Centralised Room Booking Policy

Transcription

1 Policy No: OP86 Version: 1.0 Name of Policy: Centralised Room Booking Policy Effective From: 19/08/2015 Date Ratified 17/08/2015 Ratified Inter-Professional Learning Council Review Date 01/08/2017 Sponsor Director of Strategy and Performance Expiry Date 16/08/2018 Withdrawn Date Unless this copy has been taken directly from the Trust intranet site (Pandora) there is no assurance that this is the most up to date version This policy supersedes all previous issues Centralised Room Booking Policy v1

2 Version Control Version Release Author/Reviewer /08/2015 Jason Crawford / Chris Guy Ratified by/authorised by Inter- Professional Learning Council Date Changes (Please identify page no.) 17/08/2015 Policy was originally part of OP72 but has been extracted and developed as not all room bookings require the use of audio visual system and vice versa Centralised Room Booking Policy v1 2

3 Contents Section Page 1 Introduction Policy scope Aim of policy Duties (Roles and responsibilities) Definitions Main Body of the policy Booking rooms Exceptions Priority of Allocation Cancellations Chargeable room hire Out of hours Monitoring Withdrawal of service agreement Training Equality and diversity Monitoring compliance with the policy Consultation and review Implementation of policy (including raising awareness) References... 8 Appendices Appendix 1 Room Locations... 9 Appendix 2 Room Tarifs Centralised Room Booking Policy v1 3

4 Centralised Room Booking Policy 1 Introduction This policy applies to any individual responsible for arranging room bookings for education or meetings. Gateshead Health NHS Foundation Trust utilises an on-line booking system that facilitates the central coordination of rooms and resources across the Trust. However, the responsibility for rooms and equipment, including maintenance and replacement, remains with the room owners. The Trust will take reasonable measures to: provide appropriate room facilities for all employees and other users manage the allocation of room bookings where conflict arises in an equitable manner Identify alternative facilities if required when bookings are unavailable Ensure users of the room booking system are supported in its use The online booking portal can be found here: 2 Policy scope This policy covers meeting and education rooms across the Bensham and Queen Elizabeth Hospital sites. The policy applies to everyone employed by Gateshead Health NHS Foundation Trust, locums, students or trainees on temporary placements. The policy also applies to other individuals and agencies such as volunteers, visiting professionals, researchers, hired educationalists, technicians, maintenance engineers and any other persons who may on occasion, and for whatever purpose, be present on the Trust premises. 3 Aim of policy To make users aware of the facilities available To raise awareness of alternative venues available To assist users in booking venues To ensure that all users who book rooms are familiar with their responsibilities 4 Duties (roles and responsibilities) Trust Board The Trust Board is responsible for implementing a robust system of corporate governance within the organisation. This includes having a systematic process for the management of resources within the Trust. Chief Executive The Chief Executive is ultimately responsible for ensuring effective corporate governance within the organisation and therefore supports the Trust-wide implementation of this policy. Interprofessional Learning Committee The IPLC provides leadership and structure to ensure a coherent and coordinated approach to all education activity within the organisation. In light of this remit the IPLC is held to account for all governance issues related to the operational use of the teaching resources in an educational context. Any dispute regarding room bookings will be heard by the IPLC. Centralised Room Booking Policy v1 4

5 Education Centre & Clinical Skills Manager The Education Centre & Clinical Skills Manager is the named operational lead for the room booking system and will manage the system on behalf of the Trust. This should be the first point of contact for issues concerning performance, access, training and monitoring. Any disputes that remain unresolved will be escalated to the Clinical Educator / Business Development Lead and onto the IPLC if so required. All Staff All staff within the Trust are responsible for ensuring that the principles outlined within this policy are universally adhered too. 5 Definitions IPLC Interprofessional Learning Council SIFT Service Increment For Teaching 6 Centralised room booking policy The Education Centre & Clinical Skills Manager will have overall responsibility for the administration and management of room booking arrangements and is responsible to the Clinical Educator / Business Development Lead. A list of rooms available in the Trust can be found in appendix 1: Room Locations 6.1 Booking rooms Rooms are booked by accessing the online booking system from the Info Services tab at the top of the intranet home page New users should follow the Room Booking Instructions and register before booking the room. Existing users log in using address and password. Rooms can be booked up to 8 weeks in advance on the intranet. For all bookings further in advance room.bookings@ghnt.nhs.uk 6.2 Exceptions The Sim Room is restricted on the general room booking system because of the specialist equipment housed within it, the permanent setup of simulation equipment and continual AV recording place limitations on the rooms applications. 6.3 Priority of allocation Clinical Skills Centre: Clinical Skills Centre aims to host only clinical teaching and training courses. Some rooms will have a designated primary purpose and this will take priority, e.g. the Sim Room and Ward area should be used for clinical teaching and only used for other events if no clinical teaching scheduled and no other space available. Clinical skills facilities are largely funded from the Undergraduate Medical Education income stream (SIFT) to ensure that Undergraduate Medical Education can take place within the Trust. Central to the success of this commitment we must ensure that teaching programmes are coordinated across the Tyne Base Unit (Newcastle Royal Victoria Infirmary, Newcastle Freeman Hospital and Gateshead Queen Elizabeth Hospital). Undergraduate education does not demand the use of the facilities in the Clinical Skills Centre every day of Centralised Room Booking Policy v1 5

