Co-location Procedures

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.

This document provides further explanation and detailed mandatory procedures for implementing the Co-location Policy.

Establishment

Co-location proposal

1. A representative of the host faculty or LSRI must complete a proposal for each new co-locator, with the recommended format outlined in the Co-location Proposal Template.

2. Co-location proposals must include:

• Proposed co-location parameters; including the co-location model, co-location site, co-location integration level, co-location fee and account for disbursement, space and equipment requirements and co-location term
• An overview of the co-locator, objectives and anticipated engagements and activities while co-locating
• Anticipated direct and indirect benefits to the University to host the co-locator
• Identified risks to the University and mitigation strategies

3. The co-location fee is to be proposed by the host faculty / LSRI considering the actual costs of hosting the co-locator under the proposed co-location model, co-location site and co-location integration level.

4. Proposals to establish co-locations must be submitted to the dean or director of the host faculty or LSRI for approval.

5. Where the proposed co-location is not with an existing approved co-location model and co-location site, the new co-location model and/or site must be approved in accordance with the Co-location Policy prior to the co-location being approved at the host faculty or LSRI level.

6. A Space Change Use Form must also be submitted to Property Services for any co-location that would result in a change in space allocation or purpose, in accordance with the Space Management Policy.

Note – Guidelines for determining when a Space Change Use Form is required will be included within the Co-location Guidelines.

Contracting

7. Contract negotiations for co-locations are to be led by the Co-location Manager within UniServices.

8. In all cases templates approved by the University and UniServices General Counsel must be used.

9. Any deviations from approved templates will require approval from both the University General Counsel and UniServices General Counsel.

Support and operation

Invoicing

10. The host faculty or LSRI are to request invoicing through the Shared Transaction Centre for all co-location fees.

11. Any procurement is to be managed by setting up a product code for co-locator purchases to be charged to and to be invoiced to the co-locator through the Shared Transaction Centre.

Onboarding

12. The host faculty or LSRI are to assist any co-locators to create an identity record and register at the University.

13. The host faculty or LSRI must then request access for all co-locators as Visitors – Non-Appointment Academics and submit the IT Services Access Form and Campus Card Request Form.

14. Once the co-locator is onsite a full health and safety induction is to be provided for any space accessed and equipment used, in accordance with the Health, Safety and Wellbeing Policy.

15. For Serviced co-locators, the host faculty or LSRI will work with Library and Learning Services to provide Associate Membership to co-locators.

Note – further guidance on Associate Membership to Libraries and Learning Services will be included in the Co-location Guidelines.

16. The host faculty or LSRI is to nominate key technical and administration representatives (as appropriate) for the co-locator to ensure they are added to any relevant email distribution lists and are available to respond to co-locator queries.

17. Within three months of a co-location commencing, the host faculty or LSRI is to undertake a review to identify any onboarding issues and to ensure the expectations of the co-locator and University are being met.

Reviews and disestablishment

Annual Co-location review

18. The host faculty or LSRI are to nominate a representative responsible for completing the annual review for each co-locator, with the recommended format outlined in the Co-location Annual Review Template.

19. Each annual review is to be completed on the anniversary of the co-location commencement date and will be submitted to the relevant dean or director for endorsement.

Note – Recommended format for the annual review is provided in the Co-location Annual Review Template.

Disestablishing a co-location

20. If the annual review is not endorsed by the dean or director, or is terminated for some other reason (either by the University or co-locator), the University and UniServices must undertake steps to disestablish the co-location.

21. The UniServices Co-location Manager must be notified initially to initiate termination of the co-location agreement.

22. Once the termination date is confirmed the Co-location Manager is to notify faculty or LSRI representatives to arrange termination of access for co-locators and to the physical site, IT, library, procurement (if relevant), and to cease invoicing.

Include the following:

• Co-location Policy
• Health, Safety and Wellbeing Policy
• Risk Management Policy
• Space Change Use Form
• Use our Collections
• Risk Management Framework
• Co-location Proposal Template
• Co-location Annual Review Template

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