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Graduate Centre Policies

Graduate Centres Policies

Unless otherwise stated, these policies apply equally to the Graduate Centre at the Cathays Park Campus (Union Building, 3rd Floor) and the Graduate Centre at Heath Park Campus (Main Hospital Building, Room 2TB233). Where there are different policies by venue, this will be noted.

1. Governance of the Graduate Centre

2. Eligible Users

3. Children

4. Opening Hours and Staffing

5. Policies for Individual Spaces

6. Computer Room

7. Reading Room

8. Study Lounge

9. Café Bar

10. Social Space (Heath Park)

11. Study Space (Heath Park)

12. Room Bookings

12.1. Equipment Use and Other Services

12.2. Meeting Rooms: Study Use by Groups

12.3. Meeting Rooms: Study Use by Individuals

12.4. Meeting Rooms: Late Arrivals, Cancellations and No Shows

12.5. Meeting Room: Heath Park Graduate Centre

13. Lockers

14. Vending Machines

15. Wireless Access to the University Network

16. Notice boards

17. Lost Property

18. Feedback and Suggestions

19. Complaints

20. Safety and Security

21. Fire or Emergency Evacuation

22. Smoking

23. Disciplinary Procedures

1. Governance of the Graduate Centres

The policies of the Graduate Centres are overseen by the University Graduate College Graduate Facilities Programme Team. The Programme Team is advised by User Groups, which meet on an occasional basis.


2. Eligible Users

a. The Graduate Centre is open to all currently enrolled postgraduate students at Cardiff University; this includes students on postgraduate certificates and diplomas as well as those on Masters Courses and research degrees.

There is no additional membership process but a current valid Cardiff University identification card must be carried at all times and must be shown upon entering the Centre and/or when requested by a member of staff. The Heath Park Graduate Centre is equipped with an access control system which requires a validated Cardiff University ID card.

b. Current staff of Cardiff University and registered Cardiff University alumni are also entitled to use our facilities and attend our events, but priority is always given to current students when space is limited, for example on coach trips. Because of the limited space, priority for the Heath Park Graduate Centre is given to students.

c. Students enrolled on undergraduate degree courses or LEARN courses at Cardiff University who already hold a first degree (BA, BSc) may apply for and be given access to the Graduate Centres. Such users will be issued with a card which must be produced in addition to their University ID card on entry to the Centre (Cathays Park). Access will be added to the student’s swipe card for the Heath Park Graduate Centre upon request.

d. Eligible users are welcome to bring up to two guests aged over 18 to social events in the Cathays Park Café Bar, but guests are not permitted in the study areas. Guests must be signed in at Reception. [See additional notes about children below.]


3. Children

a. Children are only permitted in the Graduate Centre at Cathays Park when accompanied by an eligible user. The accompanying adult is responsible for the behaviour of the child[ren] at all times, including ensuring that they do not disturb other Graduate Centre users. Children are not permitted in the Café Bar area when alcoholic beverages are available for sale and are never permitted onto the balconies. If there is any disturbance to other users, the Graduate Centre staff reserves the right to refuse access.

b. Children are not permitted to enter the Heath Park Graduate Centre.


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4. Opening Hours and Staffing

a. The Cathays Park Graduate Centre opens at 8.00 am weekdays and noon at weekends and closes at midnight mid-September to mid-July and 10.00 pm from mid-July to mid-September. Users must leave the Centre by the stated closing time, and will be reminded 15 minutes prior to closing to enable them to finish up work and pack up their belongings. Any equipment borrowed from the Centre must be returned not later than 15 minutes prior to closing.

b. At Cathays Park, staff are available from 8.30 am until closing on weekdays and throughout opening hours at the weekend. Staff are based at Reception in the foyer of the CPGC and can be reached via telephone on 029 2087 4748. Additional staff cover is provided at Cathays Park by the Students’ Union security staff, who can be reached via Union Reception on the second floor of the building or via telephone on 029 2078 1412.

c. The Heath Park Graduate Centre is open 24/7 for study and social use, with access via a swipe card system.

d. The Heath Park Graduate Centre is not staffed or supervised; Graduate Centre staff based at Cathays Park can be reached by telephone during the opening hours above.


