UTAS Unigym Booking Guidelines - Version 1.2
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UTAS Unigym
Booking Guidelines
Version 1.2CONTENTS
Introduction ...................................................................................................................................... 3
1. Key stakeholders ...................................................................................................................... 3
1.1 Unigym.............................................................................................................................. 3
1.2 Tasmanian University Union (TUU) / Sports Council ........................................................ 4
1.3 Property Services .............................................................................................................. 5
1.4 All sporting clubs and user groups ................................................................................... 6
2. Key responsibilities of Unigym and TUU‐affiliated sports clubs............................................... 7
2.1 Facility use ........................................................................................................................ 7
2.2 Equipment use and equipment storage (all user groups) ................................................ 8
2.3 Additional requirements (all user groups) ....................................................................... 9
2.4.1 Resolution of any issues arising (TUU‐affiliated sports clubs only)............................ 10
2.4.2 Resolution of any issues arising (non‐affiliated sports clubs only) ............................ 10
3. Guidelines for clubs/groups/individuals considering use of Unigym facilities – applicable to
all user groups ................................................................................................................................ 11
3.1 General information ....................................................................................................... 11
3.2 Maintenance................................................................................................................... 12
3.3 Booking information ....................................................................................................... 12
3.4 Club management .......................................................................................................... 14
4. Communications procedure between TUU clubs, Sports Council and Unigym (TUU‐affiliated
club information only) .................................................................................................................... 14
4.1 Minor maintenance for Unigym facilities and grounds .................................................. 14
4.2 Emergency maintenance or urgent WHS issues – any facility ....................................... 15
4.3 Major works and maintenance for Unigym facilities, clubrooms and grounds ............. 15
Contact details ................................................................................................................................ 16
UTAS Unigym Booking Guidelines|2Introduction
The purpose of this document is to ensure consistency in the management of UTAS
Unigym facilities and provide clear guidelines for clubs, groups and individuals utilising
Unigym’s facilities and services.
Unigym is responsible for managing and coordinating all club, group and individual
bookings for all sport and recreational facilities on the Hobart, Launceston and Cradle
Coast campuses of the University of Tasmania. Unigym ensures all its facilities comply
with current Australian Safety Standards.
Due to increasing demands for its grounds and facilities, Unigym altered its booking
procedures and management of its services to guarantee fair use of its services.
1. Key stakeholders
Unigym relies heavily on, and liaises closely with the Tasmanian University Union (TUU)
and Commercial Services & Development to ensure it can offer the services and facilities
that are required by user groups. Unigym also relies on the efficient organisation of and
communication with the clubs using its facilities, grounds and services. Information
about the responsibilities of each of the listed stakeholders is summarised below to
ensure clarity of information for all parties.
1.1 Unigym
Unigym is responsible for managing and coordinating all club, group and individual
bookings for all sport and recreational facilities on the Hobart, Launceston and Cradle
Coast campuses of the University of Tasmania (UTAS).
Hobart Unigym facilities available for use include:
weights and cardio room
fitness class room
specialised spin studio
multipurpose sports hall
four squash courts
dojo/martial arts studio
five outdoor tennis courts (three synthetic, two hard court)
one sports oval
one rugby field
three soccer grounds.
Launceston Unigym facilities available for use include:
UTAS Unigym Booking Guidelines|3 weights and cardio room
fitness class room
dance studio
three tennis courts (one synthetic, two hard court)
two multipurpose sports halls
three sports fields
squash court
dojo/martial arts facility
pool facility.
Unigym is diverse in its operation concerning booking of grounds and facilities. Its roles
and responsibilities can be summarised as follows:
liaising with Commercial Services & Development, TUU, clients, external groups
and others within UTAS
ensuring all facilities, equipment and grounds meet current Australian Safety
Standards and are presented optimally
managing all facilities and grounds, coordinating bookings and managing any
issues of concern
operating as a viable business for UTAS
continually progressing and improving Unigym products and services and
providing exceptional customer service, and fitness and wellbeing opportunities
for all.