6 the year, so once the planned years diary of courses is scheduled into the room booking system we then populate the rooms with Trust training and development first and any external/income generation bookings afterwards. This allows us to safeguard our undergraduate medical education commitment, meet the room requirements of our Trust employees, and allow for income generation without obstructing the former. The room booking priority system is as follows: Undergraduate Medical Education room bookings are given priority booking under normal circumstances in Clinical Skills. Undergraduate teaching activity occurs as part of the Tyne Base Unit rotation and synchronises with the Newcastle Medical School undergraduate program. Undergraduate medical education bookings are usually reserved 12-months in advance. Internal training activity for the Trust workforce is given second priority of the rooms for teaching activity. Booking of these events usually takes place after the undergraduate medical education bookings are confirmed. Facilities are offered finally to external bodies/non-trust courses after the undergraduate and Trust workforce events are secured. This approach also reduces the amount of re-scheduling that is required if bookings are cancelled or alternate resources are required. Education Centre: The Education Centre aims to host Trust business and administrative meetings, conferences and large training events such as Mandatory Training and Trust Induction. Clinical teaching is not encouraged within the Education Centre as it is not a suitable environment. However, it can be used for this purpose by exception if the Clinical Skills Centre is unavailable. QEH Satellite rooms: Outside of the Room Booking System rooms are available in the Agile Working Area: booking can be made by to facilities.admin@ghnt.nhs.uk. Bensham Hospital: OD & Training department; bookings can be made to odandtraining@ghnt.nhs.uk 6.4 Cancellations If facilities have been booked and then are no longer required they must be cancelled via the room booking administrator room.bookings@ghnt.nhs.uk If a booking has been agreed to incur a charge for use, such as a room hire fee; and a cancellation is received in writing more than 14 days before the day of arrival no cancellation fee is charged and a full refund is given. However if the booking is cancelled less than 14 days in advance, you will be refunded 50% of the room charge. 100% of the fee will be charged if the cancellation is not received 24-hours before the day of arrival. 6.5 Chargeable Room Hire Room hire will be charged for all events that are sponsored or delegates are charged for attending and non-nhs organisations that wish to utilise Trust facilities. Room hire fees are available from the Education Centre & Clinical Skills Manager via clinical.skills@ghnt.nhs.uk (as an example the tariffs are presented in appendix 2) Centralised Room Booking Policy v1 6

7 In rare instances where it is necessary to accommodate Trust activities off-site due to hosting conference type events in the Education Centre, the fees for room hire charged to the conference event will include the cost of re-housing the Trust event externally. Payment for room hire is usually invoiced in full on the week of booking 6.6 Out of Hours Some of the rooms are available for use out of normal working hours, but please note the areas are staffed only in office hours. Those requiring rooms out of hours are responsible for the security of these rooms and for making any special arrangements agreed in advance. Guidance on security contacts and procedures can be obtained from the Clinical Skills and Education Centre manager prior to the date the room is required. Please note that cleaning charges are added to room hire fees at the weekend. Due to access restrictions, security and cleaning arrangements the use of the Education Centre and the Clinical Skills Centre out of hours is ultimately at the discretion of the Education Centre & Clinical Skills Manager. 6.7 Monitoring A report on room usage will be submitted to the IPLC on an annual basis. 6.8 Withdrawal of Service Agreement 7 Training All staff will be requested to use facilities in a safe and proper manner and to leave the facilities secure and tidy as instructed. Catering will only be provided if there are facilities within the rooms. No catering will be permitted in the Lecture Theatre. The ability to book rooms will be withdrawn if rooms are left in an unsuitable state and will only be reinstated with the agreement of the Clinical Skills and Education Centre manager. Training on the Room Booking system is available by contacting room.bookings@ghnt.nhs.uk 8 Equality and diversity A hearing loop system is available in: Clinical Skills Centre: Seminar Rooms 1 & 2 Education Centre: Room 5 and Lecture Theatre 9 Monitoring compliance with the policy Standard/process/issue Monitoring and audit Method By Committee Frequency Room usage audit Annual Audit Education Centre & Clinical Skills Manager IPLC Annual 10 Consultation and review This policy, will be reviewed every 2-years by the IPLC. Centralised Room Booking Policy v1 7

8 11 Implementation of policy (including raising awareness) All employees within the CSSC will be familiar with this policy and the operational framework for the Centre. A copy of the policy will be available in the main office and the observation room within the CSSC, as well as on the Trust intranet. This policy will be implemented in accordance with OP27 Policy for the development, management and authorisation of policies and procedures. Centralised Room Booking Policy v1 8