5. Policies for Individual Spaces

a. The Cathays Park Graduate Centre has been “zoned” to provide a variety of spaces to meet the needs of postgraduates - from quiet spaces for individual study to group study spaces, social spaces to bookable meeting rooms. Similarly, the Heath Park Graduate Centre is separated into study/meeting space and social space.

b. It is expected that postgraduates will respect the agreed rules of each area and that there will not be a need for active monitoring by staff. If you do experience problems with other users that you cannot resolve, please report this to a member of Graduate Centre staff.


6. Computer Room (Cathays Park)

a. The Computer Room is for quiet individual work on the networked computers or on your own laptop. Group work, chatting, discussions and use of mobile phones are prohibited in the Computer Room. No food or drink, except bottled water, is allowed on the tables by the networked computers. You should be aware that the Computer Room is immediately above the Students' Union's Solus nightclub and therefore is affected by noise from Union events on specific nights especially in the autumn term.

b. If you give your username and password to another person or allow someone else to use your account, you will be in violation of the http://www.cardiff.ac.uk/insrv/resources/regulationsandstrategy/informationservicesregulations.pdf .

c. Computers may be locked for a maximum of 20 minutes; staff will unlock and reboot any machines that are left locked for longer periods. We do not take any responsibility for work lost if we reboot a machine because you have exceeded the allowed period.

d. Printing and photocopying are available at a charge. You must use your network account to pay and you can add credit to your account using cash or credit/debit cards. See details here.

e. Printing and photocopying services are managed via Information Services (INSRV), so only INSRV staff can give refunds for photocopying or printing problems. Contact them via INSRV Connect on extension 74487, using the University phone in the room, or on 029 2087 4487.


7. Reading Room (Cathays Park)

a. The Reading Room is for quiet individual work. Group work, chatting, discussions, and use of mobile phones are prohibited in the Reading Room.

b. Laptops are permitted, but sound must be switched off and no headphones may be used. You may not listen to music or videos in the Reading Room.

c. You may consume food and/or drinks but must clear up after yourself and refrain from making excessive noise.

d. You should be aware that the Reading Room is immediately above the Students' Union's Solus nightclub and therefore is affected by noise from Union events on specific nights especially in the autumn term.

e. The Graduate Centre will endeavour to provide additional reading space at the busiest periods by opening meeting rooms for this purpose. When meeting rooms are designated as Reading Rooms, the Reading Room rules will apply.


8. Lounge (Cathays Park)

a. The Lounge can be used for group work, web surfing and emailing, or just reading and relaxing. You may consume food and/or drinks away from the computer tables and must clear up after yourself. Bottled water, only, is permitted at the computer tables.

b. Computers may be locked by a user for no more than 20 minutes. Staff will unlock and reboot any machines locked for longer periods. We do not take any responsibility for work lost if we reboot a machine because you have exceeded the allowed period.


9. Café Bar (Cathays Park)

a. The Café Bar food and drink service is directly managed and staffed by the Students' Union, which holds the licence for serving alcoholic beverages. For opening hours, please view our Opening Hours webpage.

b. As with other licensed premises, you may not take alcoholic beverages into or out of the Café Bar. You are permitted to bring your own food into the Café Bar, but you must provide your own cutlery, crockery and condiments and clear up after yourself.

c. There is wireless access to the University network and additional power outlets have been provided for laptop use. The Café Bar is primarily a social area, so there is generally background music playing and we normally do not change the ambiance to a strictly study space.

d. The television is normally on for the lunch time news and for other programmes as requested by users. The Café Bar is equipped with a Wii console – the controllers for which can be obtained from reception, as well as several board games such as chess, backgammon, playing cards and Jenga. Please ask our Reception Staff for a full list.

e. A Cardiff University identification card must be left in exchange for any items loaned, and will be given back on return of those items.

f. Children are never permitted in the Café Bar during hours of alcohol service.