1.2 Tasmanian University Union (TUU) / Sports Council
The Tasmania University Union (TUU) is the students’ union that represents all tertiary
students attending the University of Tasmania. The TUU also provides essential services
such as independent student advocates as well as running student sports clubs and
societies. The sporting clubs run by the student bodies are termed ‘TUU‐affiliated sports
clubs’. For such clubs, there is a student body (SB) and the SB has an overarching Sports
Council (SC) which is a subsidiary of the Student Representative Council (SRC). The SC is
responsible for:
1. allocating funding from the SB budget for affiliated sporting clubs and societies
2. administering and coordinating the activities of the university sports clubs and
encouraging increased participation in all competitive and recreational sporting
activities by university students.
Sporting clubs are responsible for adhering to the Sports Council guidelines as part of
being a TUU‐affiliated club (for more information visit the website:
UTAS Unigym Booking Guidelines|4http://tuu.com.au/representation/council_article/CouncilArticles?councilType=6&ar
ticleType=4
What are the benefits of becoming a TUU‐affiliated club?
All students are covered by accident and public liability insurance whilst
undertaking sporting activities.
All club assets are insured under the Sports Council.
Clubs have access to clubrooms.
Clubs receive access to Unigym ground/facility hire at discounted rates.
Clubs have access to TUU equipment for their sport/activity.
Clubs have access to Sports and Societies Day as a stallholder to further promote
their sport/group.
How to become a TUU‐affiliated sports club
First make contact with the Sports and Societies Officer (SSO).
Arrange to meet the SSO to receive the information required and an affiliation
form.
New clubs must develop a constitution for operation (a sample is available upon
request) and complete an application to become a TUU‐affiliated club.
Clubs must then gain approval from the Sports Council to be accepted as an
affiliated club.
NB. All clubs, once affiliated, must provide the Sports Council with the following
information on an annual basis:
a) a yearly affiliation application form
b) an audited financial report (existing clubs)
c) membership lists with a breakdown of UTAS students, staff, post graduates and
community members
d) a draft budget
e) annual general meeting minutes
All affiliated clubs must also strictly adhere to attendance policy for Sports Council
meetings.
1.3 Commercial Services & Development
Commercial Services & Development (CSD has numerous responsibilities on the campus
including:
property management
capital planning management
asset management
UTAS Unigym Booking Guidelines|5 emergency management
minor works
grounds
maintenance.
In relation to Unigym, CSD is responsible for maintaining Unigym grounds and facilities
to a high standard. This is achieved through the management of contracts and
contractors associated with cleaning, maintenance, ground preparation and upkeep.
Clubs/groups experiencing any concerns about any of the facilities or grounds must
contact the bookings officer at their centre (preferably in writing to
BookingsLTON@unigym.com.au, BookingsHBT@unigym.com.au,
BookingsCCC@unigym.com.au), who will arrange with CSD to rectify the problem. All
dealings with CSD should be directed through the Unigym Bookings Officers to ensure a
clear line of communication and consistency, and to enable Unigym to effectively
manage and monitor resources.
Clubs or club representatives should not liaise directly with the grounds contractors and
are requested not to do so.
1.4 All sporting clubs and user groups
Each club is critical to the successful management of the resources Unigym offers.
Furthermore, for club success, it is critical to be highly organised and nominate one key
contact (and inform Unigym of this contact) to communicate with Unigym for booking
requirements. Clubs must adhere to the guidelines governing use of Unigym facilities
and grounds, and use the appropriate lines of communication as outlined on page 15 for
TUU‐affiliated clubs and page 10 for all other facility users.
Clubs have the following responsibilities:
Work closely with Unigym and adhere to the guidelines governing use of Unigym
facilities.
Complete all booking requirements using the Unigym booking request form.
Allow Unigym two weeks’ notice when booking facilities and clearly indicate your
club’s requirements (eg. line marking for lacrosse, football goal posts removed,
date, time, ground).
Manage clubroom facilities (TUU‐affiliated sports clubs). While the clubrooms
are, to some extent, under the care of the clubs, the rooms are the responsibility
of the Sports Council as a whole and therefore a process of accountability is in
place. Bookings for clubroom use by non‐affiliated clubs/groups should be made
via the relevant TUU‐affiliated sporting club or the TUU.
