Co-location Policy

This policy applies to all staff members, honorary appointees, adjunct appointees and students of the University with an intent to establish, provide support to, or work with a co-locator.

The co-location agreement specifies the University policies that the co-locator must adhere to.

This policy seeks to ensure that co-locations at the University are governed in an appropriate and consistent manner.

For establishment, disestablishment and operations procedure requirements see the Co-location Procedures.

Further guidance on the application of this policy is available in the Co-location Guidelines (to follow).

Establishment or disestablishment of a co-location

1. The dean or director of the host faculty or Large-Scale Research Institute (LSRI) may approve the proposal for the establishment of a new co-location that is within an approved co-location model and co-location site.

2. Any proposed new co-location that is not within an approved co-location site or co-location model must follow the requirements for establishment of a new co-location model or co-location site as outlined in this policy.

3. Any co-location that would result in a change in space allocation or purpose must also be approved by Property Services in accordance with the Space Management Policy.

Note – Guidance on when Property Services approval is required will be included within the Co-location Guidelines.

4. UEC or the dean or director of the relevant host faculty or LSRI may approve the disestablishment of a co-location.

5. All co-locators must have an executed co-location agreement in place for the duration of the co-location and in the form approved by the University and UniServices General Counsel.

6. All co-location agreements are to be executed by the relevant dean or director on behalf of the University, and the Executive Director Strategic Growth (or delegate) on behalf of UniServices.

7. Any conflict of interest related to a potential or current co-location must be managed in accordance with the Conflict of Interest Policy.

Establishment and disestablishment of a co-location model and site

8. Co-location models are established and disestablished with the approval of the University Senate and Council, following host faculty or LSRI recommendation through the University Research Committee and UEC.

9. There are three approved co-location models:

• Start-up model
• Commercial model
• Precinct model

10. The requirements for the Start-up model -

1. the co-locator is generally at early development phase; and
2. one or more of the founder(s) are University staff and / or students; and
3. the core intellectual property is developed by University staff and / or students; and
4. there is research or technical alignment with host area.

11. The requirements for the Commercial model –

1. the co-locator is a research-intensive organisation; and
2. the co-locator is either:

• not founded by University staff and/or students; or
• is founded by University staff and/or students but is at a later development stage (generally revenue generating); and

3. there is research or technical alignment with host area.

12. The requirements for the Precinct model –

1. there is research or technical alignment with the host area; and
2. the co-locator acts as a member of the University community to support the University’s capability development, research translation and/or growth of an innovation and entrepreneurial campus.

13. Co-location sites are established and disestablished with the approval of UEC following host faculty or LSRI recommendation through the University Research Committee. Current co-location sites are recorded in the co-location register.

Level of Co-locator integration

14. The following categories of co-location integration exist:

• Non-serviced, where the co-locator receives:
  • Use of space/facility
  • Wi-Fi connectivity
  • Reception with security
  • Amenities
  • Health and Safety induction and framework
• Serviced, where the co-locator receives the benefits as described for non-services plus any of the following (if required):
  • Associate Membership to the University Libraries and Learning Services, provided access complies with the Library Membership and Conditions of Access Policy
  • IT support and infrastructure consistent with what is offered to University academic staff
  • Procurement through University systems provided that such procurement complies with the requirements outlined in this Policy
  • Access to University equipment and facilities (note user charges for specialist equipment will be charged in accordance standard University pricing)
  • Use of meeting and seminar rooms

15. The host faculty or LSRI may select which level of integration they will provide to the co-locator and this will be reflected in the co-location fee.

Co-location fees

16. A co-location fee will be a function of the model, site and level of integration.

Note – Guidance on pricing for approved models and sites will be included in the Co-location Guidelines.

17. Any co-location fees are to be disbursed to the host faculty or LSRI, and each faculty or LSRI may nominate an account within the faculty or LSRI for disbursement.

18. The relevant dean or director is the final approver of a co-location fee and faculty account for disbursement, provided the fee is within an approved parameters for the applicable co-location model and co-location site.

Support and operation

19. The host faculty or LSRI will co-ordinate access, induction and nominate staff members with Health & Safety responsibilities for the co-locator, in accordance with the Health, Safety & Wellbeing Policy.

20. The host faculty or LSRI will arrange for invoicing for the co-location fee through the Shared Transaction Centre.

21. Any additional fees for use of specialist equipment will be invoiced in addition to the co-location fee.

22. Any research or consulting performed by the University for the co-locator will be managed by a separate contract and will be fully costed in accordance with the Overhead Charging Policy.

23. Any student research projects arising from a co-location will be managed by a separate contract to ensure appropriate protections for any students involved with co-locators, will be fully costed in accordance with the Overhead Charging Policy and will comply with the Intellectual Property Created by Staff and Students Policy, the regulations for the programme in which the student is enrolled and the relevant University supervision policies.

