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 Campus Environment 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 Director, Governance and Risk & Chief Legal Officer must be used.

9. Any deviations from approved templates will require approval from both the University Director, Governance and Risk & Chief Legal Officer and UniServices Director, Governance and Risk & Chief Legal Officer.

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 & Innovation)
Approved by: Council
Date approved: 9 December 2020
Review date: 9 December 2025