Graduate Student Spaces

UBC’s Okanagan campus offers two spaces for exclusive use by graduate students. Access to both areas is granted to current graduate students who agree to abide by the terms and conditions mentioned below.

The Graduate Student Collegiumcommunity building space

Arts and Science Centre (ASC 460)
7 a.m. to 11 p.m. daily

The Graduate Student Collegium offers a social place for graduate students to hang out, eat lunch, and spend time with peers. Graduate students can also book this space for events. The Graduate Student Collegium is set up in a relaxing lounge-style atmosphere, outfitted with comfortable furniture, a television, individual and group work spaces and kitchen facilities.

Booked Collegium events

The Graduate Student Commons – study space

Student Commons (COM 310)
6 a.m. to 1 a.m. daily

The Graduate Student Commons is a space uniquely designed to foster graduate student collaboration and support the overall academic wellbeing of graduate students on UBCO’s campus. Located on the top floor of the Commons, these dedicated graduate study spaces help to strengthen a sense of community for graduate students at UBC Okanagan. Filled with natural light and student-centric design, the Graduate Student Commons is an ideal space for individual or group study.

Services & Benefits:

  • Two bookable meeting rooms (4-6 people)
  • Powered workstations
  • Adjustable height tables
  • Dedicated graduate student printer
  • Secure lockers
  • Moveable whiteboards

Printing in the Graduate Commons:
There is a dedicated graduate student printer that uses the QuickPrint system. To use this system, please refer to the online QuickPrint guide.

Questions? Please email gradcommons.ok@ubc.ca.

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 from the Library 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 the Library.

  • Required for graduate student submissions.

Booking the Graduate Student Collegium

  • Who is booking the room?

  • When would you like to book the room?

  • Date Format: MM slash DD slash YYYY
  • :
  • What will the room be used for?

  • This field is for validation purposes and should be left unchanged.

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 beheld 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 – workshops and defence practice

Student Commons (COM 311)
booked use only

The Graduate Workshop Room is a space used to hold professional, academic and health and wellness workshops for graduate students. When not booked for workshops, this space is available for graduate students to practice thesis or dissertation examinations.

The Graduate Workshop Room can only be booked one month or less in advance of the requested booking. 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.