24. Any testing performed by the University for the co-locator will be managed in accordance with the Contracting, Billing and Accounting of Advisory Panels, Boards and Miscellaneous Academic Service Transactions, Testing and Non-Credit Course and Workshop Transactions Guidelines.

25. Any procurement of hazardous goods or organisms must be through the appropriate University procurement system and at all times procurement and the Co-locator must:

• Comply with the relevant UABSC, HSW and HSNO approvals policies;
• Obtain and comply with any required approvals from the Environmental Protection Authority and the Ministry for Primary Industries (MPI);
• Comply with all applicable University protocols, rules and codes of conduct and/or procedures relating to the containment of organisms, MPI restricted animal and plant products, toxic gases, controlled drugs, liquids or materials they might use or generate;
• Ensure procurement is related to the consumption of goods and services directly related to the research and teaching activities undertaken by the co-locator on University premises.

Registration, reviews and accountability requirements

26. A co-location register of all co-locators is to be maintained centrally at the University, and is to include key parameters of each co-location and details on the co-location model, co-location site and level of co-locator integration.

27. An annual report is required for each co-location model, including details on each site and level of co-locator integration, to be prepared by UniServices and submitted to the University Research Committee and UEC.

28. Every co-location must be reviewed annually after its initial establishment to assess whether it still fits within an approved parameters for the co-location site and co-location model and is benefiting the University. If the review is not endorsed by the relevant dean or director, the co-location will be disestablished.

The following definitions apply to this document:

Adjunct academic appointee is a person employed by the University on a fractional appointment (normally less than 0.2 FTE) for a fixed term to recognise a contribution to the academic activities of the University. In rare circumstances the title adjunct may be used for persons who meet the above criteria but are not staff members.

Conflict of interest exists where the responsibilities of a member of the University or UniServices are, or could be, affected by some other personal, financial or academic interest or duty that the member may have in relation to a particular matter or person. The term includes actual, potential or perceived conflicts of interest

Co-location agreement refers to the agreement signed between the University, UniServices and Co-locator outlining each parties’ rights, responsibilities and obligations for the term of the co-location.

Co-location integration refers to the different level of services that may be offered by the host Faculty / LSRI to a co-locator.

Co-location model refers to the policies, processes and guidelines for a particular type of co-location that are approved to occur at the University and includes the University Start-up model, Commercial model and Precinct model.

Co-location register means the centrally managed register of all co-locations at the University.

Co-location site refers to the designated space on University premises where co-locations are permitted to occur for each co-location model, including either shared space or space exclusively allocated to the co-locator.

Co-locator means a separate legal entity that enters into an agreement with the University to receive negotiated use of space (office, laboratory and/or ancillary) and agreed ancillary support services for the purpose of deepening research-related relationships with the University.

Co-locators do not include:

(a) Visiting academics

(b) Visitors on University premises for Events

(c) Secondments, joint appointments, Honorary and Adjunct appointments

(d) Use of equipment and/or facilities agreements

(e) Services on University premises as part of the Campus Life Service Division

Core intellectual property means intellectual property (as defined in the Intellectual Property Created by Staff and Students Policy) that is material to the co-locators strategy and operations.

Honorary appointee is person with whom the University has a non-employee relationship in the sense that there are no contractual obligations and no remuneration attached to the appointment.

Separate legal entity means any person or individual (e.g. company, partnership, charitable trust) that has its own legal rights and obligations, separate to the University. This includes University spinout companies.

Start-up model means a co-location where the co-locator meets the criteria outlined for a start-up co-locator in this Policy.

Student means any person other than a staff member enrolled for any course or qualification offered by or on behalf of the University.

Commercial model means a co-location where the co-locator meets the criteria outlined for a commercial co-locator in this Policy.

Precinct Model means a co-location where the co-locator meets the criteria outlined for a precinct co-locator in this Policy.

Staff members refers to individuals employed by the University on a full or part-time basis.

University means the University of Auckland and includes all of its subsidiaries.

University Community means students, staff, alumni, supporters, the Council, visitors and contractors, when they are on campus, representing or associated with the University and in University-affiliated digital spaces.

Include the following:

• Co-location Procedures
• Conflict of Interest Policy
• Intellectual Property Created by Staff and Students Policy
• Library Membership and Conditions of Access
• Overhead Charging Policy
• Space Management Policy
• Health, Safety and Wellbeing Policy
• Doctoral Supervision Policy and Procedures
• Masters Supervisor Accreditation Policy and Procedures
• Masters by Research Supervision Guidelines
• Approval of Work Involving the Development of Organisms with Low-Risk Genetic Modifications Policy
  
• Approval of Work Involving the Development of Organisms with High Risk Genetic Modifications Policy
• Approval of Work involving Higher Risk Micro-Organisms Policy

Owner: Deputy Vice-Chancellor (Research)
Approved by: Council
Date approved: 9 December 2020
Review date: 9 December 2025