Please read the policies relating to 'Meeting Rooms' for further information on bookings and restrictions on use of the Café Bar.


10. Social Space (Heath Park)

a. There is a BluRay player, mp3 player connectivity, and Nintendo Wii available for you to use. Instructions on usage are located in the AV equipment cupboard. You are permitted to watch your own DVDs/ BluRay discs and play your own music. All AV equipment (Wii controllers, games, etc.) located within the social space must remain within the centre. If any issues arise with equipment or damage occurs please contact Cathays Park Graduate Centre on 01798 74748 from the internal line located in the space.

b. There is wireless access to the University network and additional power outlets have been provided for laptop use.

c. You are permitted to bring your own food into the Café Bar, but you must provide your own cutlery, crockery and condiments and clear up after yourself.


11. Study Space (Heath Park)

a. The study space can be used for individual study and group work can also take place. If you require to book out the space please refer to item 12.5 below for room booking policy relating to Heath Park.

b. You may consume food and/or drinks but must clear up after yourself and refrain from making excessive noise.

c. There is one computer located in the centre intended for study use. It may be locked by a user for no more than 20 minutes. Staff or students may unlock and reboot any machines locked for longer periods. We do not take any responsibility for work lost if we reboot a machine because you have exceeded the allowed period.


12. Room Bookings Policy

a. The Graduate Centre rooms are not part of the University Pool Room system, but are booked direct with the Graduate Centre.

b. The meeting rooms and Café Bar may be booked by currently enrolled postgraduate students and postgraduate societies for meetings and events for postgraduates.

c. Academic Schools and Directorates may also book the meeting rooms or Café Bar for events aimed primarily at postgraduates or for meetings to advance postgraduate interests.

d. A Booking Form must be completed in order to reserve a room. These forms can be downloaded from the Related Resources on our Room Bookings webpage and can be completed in advance if preferred.

e. Meeting rooms can also be used for postgraduate conferences and small social events. In these cases, the four hour rule does not apply. All such usage must be discussed with Graduate Centre permanent staff.

f. Meeting rooms may be available for booking by Cardiff University Schools, Colleges, or Directorates for events specifically aimed at postgraduates, and for other events that advance the interests of postgraduates. Because of high demand from postgraduates, normally the Graduate Centre is unable to accommodate advance bookings for meetings or events that do not involve the postgraduate community. Exceptions are granted for university-wide events such as Open Days or Graduation. We will occasionally accommodate Students’ Union officer-hosted events on a quid pr quo basis, but the Graduate Centre rooms are not available for use by Students’ Union Societies whose membership is not primarily postgraduate.

g. Cathays Park Graduate Centre meeting rooms are only rarely available for external organisations and approval is on a case-by-case basis and will always incur a charge for room hire and equipment use; additional charges – such as staff time - may be applied.


12.1. Equipment Use and Other Services

a. Users booking a room can also book an LCD projector, laptop, speakers, flipchart paper and marker pens for use in the meeting rooms only. This equipment cannot be used outside of the Graduate Centre’s meeting rooms. Equipment must be returned 15 minutes prior to Centre closing times, in order that the Centre can be closed on time. 

b. Extension leads, adaptor plugs for non-UK plugs and headphones can also be borrowed, for use in the centre.

c. Students must leave a university identification card (or other ID card e.g. bank card, driver's licence if this is not available) at Reception when any equipment is borrowed and this will be held for the duration of the loan, however no charge will be made. 

d. Charges for equipment use by non-postgraduate users will be discussed at the time of booking.

e. The Graduate Centre can provide coffee, tea and biscuits at a set price per head for meetings and events and this must be ordered at least two days in advance.

f. The University or the Students' Union can supply food for luncheons, receptions, etc. Normally, such requirements must be arranged at least 10 days in advance.

g. The Café Bar can be booked for parties or events but bookings during normal opening hours are not for exclusive access; the bar must remain open to general use. Specific areas or groups of tables can be reserved. The event must be compatible with the other uses of the Graduate Centre and the Head of the Graduate Centre or designee reserves the right to refuse events that are deemed incompatible.


