Graduate Student Spaces

Access Request for Graduate Student Spaces

To access graduate student spaces, please submit the Graduate Student Space Access Request Form below.

INSTRUCTIONS:
Submit this form to obtain access to spaces on campus including the Graduate Student Collegium (ASC 460) and Graduate Student Commons (COM 310).

Once your access is approved, you will receive an email indicating that you have access to these spaces using your existing Salto card, or that your new Salto card is ready for pick-up from Security.

If you have submitted a Graduate Student Space request form to the College of Graduate Studies, but are having difficulty accessing these spaces with your Salto, please email gradask.ok@ubc.ca for assistance.

Booking the Graduate Student Collegium

Graduate Collegium – Event Terms of Use

Overview

• The Graduate Collegium is located in Arts and Science 460 and offers all current registered graduate students a gathering space to relax, eat, spend time with their peers in intellectual discussion(s), and/or use it for a planned event.
• The Graduate Collegium is open seven days a week from 7 a.m. to 11 p.m.
• The maximum capacity for the room is 60.
• A schedule of booked events is available in the Collegium Calendar above.

Definitions

• Lunch period = 11:30 a.m. – 1 p.m.
• Peak hours = Monday – Friday, 8 a.m. – 5 p.m.
• Event organizer = Individual responsible for booking the space

Terms

1. To schedule an event, you must submit a booking form to the College of Graduate Studies. You will receive a booking confirmation via email. Please check the Collegium Calendar prior to submitting a request.
2. Your booking request should include set-up and tear-down time.
3. Events can only be booked during regular “open” hours.
4. Events are booked on a “first come, first served” basis.
5. Booking requests must be submitted at least five business days in advance.
6. Weekday bookings are limited during peak hours. No more than two events will be held in one calendar week during peak hours.
7. Event bookings are limited to a maximum of two hours unless special approval is granted by the College of Graduate Studies.
8. Events must be for graduate students. Booking requests for faculty, staff, or other student events will not be approved.
9. The Collegium must remain open to all graduate students during weekday events booked over the lunch period (11:30 a.m. to 1:00 p.m.)
10. The event organizer is required to post a notice of closure on both Collegium doors at least two days in advance.
11. Alcohol is not normally permitted in the Collegium. If you would like to serve alcohol at your event, you must adhere to Policy 13 – Serving and Consumption of Alcohol at
    University Facilities and Events.
12. Event organizers require SALTO access to ASC 460 in order to access the room for events. If the organizer is not eligible for access to ASC 460, arrangements should be made at least two weeks in advance to obtain the necessary access.
13. The event organizer is responsible for ensuring the Collegium is clean following an event. One warning will be issued if the Collegium is not cleaned following an event. Further violations will result in a cleaning fee and the organizer will be prohibited from future event bookings.
14. To cancel an event, please contact the College of Graduate Studies at gradadmin.ubco@ubc.ca.
15. The College of Graduate Studies has the right to re-schedule existing events based on
    priority requirements.
16. If the terms are not followed, future events will not be approved.

More Information

Policy UP9 – Booking and Rental of UBC Space
Policy 13 – Serving and Consumption of Alcohol at University Facilities and Events

I. PURPOSE AND SCOPE

The purpose of this User Agreement (“Agreement”) is to clearly identify the roles and responsibilities of each party as they relate to Graduate Student Spaces at UBC’s Okanagan campus. The Graduate Student Collegium (ASC 460) is a multi-purpose space located on the fourth floor in the Arts and Science building. The Graduate Student Commons is a study and collaboration space (COM 310) located on the third floor of the Student Commons.

II. TERM

These spaces have been approved for current graduate students registered at UBC’s Okanagan Campus.

III. RESPONSIBILITIES OF THE UNIVERSITY

• The College of Graduate Studies (CoGS) will manage and oversee the scheduling for the Graduate Student Collegium space.
• The Library will manage and oversee the scheduling of meeting rooms in the Graduate Commons space.
• Hours of operation for the Graduate Student Collegium are Sunday through Saturday (seven days a week) from 7 a.m. to 11 p.m.
• Hours of operation for the Graduate Commons Space correspond to the Commons building opening hours (generally 6 am – 1 am, 7 days per week). Should any components of the Graduate Student Spaces be stolen or vandalized, the
• University will proceed with an investigation. Students who compromise Graduate Student Spaces property could face non-academic misconduct charges.
• The University will ensure that janitorial cleanings occur periodically.

IV. GRADUATE STUDENTS’ RESPONSIBILITIES

Each current graduate student who wishes to use Graduate Student Spaces is responsible for and acknowledges the following:

Room Access:

• Formal access will be granted upon the student’s acknowledgement that he or she has agreed to these terms and conditions.

Room Inventory:

• All components of the rooms, including furniture, appliances, TV, printers, lockers, decorative pieces, board games, etc., have been accounted for and must remain within the confines of the Graduate Student Spaces.
• Any student who removes any component of the rooms will be required to pay the cost of replacement of that item.

Room Cleaning and Maintenance:

• Graduate students who use these spaces are expected to keep the spaces tidy and return equipment, furniture, and other items to their proper places.

Food (applicable to COM 310 only):

• Food is permitted in the space while the student is working.
• No food will be stored in the space.
• No food preparation is allowed in the space.
• No small appliances will be allowed in the space.
• Graduate students are responsible for removing all their garbage to the bins provided.

V. STUDENT AGREEMENT

You agree to the terms and conditions associated with the use of Graduate Student Spaces as outlined above. Access privilege may be suspended or terminated for any violation of the terms and conditions.

The Graduate Workshop Room can only be booked one month or less in advance of the requested booking; however, the request should be submitted at least two business days in advance of the requested date.  To book the Graduate Workshop Room:

Step 1:

Fill out and submit the Graduate Workshop Room booking form.

Step 2:

If the room is available at your requested time, you receive a confirmation with access instructions.