If clubrooms are being used for functions, TUU‐affiliated clubs are required to
inform Unigym (on the booking request form) of such events as it may impact on
UTAS Unigym Booking Guidelines|6the facility. Unigym will also liaise with Commercial Services & Development to
provide additional rubbish bins if required. Clubs are responsible for obtaining a
liquor permit (www.utas.edu.au/property‐services/services/stalls,‐venues‐and‐
liquor) for functions where necessary. Unigym must be informed via the booking
request form if a liquor permit is required. Clubs are responsible for ensuring any
litter produced at their functions is disposed of appropriately and they are
responsible for the cleanup.
Inform the TUU Sports Officer who will liaise with the Unigym Bookings Officers
to arrange if any maintenance to be completed. Maintenance of
grounds/facilities is not to be carried out by club members. Urgent matters that
require a quick fix such as a globe replacement or a signage for a wet floor, for
example, can be emailed directly to the Unigym Sports Liaison and Facilities
Officer of Unigym.
Annually complete the checklist of requirements for Unigym.
Raise any issues of concern with the Unigym Bookings Officer as soon as they
arise.
Pay invoices within 30 days. Should there be delay in the payment of accounts,
Unigym has the right to request up‐front payments and refuse future booking
requests until accounts are settled.
2. Key responsibilities of Unigym and TUU‐affiliated sports clubs
Unigym and TUU, the Sports Council and sports clubs have a shared interest in
supporting the diversity of sporting activities at the University of Tasmania (UTAS). All
parties undertake to work together to provide this support but recognise that each has
specific responsibilities.
2.1 Facility use
Unigym is the sole manager and operator of generally available sports facilities at
UTAS. It has the responsibility to maintain these facilities in a condition fit for use
by all customers.
Unigym and its staff will be the sole authority in determining whether any facility
is in a condition that is fit to use. Unigym may also consult with Commercial
Services & Development regarding the safe use of grounds. Where possible,
Unigym will provide fair notice of the unavailability of specific facilities, in the
first instance informing the TUU Sports Officer (or the key contact for non‐
affiliated sporting groups) of the reasons for unavailability. It is the responsibility
of the TUU Sports Officer to advise the appropriate club of the unavailability of
facilities.
Unigym will continue to provide TUU‐affiliated sports clubs and their members
with a high level of support and priority access to facilities where possible. To
UTAS Unigym Booking Guidelines|7enable Unigym to do this, TUU‐affiliated clubs must ensure that all bookings for
the summer months (i.e. for cricket, twilight soccer etc) are submitted in full by 1
October each year. For winter sporting activities, facilities must be booked by 1
February each year. Failure to submit booking request forms by this time will
result in TUU‐affiliated clubs not receiving booking priority.
Bookings can only be made and will only be processed by Unigym staff if they are
submitted on the official Unigym booking request form. Forms can be
downloaded from the Unigym website: http://www.unigym.com.au
It should be noted that Unigym also has an obligation to its other clients and
customers, whether from UTAS or the external community. Unigym will treat all
of its clients and customers equally and without bias.
Unigym will make every effort to deal with the special requirements of individual
sports clubs using its facilities, particularly as they relate to recognised
competitive standards. However, Unigym is not in a position to fund new facilities
specifically for clubs.
While Unigym may consider requests for development of facilities or purchase of
new facilities or equipment, the final decision on such initiatives rests solely with
Unigym and its management.
The sports clubs recognise that they are using shared facilities and when using
Unigym facilities will respect the rights of others to their use. Sports club
members are not entitled to preferential access to facilities by right of their
membership of a sports club.
Unigym provides a venue/ground/facility that any user group or club may book
out, based on availability. Sports clubs and their members must adhere to all
conditions placed on the use of Unigym facilities, whether these are set down in
the Service Level Agreement (SLA), these Unigym Booking Guidelines or
memoranda of understanding with sports clubs.