12.2. Study Use by Groups
a
. The rooms may be booked by postgraduate student groups (consisting of two or more individuals) for activities such as seminars, revision, meetings, group projects, research interviews, or presentation practice.

b. Student groups are advised to book in advance to obtain their preferred time slot. All group bookings will be restricted to a maximum four-hour time block per day for any group.

c. The four-hour block can be extended on the day, but not in advance, if no other requests have been received by the end of the original booking period. However groups will be required to give up the room if another group booking is taken. In this case, groups will be given 15 minutes’ notice to finish and leave.

d. In the event that an individual member of a group shows up alone for a group booking, he or she will be allowed to wait in the room for the remaining group members up to a maximum of 15 minutes. After such time, the booking will be deemed an ‘Individual Booking’ and the policy below relating to individual bookings will apply.

e. If we learn that different members of the same group have booked separately in order to bypass the four-hour booking regulation, the group and all its members will lose its booking privileges for a period determined by the Head of the GC.

f. One member of the group must leave a University identification card at the start of room use, which will be returned when the room is vacated.


12.3. Study Use by Individuals
a
. Except where an individual student requires the use of a room for confidentiality, e.g. telephone interviews, group bookings are given priority over individual bookings. This is because provision is already made for individual quiet study in the Computer and Reading Rooms. A meeting room may not therefore be booked in advance by a single individual.

b. Rooms may be booked at the time of requirement by an individual, if available, for a maximum of one hour. After such time, the booking may be renewed an hour at a time only if no group has requested use of the space.

c. Individuals must leave a University identification card at the start of room use, which will be returned when the room is vacated.

d. Other restrictions may be imposed from time to time in order to enable a fair allocation of space to revision and project groups.


12.4. Late Arrivals, Cancellations and No Shows

a. Rooms will only be held for 15 minutes after the stated start time of a booking. If you do not arrive for your booking by this time, the room will be released to others who require it.

b. Please inform the Graduate Centre in person or by telephone if you wish to cancel your booking. If you do not show up for the booking and do not provide prior notice of cancellation, you may lose any future booking privileges.


12.5. Meeting Room: Heath Park Graduate Centre

a. The Meeting Room at HPGC is a dual study and meeting space. In order to provide sufficient study space, a maximum of one day or two half days per week may be booked.

b. Priority for such bookings will be given to the University Graduate College’s workshop programme and for postgraduate groups based at Heath Park (such as a research group meeting).

c. Only bookings for group activity will be accepted; a single individual may not book out the room for his/her own use.

d. A Booking Form must be completed in order to reserve a room. These forms can be downloaded from the Related Resources on our Room Bookings webpage and can be completed in advance if preferred.


13. Lockers (Cathays Park)

There are 48 lockers available for the use of postgraduate students. Lockers have their own separate user policy detailed below.

a. Lockers are available for any users of the Graduate Centre who have full access; in practice, this means that guests, alumni, staff will not normally be permitted to use lockers. A valid Cardiff University ID card is required at the point of booking.

b. Lockers are available on a ‘first come, first serve’ basis. If there are no available lockers, students may be added to a waiting list and will be contact by the Graduate Centre when a locker becomes available. If the offered locker is not accepted within seven calendar days, the student will be removed from the waiting list.

c. The initial booking period is 7 calendar days. At the end of the seven days, the locker can be renewed in person, by phone or by email if there is no waiting list.

d. Lockers are only accessible during the Centre’s opening hours.

e. Lockers may not be used for the storage of food or other perishable items.

f. All items are left at the owner’s risk.

g. If the locker key is not returned, a £25 fee will be charged

h. Graduate Centre Staff reserve the right to access a locker if it is deemed that the user has infringed the locker usage policy. Normally, lockers will be opened in the presence of the user however if the user cannot be contacted within 24 hours, staff reserve the right to access the locker in the absence of the user. This will always be done in the presence of a witness.

i. Lockers must be emptied during any period of Centre closure (e.g. Christmas closure). If the locker is not emptied by the user, Graduate Centre staff will empty the locker. Goods will be retained as under the lost property policy.

j. Distance learning students can contact the Graduate Centre by telephone or email to reserve a locker in advance of expected use.


