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Strategic Planning & Analytics Office Central Timetabling Office

Terms and Conditions of Room Usage

When using a Centrally Timetabled Room (CTTR), all users are understood to have agreed to adhere to the following Terms and Conditions of Room Use. Failure to comply with these Terms and Conditions may result in the University revoking permission to use CTTRs and if necessary may also result in disciplinary action through Regulation 23 (the regulation governing student misconduct and disciplinary committees)

CTTR Booking Process

  1. CTTR bookings may be made only by current students or staff at the University of Warwick.
  2. All ad hoc CTTR bookings¹ must be submitted via the online Web Room Bookings System see the book a room link (departmental staff – see this page for details of booking your own local space via this same online system). A copy of the booking reference/email must be taken to the room during use and produced when requested to do so to assist Security personnel when conducting room checks. Users may be prevented from using a CTTR or may be required to vacate a CTTR if they cannot show a valid booking confirmation . Users of rooms shall comply with all reasonable requests of the Security Team.
  3. If we are unable to proceed with the request due to inadequate information, the booking may be cancelled without notifying the user. We cannot guarantee that we will be able to email users to obtain any essential information missing from the booking forms. All forms submitted by students MUST give the society name where applicable and the specific reason for the request.
  4. If additional information has been requested and a booking is still pending after 3 working days (i.e. awaiting the additional information from the user), that booking will be cancelled.
  5. We reserve the right to transfer your booking to a comparable room by giving you at least 1 working day’s notice.
  6. A CTTR booking may be cancelled by the University:

a. at any time if it is considered that there is a risk to safety or a risk of a relevant breach of these Terms and Conditions, ; or

b. for any reason by giving one weeks’ notice.

Use of CTTRs

  1. University departments or Students’ Union societies may be permitted to charge for an event held in a CTTR. However, the intention to do so MUST be declared on the booking form. Users running events that are not official University of Warwick or Warwick Students’ Union events are not permitted to charge attendance fees for their event.
  1. CTTRs may be used for the purposes stated in the booking form and for no other purpose.
  1. CTTRs may not be booked or used for private commercial purposes
  1. Users shall take all reasonable steps to ensure that no damage is caused to the room by those attending the event, and must be left in a clean and tidy state, with furniture returned to the appropriate layout for the room (teaching room style (in rows) or, where shown by room layout plans, boardroom style).
  1. No re-decoration and/or alteration shall be made to any CTTR unless the decoration and/or alteration can be removed at the end of the booking without causing damage.
  1. Users must consider the noise levels associated with their activities and ensure that they do not cause unreasonable disturbance to users of neighbouring rooms and areas.
  1. Eating or drinking is not permitted in any CTTR.
  1. Users must not block any access or restrict the use of communal areas in the vicinity of the room.
  1. Specific permission is required to view films that are not for educational purposes. In order to show films, users should contact Warwick Student Cinema at info at warwick dot film for assistance.
  1. CTTRs may not be used to access or view any copyright controlled material - audio or video (including sporting events) - please see this link.
  1. Users should ensure that the AV and any other facilities in the room are used with due care. Students must follow the Use of AV Equipment guidelinesLink opens in a new window at all times.
  1. Smoking is not permitted in any CTTR.
  1. In the case that CTTRs are booked for activities involving children under the age of 18, the individual booking the room is responsible for ensuring that all necessary safeguarding procedures are followed and the DBS checks are obtained for any relevant individuals.
  1. Animals are not permitted in the CTTR, with the exception of guide/assistance dogs for individuals with a disability.
  1. The University must be made aware of any non-University members attending student events as speakers or invited guests by completing the External Speaker Request Form . No speaker or person who is not a student of the University, a member of the University’s staff or who is specifically approved by the University may be allowed to speak at the event for which the CTTR is booked.
  1. Users must abide by University Regulation 29 which makes provision for meetings and other activities on University premises and which may result in the imposition of conditions additional to these Terms and Conditions. Where there is a conflict between these Terms and Conditions and Regulation 29 (including any conditions imposed under Regulation 29) Regulation 29 shall prevail.

Responsibilities

  1. The individual in whose name the CTTR booking is made is responsible for ensuring adherence by all those attending the meeting or event for which the booking is made to the Terms and Conditions.
  1. The individual against whom the booking is made will be held responsible for the state of any booked CTTR regardless of whether the room was used by the individual or not. If rooms are no longer required the booking should be cancelled, otherwise the individual retains responsibility for that time slot in that room.
  1. Users will be charged the reasonable cost of repairing any damage caused to the booked CTTR or to any facilities within it as a result of a breach of these Terms and Conditions, and must notify Central Timetabling of any damage caused immediately.
  1. These Terms and Conditions can be modified by the University at any time and any such modified Terms and Conditions shall become effective for bookings made on or after the date on which the changes are made.

¹The online booking system is to be used purely for ad hoc bookings only and not for amendments to the teaching timetable. Any bookings made via the online booking system will not be carried over to the next academic year’s timetable and will be deleted. All amendments to the teaching timetable must be requested by email/telephone to the Central Timetabling Office and not via the online booking system. The only exception to this policy is for local room bookings. Users with privileges to book their local rooms via the online booking system can add ad hoc bookings directly into their local space. It is their responsibility to inform the central timetabling team as to whether these events should be 'rolled over' or deleted when construction begins on the next academic year's timetable.