It is the responsibility of the TUU Sports Council to advise TUU‐affiliated sports
clubs of their responsibilities and obligations regarding use of Unigym facilities.
2.2 Equipment use and equipment storage (all user groups)
Unigym has a responsibility to all users that any equipment used within its
facilities is safe (and supervision will be provided by suitably qualified staff as
required). Unigym cannot maintain or provide access to equipment on behalf of
third parties without recouping the full costs of the use of that equipment.
In 2013, clubs should be aware that housing equipment within the Unigym facility
will only be possible if Unigym has adequate space available for the equipment
required to be stored. In addition, any clubs storing equipment at the centres will
UTAS Unigym Booking Guidelines|8be required to pay a monthly storage fee (which will be based on the size of the
area being used).
If clubs would like to apply to store equipment in 2013 within the centre, please
indicate on the booking request form.
Any clubs electing to store their equipment on Unigym premises must be aware
that they do so at their own risk and Unigym does not take responsibility for any
equipment loss or damage.
If clubs are interested in storing equipment on Unigym premises but would like to
modify areas, applications must be made in writing to the Unigym Team Leader.
Should applications be approved, any alterations will be at the club’s own cost,
not at Unigym’s expense. Any alterations to Unigym must be completed in
accordance with UTAS official policies, processes and procedures.
All facilities within premises managed by Unigym remain the responsibility of
Unigym.
2.3 Additional requirements (all user groups)
Unigym has certain legal and other professional obligations that it must adhere to
in running its operations. These require the mandated responsibility to collect
specific information, including that of individual health, from all users. Unigym
will inform all users of its facilities of these obligations. It is the responsibility of
all users to comply with these requirements before being allowed access to
Unigym facilities. Users will not be allowed access to Unigym facilities if they do
not comply with these requirements.
In 2013, all clubs using facilities within Unigym centres will be required to apply
for an annual club facility membership prior to use. Upon application, a club
representative or responsible officer will be required to complete a brief facility
induction and submit a club health summary form outlining any known health
concerns or conditions of their club members. The membership costs are as
follows:
‐ TUU‐affiliated clubs $50 per year
‐ External clubs $60 per year
Club membership will cover costs associated with ongoing booking support,
facility induction and access to Unigym membership discounts for club members
(members must provide proof of club membership to be eligible).
Unigym may withdraw the privilege of use of its facilities if sports clubs or their
members do not comply with the conditions of use. This includes complying with
rules relating to booking, the use of these facilities and payment of fees for their
use.
UTAS Unigym Booking Guidelines|9 All clubs/groups wishing to book Unigym facilities should contact the Unigym
Bookings Officer (see page 17 for contact details).
No users, neither individuals nor sports clubs, will be allowed access to Unigym
facilities unless they have met all financial obligations regarding payment of fees
or charges for use.
2.4.1 Resolution of any issues arising (TUU‐affiliated sports clubs only)
TUU Sports Council meetings are the appropriate forum for discussing issues relating to
sports club concerns. Sports Council is also the appropriate forum for the discussion and
resolution of any issues arising between sports clubs and the use of facilities. If clubs
have specific issues regarding Unigym, these issues are to be forwarded to the TUU
Sports Officer (see page 17 for contact name), in writing.
It is not necessary for Unigym staff to attend meetings of Sports Council. Unigym in
cooperation with appropriate representatives of Sports Council and the TUU Sports
Officer will arrange regular meetings (as required) to discuss and resolve any contentious
issues regarding the use of Unigym facilities. Any actions arising from such meetings will
be minuted and forwarded to Unigym via a Sports Council representative.
Sports clubs may raise specific issues for discussion at these meetings but are expected
to inform the TUU Sports Officer in writing of the specific issue. The Sports Officer will
then inform Unigym management and arrange a meeting to resolve any outstanding
issues.
Unigym will also establish a process for users to report small faults with Unigym facilities.
Unigym undertakes to act on and rectify any small faults as soon as possible after they
have been reported. Please refer also to the ‘Communications procedure between TUU
clubs, Sports Council and UTAS Unigym’ (page 15).