14. Vending Machines (Cathays Park)

a. The snack and drinks vending machines are operated by the Students' Union. Unfortunately, the Graduate Centre cannot give change for the machines. 

b. Please report any problems with the machines to staff at Graduate Centre reception. We will organise for union staff to resolve the problem during office opening hours. Graduate Centre staff can issue refunds if necessary outside of office opening hours.


15. Wireless Access to the University Network

a. All members of the University can access the University network via wireless service in the Graduate Centres; however your laptop must be registered in advance. Details are available here.

b. Guest usage can be arranged for conference delegates but not for alumni, casual visitors or enrolled Cardiff students.


16. Noticeboards

a. Certain notice boards within the Graduate Centre have designated uses and no other notices may be placed on them. There are designated boards for accommodation and items for sale. You must present your notice for approval and date stamping at CPGC reception before displaying them. Authorised notices will be removed after one month and unauthorised notices will be removed immediately.

b. All notices which are primarily not in the English language must be accompanied by an English translation. 

c. All notices placed by Cardiff University must be available in both English and Welsh, either as a single bilingual document or one of each language.


17. Lost Property

a. Any lost property handed in to Graduate Centre staff is logged and retained, normally for a maximum of three months. The owner will be asked to sign for any property claimed. After three months, items are donated to a charity shop or discarded depending on condition. Students seeking lost property may also wish to check with Students’ Union reception on the second floor (CPGC).


18. Feedback and Suggestions

a. We welcome feedback from students about any aspect of the Graduate Centre's facilities, activities or policies. There are several options for doing so: you can use the comment card available in the Graduate Centre and deposit it in the post box located in the corridor near the Reading Room; you can email us at grad-centre@cardiff.ac.uk,or use the comment form on this web site. If you would like to receive a response to your comment - please include your name and contact email address. 


19. Complaints

a. In the first instance, please direct your complaint to the member of staff on duty at Reception. If the complaint is not able to be resolved to your satisfaction and you wish to take the matter further, a written complaint should be made to the Head of the Graduate Centre.

The University Procedure for Resolution of Students’ Concerns/Issues can be found in the Academic Regulations Handbook.


20. Safety and Security

a. Graduate Centre users are responsible for taking reasonable care of their own health and safety, to co-operate with staff on health and safety matters and not to interfere with anything provided to safeguard their health and safety. If you have any concerns about health and safety in the Graduate Centres, please report them to a member of staff in person at Reception or by telephone to 029 2087 4748.

b. Although the CPGC is equipped with closed circuit television (CCTV), the cameras are not actively monitored and should not be relied upon to prevent theft of belongings. You are advised not to leave valuables unattended at any time.


21. Fire or Emergency Evacuation

a. In the event of the fire alarm sounding, you should leave the building by the nearest fire exits which are sign-posted in the Graduate Centres and should assemble outside the building as directed. Do not use the lifts in the event of a fire.


22. Smoking

a. Smoking is not permitted anywhere within the Graduate Centres. The majority of the balcony at the Cathays Park Graduate Centre is also non-smoking, although there is a designated smoking area at the south end.


23. Disciplinary Procedures

a. The Student Discipline Procedures as outlined in the Academic Regulations Handbook apply in the Graduate Centre.

b. The Students' Union reserves its right to handle disciplinary matters that arise within the Café Bar under Appendix 1 of its Bye Laws.

The Graduate Centre
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