Facilities Management Procedure

1. The purpose of our procedure

This procedure outlines how Adelaide University manages the use of its facilities, ensuring they are prioritised for core University purposes while providing clear processes for approved University and external use.

Please read this procedure in conjunction with:

• Estates and Facilities Management Policy
• Adelaide University By-Laws.

2. Who our procedure applies to

This procedure applies to the Adelaide University community and to external parties who use or seek to use facilities owned, managed, leased or controlled by Adelaide University.

3. Our facilities management procedure

Adelaide University is committed to providing a safe and secure environment for our Adelaide University community and the general public.

3.1 Our approach to facility use and maintenance

We are committed to providing clean, tidy and well-maintained facilities for all users. To support this commitment:

• users of Adelaide University facilities are expected to keep spaces tidy and place rubbish in the appropriate bins provided (general, recycling or organic)
• the Chief Property Officer or delegate will arrange regular cleaning, gardening and preventative maintenance works to keep facilities in safe working order and in line with statutory compliance requirements
• staff may request specific maintenance using the [online portal] if needed.

Posters and banners may be displayed only on designated totems and noticeboards. Any material deemed offensive or inappropriate will be removed.

You must obtain approval from the Chief Property Officer or delegate before:

• affixing any bill, poster, placard or notice to university property other than areas designated for such purposes
• marking any surface including roads with paint, chalk or other means.

Without the prior consent of the Chief Property Officer or delegate, you must not:

• light a fire outside a designated fireplace
• camp on University grounds
• use unmanned aerial vehicles, such as drones, on campus grounds. Approval by the Unmanned Research Aerial Facility is also required in these situations.

Smoking, including the use of e-cigarettes and vaping, is prohibited on Adelaide University premises and grounds, other than in designated smoking areas.

Abandoned and uncollected confiscated goods will be held for the required statutory period and then donated to a non-profit organisation at the discretion of the Chief Property Officer.

3.2 Our approach to campus safety

Adelaide University uses surveillance devices, including visible and signposted closed circuit television system and body-worn recording devices, to:  

• support the safety and wellbeing of staff, students and visitors
• deter unlawful behaviour
• monitor operational issues such as access, traffic, and damage.

Surveillance on Adelaide University grounds will:

• never be used in private or sensitive areas such as bathrooms or prayer rooms, where a person would reasonably expect privacy
• always be signposted unless specifically at the request of law enforcement and only on provision of a valid warrant, subpoena, court order, or with the approval of the General Counsel or delegate
• comply with the Surveillance Devices Act 2016 (SA).

Data collected from our security systems will be:  

• stored securely and accessed only by trained and authorised [Control Panel Operators]
• managed in compliance with our Privacy Policy and Records Management Procedure.

Unauthorised or inappropriate use of, or access to, surveillance systems will result in disciplinary action under the enterprise agreement and associated procedures of the relevant foundation university. Once the Adelaide University enterprise agreement comes into effect, it will supersede the foundation university agreements, and disciplinary action will be managed in accordance with the new agreement and its procedures.

3.3 Our approach to alcohol consumption in our facilities

Adelaide University will only permit the lawful and responsible use of alcohol on University grounds as specified in the Adelaide University By-Laws.

Approval by the Chief Property Officer or delegate is required before consuming or serving alcohol outside of licensed venues on campus, except where alcohol is purchased or produced for teaching or research purposes.

Function organisers who intend to serve alcohol outside of a licenced venue:

• must submit an [Application to Serve Alcohol online form] at least two weeks before the event and obtain approval from the Chief Property Officer or delegate prior to the function
• will be required to submit a completed risk assessment to the Customer Services Officer (Bookings and Events) and may need to have security present at the event.  

3.4 Our approach to animals on campus

Assistance animals, including guide dogs, hearing dogs, and other certified assistance animals are always permitted on University grounds.

Pets other than assistance animals:

• may not be brought onto the North Terrace University grounds
• may be brought onto other University grounds if they are kept on a leash or other restraint device, except in restricted areas as signposted
• may only be brought into University buildings with the prior consent of the Chief Property Officer or delegate.

Live animals may be brought onto campus to support the University’s core business functions (such as research, teaching and farm activities) and in accordance with relevant procedures including the [Care and Use of Animals in Research].

The Chief Property Officer or delegate will arrange the ethical cull of pest animals including deer, foxes and rodents as required.

3.5 Enforcement of this procedure

Authorised persons may:

• remove persons breaching conditions or acting in an intoxicated, dangerous or inappropriate manner. Removed persons may not return without permission from the Chief Property Officer or delegate.
• remove animals from University grounds if they are present in breach of the conditions in this procedure
• confiscate prohibited items
• recover costs or penalties associated with damage or injury caused by a person or animal to other persons or university property.

Breaches of this procedure, or of our policies or Adelaide University By-Laws, may result in disciplinary action under the enterprise agreement and associated procedures of the relevant foundation university, and may also include expiation notices or other penalties as appropriate. Once the Adelaide University enterprise agreement comes into effect, it will supersede the foundation university agreements, and disciplinary action will be managed in accordance with the new agreement and its procedures. We reserve the right to withdraw or rescind any approvals of the above activities if required.

4. Who holds a responsibility within this procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

4.1 The Chief Property Officer or delegate is required to:

• manage estates and facilities with regard to strategic use  
• coordinate security operations and maintenance work across Adelaide University campuses and facilities
• coordinate and oversee the ethical culling of pest animals when required.

4.2 Facility users are required to:

• comply with the Adelaide University By-Laws, policies and procedures when on University grounds
• obey directions given by authorised persons.

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Adelaide University community refers to the broad range of stakeholders who engage with Adelaide University and includes (but is not limited to) students, staff, and non-staff members including alumni, honorary titleholders, adjuncts, visiting academics, guest lecturers, volunteers, suppliers, and partners who are engaging with and contributing to the work of Adelaide University.

Alcohol in this procedure refers to specifically to beverages which at 20° Celsius contain more than 1.15 per cent ethanol by volume and includes wine, beer and distilled spirits. Other types of alcohol, such as those used in teaching and research laboratories that are not developed or purchased for consumption, are excluded from this procedure.

Closed circuit television (CCTV) system means any combination of cameras, lenses, digital or other video recorders and/or accessories and backend systems installed for the purpose of monitoring and/or recording visual activity.

Foundation universities refer to the University of Adelaide and the University of South Australia.

Surveillance devices as defined by the Surveillance Device Act 2016 (SA) include:

1. a listening device
2. an optical surveillance device  
3. a tracking device
4. a data surveillance device  
5. a device that is a combination of any of these devices
6. a device of a class or kind

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7. Legislation and other documents related to our procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

8. History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.