2.4.2 Resolution of any issues arising (non‐affiliated sports clubs only)
Should any non‐affiliated clubs, groups or individuals using our facilities or equipment
encounter any damage, breakages, queries or concerns, they should be directed to the
Unigym Bookings Officer in the first instance. Try to avoid presenting complaints or
issues to Unigym reception staff as resolutions or obtaining information through this
avenue may take longer than necessary.
Should the Unigym Bookings Officer not respond or be unavailable, the Unigym Team
Leader is the person to contact. Any queries about booking alterations, cancellations,
payment issues or an update on ground closures should also be directed to the Unigym
Bookings Officer (see page 17 for contact details).
If you have any other queries, please contact your Unigym Bookings Officer and they will
ensure your query is directed to the correct person and is resolved as quickly as possible.
UTAS Unigym Booking Guidelines|103. Guidelines for clubs/groups/individuals considering use of Unigym
facilities – applicable to all models
The following guidelines must be adhered to by all clubs/groups/individuals wishing to
use Unigym grounds and facilities.
3.1 General information
Clubs may not sub‐let or on‐hire grounds and facilities they have hired from
Unigym. All club bookings must be submitted directly to Unigym, not via other
avenues or other clubs.
All parties have a responsibility to behave professionally throughout negotiations
and discussions pertaining to ground bookings and fees. It should be
remembered that facilities are in short supply and funding is scarce for all parties.
If a facility has been booked by a club/group and an unauthorised group does not
vacate the facility after being requested to do so, Unigym reception should be
contacted to deal with the issue. Security may then be contacted if clubs or
groups remain non‐compliant. If an incident occurs outside the Unigym operating
hours, contact University Security (6226 7600 – Hobart, or 6324 3336 –
Launceston).
Failure to comply with Unigym requests to vacate a facility or venue on time may
result in future bookings being jeopardised, should the trend continue.
Clear lines of communication (i.e. club contacts) should be provided to the TUU
each year and a list forwarded to Unigym from the TUU Sports Officer.
All sporting clubs using Unigym facilities/grounds will be invoiced on a monthly
basis by Unigym for all facility hire. (All invoices for TUU‐affiliated clubs will be
directed to the Sports Council.) Payments are required within 30 days. Should an
account become overdue, an overdue fee will apply (calculated at 3% per week
the account is overdue) and future use of the facilities/grounds may be
jeopardised.
Should a group/club not pay their account by the due date on more than one
occasion, they will be required to pay up front (or in advance) for all future
bookings or future bookings may be declined. Unigym may request up‐front
payment from some non‐affiliated clubs/users of the facilities. All TUU‐affiliated
sporting clubs/groups making ongoing bookings for use of Unigym
facilities/grounds will receive a booking confirmation or statement to confirm
compliance with club/group needs following the receipt of the booking request
form. Frequent booking confirmation statements will be sent if regular changes
are being made.
UTAS Unigym Booking Guidelines|11 Please ensure any cancellations to bookings made by any user groups are made
within 48 hours of the booking via submission of a Unigym cancellation form
otherwise the charges will apply and payment is expected.
Unigym encourages all TUU‐affiliated clubs to liaise closely with the TUU Sports
Officer; they may arrange regular meetings with Unigym to ensure clarity by all
parties. Unigym and TUU representatives will arrange regular meetings (on a
quarterly basis where possible) to ensure any concerns or issues requiring
clarification are addressed.
3.2 Maintenance
Commercial Services & Development is responsible for ground maintenance and
UTAS engages a contractor to maintain all grounds at the Hobart campus. Any
issues relating to ground condition or maintenance should be presented to the
Unigym Bookings Officer, who will act accordingly. Issues of concern should not
be directed toward ground contractors.
Access to cricket practice nets and any maintenance and safety issues relating to
the nets are the responsibility of Unigym. Should clubs identify any urgent
issues/hazards, please alert the Unigym Bookings Officer as soon as possible.
Other issues should be directed to the TUU Sports Officer.
Clubs should not carry out maintenance on grounds without first informing
Unigym and gaining approval (this includes line marking, ground repairs etc).
