1.

Background

1.1

In July 2019 the University made the following Social Impact Pledge: ‘Challenge ourselves to increase the positive impact we make on our local community and make better use of our assets – our buildings/grounds and our people.’  The third commitment in fulfilling this pledge was to develop and pilot a scheme to allow local community organisations to make use of the University's rooms. (See here)

1.2

The purpose of the pilot scheme is to test the viability of room access on a limited scale, and establish the processes and protocols needed to make some University’s rooms available for community use on an ongoing basis, whilst not impeding core University business.

2.

Pilot Parameters

2.1

It is proposed that the pilot will run for 6 months and will only be open to those organisations who are invited to participate (see 3.3 below). Once Estates approves the pilot it is ready to commence.

2.2

It is proposed that 6 ground floor rooms in 50 George Square and 6 lower ground floor rooms in David Hume Tower, will be available free of charge for the pilot. 

2.3

Booking times for these rooms will be Monday – Friday, 6 – 9pm, and will be booked by the Community Engagement team through central bookings.

2.4

IT/AV facilities will not be available, and no catering will be offered.

2.5

Guidance Notes have been prepared, together with an online enquiry form that will be completed by organisations who wish to book a room, and signed Terms & Conditions must be received prior to booking confirmation.

3.

Pilot Development Summary

3.1

Zoe Stephens, Head of Organisational Development & Change, and David Brook, Support Services Operations Manager, provided guidance at the outset for developing the pilot, and have been copied in on all relevant communications.

3.2

Jacqueline Brook, LLC Director of Professional Services, and Ben Poots, Timetabling Estate Operations Manager, advised on the room availability options. 

3.3

To ensure all legal issues were covered, Nora Kellock, Senior Solicitor, modified the Terms & Conditions that room users will have to sign prior to each room booking.  These have also been seen by Geraldine Halliday, Insurance Manager.

3.4

In lieu of the Compliance Group, Jamie Tait, Projects Officer & Policy Advisor to the University Secretary, has approved for the pilot a list of 26 organisations who are known in some capacity to the Community Engagement team and/or Communications & Marketing.

4.

Future Community Room Access

4.1

Assuming that the pilot scheme demonstrates the viability of allowing community organisations access to University rooms, it would be proposed to upscale the scheme to other University rooms.  Any future scheme would be adapted in the light of lessons learnt from the pilot.