9 Appendix 1: Room Location Rooms on Room Booking System Education Centre Room 1 10 Clinical Skills & Education Centre Manager Room 2 10 Clinical Skills & Education Centre Manager Room 3 30 Clinical Skills & Education Centre Manager Room 4 16 Clinical Skills & Education Centre Manager Room 5 12 Clinical Skills & Education Centre Manager Room 6 20 Clinical Skills & Education Centre Manager Lecture Theatre 120 Clinical Skills & Education Centre Manager Room 9 20 Clinical Skills & Education Centre Manager Room Clinical Skills & Education Centre Manager Clinical Skills Centre Seminar 1 15 Clinical Skills & Education Centre Manager Seminar 2 20 Clinical Skills & Education Centre Manager Seminar 3 20 Clinical Skills & Education Centre Manager Seminar 4 12 Clinical Skills & Education Centre Manager Tutorial 1 8 Clinical Skills & Education Centre Manager Tutorial 2 8 Clinical Skills & Education Centre Manager SIM room 12 Clinical Skills & Education Centre Manager Ward Area 30 Clinical Skills & Education Centre Manager Rest of Trust Lean Room 15 Clinical Skills & Education Centre Manager Breast Screening Seminar Room 30 Breast Screening Secretaries Gynae Onc Seminar Room 30 Gynae Onc Secretaries Radiology Seminar Room 20 Radiology Secretaries Womens Health Seminar Room 20 Clinical Skills & Education Centre Manager North East Surgery Centre MDT Room 40 Surgery Centre Secretary Bensham Committee Room 16 Clinical Skills & Education Centre Manager Centralised Room Booking Policy v1 9

10 Rooms not on Room Booking System Agile Working Area Focus Room 1 6 Facilities Office Focus Room 2 6 Facilities Office Focus Room 3 6 Facilities Office Meeting Room 12 Facilities Office Bensham OD & T room 18 OD & Training Dept Centralised Room Booking Policy v1 10

11 Room Seminar 1 W 5.8 Capacity (max seated) Clinical Skills Centre Room Fees Tables & Chairs 15 seated 15 with writing tablets. 1 table Appendix 2: Room Tariff Equipment Suitability Charge Interactive board PC/projection presentations. Can be altered for skill stations and practical scenarios Full day 100 Half day 60 L 5.0 Seminar 2 W seated 20 with writing tablets. 1 table Interactive board PC/projection presentations. Can be altered for skill stations and practical scenarios Full day 120 Half day 72 L 6.1 Seminar 3 W seated 20 with writing tablets Interactive board PC/projection presentations. Can be altered for skill stations and practical scenarios Full day 120 Half day 72 L 7.1 Seminar 4 W seated 12 with writing tablets 2x widescreen TV s PC presentations. Can be altered for skill stations and practical scenarios Full day 90 Half day 45 L 5.9 Tutorial 1 W 3.9 L seated 6 Chairs 1 table Interactive board PC/projection discussion groups. Can be altered for skill stations and practical scenarios Full day 60 Half day 30 Tutorial 2 W seated 6 Chairs 1 table Interactive board PC/projection discussion groups. Can be altered for skill stations and practical scenarios Full day 60 Half day 30 L 3.5 Sim Room W 5.8 L 5.6 Not pre-set for seated teaching. Set as acute care/ A&E / Theatre 0 Recommend that room be viewed prior to being booked Flat screen TV linked to PC. Patient trolley, anaesthetic machine etc.. Set for clinical skills training. Audio visual equipment, and control room included in price but must be noted when booking Room looks like ITU / A&E / Operating Theatre. Full day 160 (+ simman & Operator = 400) Half day 100 (+ simman & Operator = 250) Ward Area W 6.6 L 11.7 Not pre-set for seated use. Set as bedded clinical ward. 0 Recommend that room be viewed prior to being booked PC/projection Capable of being split into 2 or three ward bedded areas. Suitable for ward based skills training Full day 120 Half day 72 Full Centre Hire (rooms only): 1 day = day = day = day = 1500 Centralised Room Booking Policy v1 11

12 Room 1 Room W 3.8 Capacity (max seated) Education Centre Room Fees Tables & Chairs 10 seated 2 rectangular tables forming a square Appendix 2: Room Tariff Equipment Suitability Charge Interactive Full day 90 Half day 45 L 4.3 Room 2 W seated 2 rectangular tables end to end Interactive Full day 90 Half day 45 L 5.7 Room 3 W seated Board room table Interactive Full day 200 Half day 110 L 9.9 Room 4 W seated 4 rectangular tables forming a square Interactive Full day 100 Half day 60 L 4.8 Room 5 W seated Oval meeting table Interactive Full day 100 Half day 60 L 4.8 Room 6 W seated Desks forming meeting table Interactive Full day 120 Half day 72 L 7.8 Lecture Theatre seats PC & projection to screen. Lectures / presentations Full day 225 Half day 120 Room 9 W rectangular tables forming a square Interactive Full day 120 Half day 72 L 7.5 Room 10 W Desks forming meeting table Interactive Full day 100 Half day 60 L 7.8 Full Centre Hire (except room 3): 1 day = day = day = day = 1500 Centralised Room Booking Policy v1 12