It should also be noted that additional line marking, mowing or ground set‐ups
outside the ‘regular’ sporting season will incur additional charges to Unigym that
Unigym will pass on to the club or group. Clients requiring this service will be
informed as soon as the booking has been processed.
Where a ground/facility is not in use due to maintenance, the clubs will be
informed with as much notice as possible. Unigym will contact the TUU Sports
Officer who will then be responsible for advising the appropriate club of the
unavailability of facilities. Clubs must inform Unigym if any urgent maintenance
issues arise. Charges will not be incurred if the facility or ground cannot be used
(providing Unigym is informed).
All decisions relating to ground closures will be made by the UTAS grounds
contractors and this decision is final.
Grounds/facilities that are closed may not be accessed by clubs, groups or
individuals under any circumstances.
3.3 Booking information
The official booking request form can be downloaded from the Unigym website:
www.unigym.com.au or a hard copy can be obtained from Unigym reception.
UTAS Unigym Booking Guidelines|12 All bookings (for all uses) are to be made through Unigym at least two weeks
prior to a booking requirement and/or prior to the commencement of the
sporting roster/season (for long‐term bookings) using the official booking request
form. Please note: the earlier bookings are made, the greater the opportunity to
meet the needs of all clubs.
TUU‐affiliated and non‐affiliated clubs must submit booking request forms
directly to the Unigym Bookings Officer. (Clubs should also refer to the booking
information provided in section 2.1 on page 8 for cut‐off dates.) It should be
emphasised that although TUU‐affiliated sports clubs will be given priority, the
completion of a booking request form does not guarantee use of a facility or the
times requested. Bookings will be allocated at the discretion of Unigym.
To establish costs associated with the booking and to prepare the facility for the
booking, Unigym will require a detailed breakdown of requirements for the
booking. For example, Under 12 program – Monday and Wednesday nights
4–6pm. Line marking for football required; access to change rooms.
Unigym is aware that not all bookings (for TUU‐affiliated clubs) are known fully
until the season proper. In this event, the booking will be entered tentatively and
final confirmation of the booking time/date must be communicated to the
Unigym Bookings Officer two weeks prior to the event.
If written confirmation is not received by Unigym, the booking will be forfeited
and Unigym will assume the booking is no longer required and may re‐book the
facility/ground.
Users of the facilities must notify the Unigym Bookings Officer if a ground/facility
was used longer (or less than) than the initial booking time by 10am the following
morning to ensure the invoice reflects the appropriate usage time.
Should a booking not be required, a Unigym cancellation form must be
completed and received at least 48 hours before the booking is due. Charges will
otherwise be applied. Emails may be used to alert the Unigym Bookings Officer
that a venue will not be used; this should be followed up by completing the
cancellation form to ensure you are not billed for the use.
Facilities (except the rock climbing wall) can be booked for casual, ‘once off’ or
longer‐term bookings by clubs or external clients, providing a booking request
form and public liability insurance form have been submitted to the Unigym
Bookings Officer two weeks in advance of the booking requirement date.
Blanket bookings will not be accepted for high demand grounds or facilities. Such
bookings must be discussed with the Unigym Bookings Officer (see page 17 for
contact details) to determine appropriate bookings and charges.
Clubs must be flexible with their booking requirements to ensure all clubs have
reasonable use of the grounds and facilities. For example, clubs/groups may not
necessarily be able to access the same times/days that they have accessed
UTAS Unigym Booking Guidelines|13grounds/facilities in the past. Bookings for the cricket nets must be made through
Unigym and a key will be available from the centre in exchange for a personal
identification card.
Olinda Grove
Additional charges may apply for use of Olinda Grove clubroom facilities
(Hobart).
Clubs/user groups intending to book the Olinda Grove grounds, please be aware
that as this venue is ‘off site’, Unigym will require clubs to pay a $50 deposit to
use keys that will be required to unlock the boom gate to access the ground (and
parking) in addition to the change room facilities.
For all short‐term or irregular bookings for the ground, the key should be
returned to Unigym within 24 hours of the booking.
