as established by the Office Manager on a caseby-case basis) will result in the loss of deposit and/or loss of booking rights for the remainder
of the academic year.
In the event that a party fails to honor a reservation, the SCSU reserves the right to cancel the
booking of such space one (1) hour after the commencement of intended use.
Section 7: Suspension of Privileges
7.01
The SCSU asks that all parties booking meeting rooms and social activity space in the
Student Centre maintain the original appearance of these areas at all time. If, at any time, a
meeting room and social activity space is damaged, altered or abused in any way, the group
in question will have room booking privileges revoked for the remainder of the academic
year.
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7.02
The consequences associated with suspension of privilege for a party will be administered by
the SCSU Business Manager.
Section 8: Theft and Damages
8.01
8.02
8.03
Any organization using space for an event of any kind in the Student Centre, whether free of
charge or rented, will be held fully responsible to pay for all damage caused to the property
of the SCSU, directly or indirectly, as a result of such an event.
Upon notification of any loss or damage attributable to specific meeting or event, the Office
Manager and/or Business Manager shall notify an officer of the organization in question in
writing of the nature and extent of the damages. As soon as the costs involved become
known to the SCSU, they shall be communicated to the officer of the group in question with
a copy to the SCSU Financial Controller. The Financial Controller shall then set up
replacement costs as a receivable and invoice the group accordingly. The Financial
Controller shall send a second notice to any organization failing to pay the cost of repair or
replacement within one (1) month. Failure to pay within two (2) weeks of the second notice
shall render the organization in default of payment and result in more serious financial
consequences to the organization including payment collection by a third-party agency.
Willful damage to the building and its contents is a serious offence. In all cases, individuals
responsible for such damage are liable to prosecution under the law and/or to the Code of
Student Conduct.
Section 9: Room Capacity
9.01
9.02
All meeting rooms and social activity space in the Student Centre are subject capacity
restrictions in accordance with the Fire Code and Student Centre Management Agreement
(SCMA).
The maximum room capacities are as follows (subject to posted maximums as per building
regulations):
9.02. 01
SL 219 (“Meeting Room”) – 10 people
9.02. 02
SL 222 (“Green Roof Room”) – 14 people
9.02. 03
SL 232 (“SCSU Board Room”) – 50 people
9.02. 04
SL 234 (“Scotia Bank Clubs’ Centre”) – 30 people
9.02. 05
SL 279 (“Prayer Room”) – 30 people
9.02. 06
SL 283 (“Alumni Lounge”) – 30 people
Section 10: Food Handling in the Student Centre
10.01
10.02
10.03
10.04
10.05
10.06
The service of food in meeting rooms and social activity space in the Student Centre by any
party is subject to both approval by the SCSU Business Manager and regulations established
under the Ontario Health Protection and Promotion Act and the City of Toronto by-laws.
Eligible parties may bring food to or serve food in meetings which are intended for use of
their members only.
Food may only be served and consumed in the designated areas booked for the meeting or
event in question.
Food products may not be prepared in homes. The food source must be a licensed and
inspected manufacturer or retailer of food, and be approved by the SCSU Business Manager.
In all cases where an external catering service is used for the supply of food to the meetings
or event, the SCSU Business Manager must be consulted for pre-approval of the source and
method of service.
The collection of money, either directly or indirectly for the service of food, is not permitted.
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10.07
10.08
Parties may conduct bake sales in designated areas of the Student Centre at times and dates
pre-approved by the SCSU Business Manager.
Bake sales may not offer for sale any home-made products. All foods offered for sale by this
method must be obtained from a licensed supplier or wholesaler approved by the SCSU
Business Manager.
Section 11: Tables
1. All table bookings are subject to guidelines established by the SCSU Vendor Selection Procedure.
Supplementary to this guideline is the following:
2. There shall be tables set up in the main lobby and food court of the Student Centre for use by various
groups to distribute information or to sell items. Student groups will, whenever possible, be given
priority over external groups in the allocation of such space.
3. At the discretion of the SCSU Office Manager in consultation with the Vice-President Operations,
eligible groups may use table space without charge.
4. The Vice President Operations may permit a recognized charitable association to use table space at no
charge providing such space is available. Prior to allowing the use of this space, the organization must
enter into an agreement with the SCSU.
5. The Vice President Operations may permit a recognized not-for-profit organization to reserve a table
at no charge. Proceeds from the items sold by the non-profit organization must benefit that
organization only.
6. All other external groups not defined in the aforementioned points shall pay a commercial table rental
fee as established by the Vice-President Operations in consultation with the Finance & Services
Committee.
Section 12: Prayer Room
12.01
12.02
The Prayer Rooms have unique characteristics that require a more in-depth system by which they
will be administered.
Please refer to the “Prayer Room Booking and Usage Procedure” pertaining only to the prayer
rooms.
Date of Approval by the Policy and Bylaw Review Committee: February 2nd, 2006
Date of Approval by Board of Directors: March 17th, 2006
Date of Last Amendment: None yet (new policy)
President _____________________________________________________________
Chair of the Board _____________________________________________________
Vice-Chair of the Board _________________________________________________
Policy 3-090 Student Centre Room Book Policy
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