Clubs/groups holding long‐term bookings for the Olinda Grove ground will be
entitled to hold the key for the duration of the season and will be required to
return it immediately following the final booking.
3.4 Club management
All clubs are responsible for maintaining their own financial, administrative,
membership and management systems.
TUU‐affiliated clubs are responsible for maintaining personal accident, public
liability insurance and fire and theft insurance for items owned.
TUU‐affiliated clubs are encouraged to consider accessing federal and state
government grant programs for infrastructure/funding support. It is
recommended that applications be discussed with Unigym where applicable.
Clubrooms are the responsibility of the TUU‐affiliated sports clubs. Access to
theses venues is via the TUU or sports club, not Unigym.
Clubs must agree to comply with the 2013 Unigym Booking Guidelines and
comply with Unigym management requests and requirements.
Clubs must understand that there will be occasions where Unigym events or
activities may result in a resource or facility being unavailable to a club or group.
Clubs will be notified by Unigym with as much notice as possible should this
occur.
4. Communications procedure between TUU clubs, Sports Council and
Unigym (TUU‐affiliated club information only)
4.1 Minor maintenance for Unigym facilities and grounds
For issues that can be resolved quickly, such as replacing a light globe or correcting a
leaking tap:
UTAS Unigym Booking Guidelines|14 Contact your Unigym Bookings Officer via email outlining the specific issue and
location.
CC in the TUU Sports Officer and the TUU Sports Council President (see page 17
for contact details).
Please note: club executives are not to take this request to the front desk at Unigym as
staff on the front desk are not in a position to act on any such request.
4.2 Emergency maintenance or urgent WHS issues – any facility
An emergency relates to anything that is going to cause immediate damage to property,
assets or is a security or work health and safety risk. An example may be a burst water
main or damage to the climbing wall which makes the facility no longer a safe working
environment.
Immediately contact the Unigym Team Leader via phone.
Also send an email to the Unigym Team Leader outlining the issue and location.
CC the TUU Sports Officer and the TUU Sports Council President (see page 17 for
contact details).
If phone contact with the Unigym Team Leader is not possible, contact the TUU Sports
Officer who will make contact with the Unigym Team Leader as soon as possible. The
TUU Sports Officer will also update the Sports Council and the Club Executive of the
issue.
4.3 Major works and maintenance for Unigym facilities, clubrooms and
grounds
For significant maintenance or damage that doesn’t require immediate attention (for
example, facility upgrades such as installing training mirrors in the dojo room):
Contact the TUU Sports Officer and the TUU Sports Council President via email
(see page 17 for contact details).
The Sports Council will then make contact with Unigym with the maintenance request on
behalf of the sporting club.
Simple maintenance jobs for Unigym facilities can be directed to the Unigym
Bookings Officer via email.
Any significant issues or damage requiring repairs to clubroom facilities or to a Sports
Council asset are to be directed via email to the TUU Sports Officer and the TUU Sports
Council President via email. This will then be brought in front of the Sports Council
where necessary. The TUU maintenance team is then required to get three quotes for
large maintenance jobs. Small requests such as leaking taps can come from the clubroom
maintenance budget line without this requirement.
UTAS Unigym Booking Guidelines|15Contact details
Unigym Team Leader
Sarah Campbell
Email: s.l.campbell@utas.edu.au
Ph: 6324 3692
Mob: 0438 086 575
Unigym Bookings Officer – Hobart
Kelly Scott
Email: Kelly.scott@utas.edu.au
Phone: 6226 1762
Fax: 6226 7896
Unigym Bookings Officer – Launceston & Burnie
Marcus Grantham
marcus.grantham@utas.edu.au
Phone: 6324 3092
TUU Sports Officer
Ingrid Lagerewskij
Email: Ingrid.Lagerewskij@utas.edu.au
Ph. 6226 2854
TUU Sports Council President
Sam Perkins
Email: Samuel.c.t.perkins@gmail.com
Mob: 0451 020 243
University Security – Hobart
Ph: 6226 7600
University Security – Launceston
Ph: 6324 3336
UTAS Unigym Booking Guidelines|16You can also read
