I Auxiliary Services

I-1     Residential Services

I-1-1 Transport

I-1-1-1 Mission

To provide and maintain transport for use by faculty staff and students, in the conduct of their University responsibilities.
 
Policies and Procedures:
• The responsibility for all University motor vehicles is vested in the Transportation Division. This responsibility shall include:

• Centralized responsibility for the purchase (initial supply or replacement), running costs, maintenance and other associated expenditure.
• Statistical reports maintained and analyzed to ensure economy, reliability & safety.
• Motor vehicles may be allocated to departments and shall be the responsibility of the department head.

I-1-1-2 The day-to-day utilization of motor vehicles may be delegated to:

 • Individuals whose duties involve necessary external responsibilities, inter-campus liaison and other needs which may be determined from time to time.
• Department or particular academic areas requiring specialized transport in connection with the teaching function.
• Departments which have the need for permanently allocated motor vehicles to carry out specific University duties, related to maintenance and administrative functions for the logistical support of the campus.
• Transportation Division for provision of a transport pool for casual use by any member of staff in connection with University duties and to meet any special requirement or emergency. This will be subject to availability and upon approval of the department head.

I-1-1-3 Utilization of allocated Motor Vehicles

It is the responsibility of the transportation supervisor and the department head involved in the use of a motor vehicle allocated to ensure the following:

• All drivers are appropriately licensed for the particular class of motor vehicles used in accordance with the classification stated on the reverse of the driving license.
• Motor vehicles are maintained, in accordance with the contract maintenance services provided by the Transportation Division.
• A record is kept of any journey by destination and return, odometer reading and any campus journey by a daily total figure in the appropriate column of the log book carried in all motor vehicles.
• University motor vehicles shall reside on campus. Where necessary or expedient in connection with the University duties and specifically approved by the director, the vehicle may be garaged off-campus and the responsibility for security shall be that of the driver concerned.
• 
  Motor vehicles are for the use of authorized staff of the University and no loans or hire to other users will be permitted. In certain circumstances, coverage of a spouse could be obtained with the approval of the Chancellor.
• The use of University motor vehicles allocated to departments must be authorized by the Chancellor.

The responsibility for the use of motor vehicle for legitimate educational purposes including compulsory excursions, camps or fields training remains with the head of the department concerned.

No University motor vehicles will travel outside the UAE without obtaining appropriate insurance coverage.

I-1-1-4 Responsibility for casual use of motor vehicles on University duties

Responsible notice (one working day) should be given for all request for casual use of motor vehicles and made to the transportation office. When a motor vehicle has been allotted from the central transport pool for a specific journey or period, the responsibility of the user is stated above.

I-1-1-5 Usage of Hired vehicles

Transportation Division will make every effort to provide motor vehicle for the purpose of official University business. However, if a vehicle is not available for the stated or if it is more economical and convenient to hire a vehicle then the transportation officer will inform the same to the requester and adequate arrangement will be made. The user pays the charges of such hired motor vehicles .

I-1-1-6 Operational Control

A replacement of motor vehicles provided for the duration of maintenance and services will be subject to availability.

Where repair or replacement of component becomes apparent or anticipated, prior advice must be given to Transportation Division. Service agents have been notified to advice where significant repair is required and estimated cost advised before proceeding.

I-1-1-7 Tire replacement

Contract is maintained by the University, and all replacement will be from this source except in emergency situation. A written report on the circumstances of any emergency purchase will accompany a request for reimbursement of any replacement purchased other than by University contract.

I-1-1-8 Vehicle Replacement:
The replacement of existing fleet motor vehicles may occur when:

• The insured valued of the car is less than 25% of the original purchase price.
• The annual cost of maintenance exceeds or estimated to exceed the insured value of the vehicle or,
• The vehicle is damaged and it is in the best financial interests of the University to replace the vehicle.
• For senior staff, the vehicle will be replaced when the car is 5 years old or after 180,000 km.

I-1-1-9 Damage to motor vehicles Procedures

In the event of accident damage to University motor vehicles, the following procedure will be followed:

• Accidents during or outside the course of University business must be reported personally and immediately to the Transportation Supervisor.
• Original police accident report should be handed to the Transportation Supervisor.
• The Transportation Supervisor should personally and immediately report to the department’s Manager and file in detailed written report within 24 hours. However, the report should be documented as to the car history for future record.
• Failure to report an accident or incident of damage which are required will be considered in assessing fault to the driver and may result in assessment of repair costs or insurance deductibles to the associated party.
• In the event that a driver uses a University vehicle for personal purposes, the driver will be personally liable for accidents and damage that occur during such personal use and shall be subject to corrective action taken by the department head.

I-1-1-10 Motor Vehicle Insurance

The University shall provide comprehensive insurance cover for all motor vehicles owned and / or used by the University

I-1-2 The University Leisure Center

I-1-2-1 Purpose

“The Leisure Center has been provided by the University for the exclusive use and enjoyment of its faculty/staff and their families living on campus. Rules, regulations and guidelines governing the Center’s use will be determined by a ‘Leisure Center Committee’, appointed by the Chancellor.”

I-1-2-2 Leisure Center Hours of Operations

The Center will operate under summer and winter hours. Summer is defined as the period from May 1 to October 31.
• Summer Hours:
The LC will be open from 8:00 am until 12:00 noon, and from 2:00 pm until 9:00 pm on weekdays and from 8:30 am until 9:00 pm on weekends . (The pool may go on limited hours of operation from July 15 to September 1).
• Winter Hours:
The LC will be open from 8:00 am until 12:00 noon, and from 2:00 pm until 9:00 pm on weekdays, and from 8:30 am until 9:00 pm on weekends.

I-1-2-3 Children, Youth and Adults

Children are defined as being under 12 years of age; youths 12 to 17; adults 18 and over. Only adults are permitted to use the Exercise Room.

I-1-2-4 Pool Regulations

• The pool and gymnasium are for the sole use of the AUS residents.
• The resident is entitled for not more than two guests’ admittance per day. Additional guests will be charged an amount of AED 50/-.
• Guests should be accompanied to the Leisure Center by the resident or resident adult (over 18 years) at all times.
• The “Guest” policy will not apply to AUS students as they are prohibited from using the Leisure Center under any circumstances.
• Videos and cameras are strictly forbidden inside the Leisure Center unless written approval is obtained from management.
• Private parties are allowed only on the playground area, and only with prior management’s written permission.
• The lifeguard on duty is responsible for implementing and enforcing the Leisure Center rules and regulations.
• A designated adult (over 18 years) is responsible for and must supervise children at all times. Adults should limit the number of children they supervise.
•Non-swimmers must stay in the shallow end of the pool.
• Children who are not potty trained must wear swimming diapers in both pools.
• An adult must supervise children using the slide.
• The Jacuzzi is for the adult use only.
• All swimmers must shower before entering the pools.
• All swimmers must wear appropriate swimwear in the pool.
• Diving and jumping into the pool is only permitted in the deep end, and then at an individual’s own risk.
• Running around the edge of the pool is not permitted.
• Unruly behavior that may lead to injury is not permitted.
• Food must not be eaten near the pool; however, food and drinks can be brought into the facility, bust must be consumed at the tables provided.
• The lifeguard/manager may close the pool during the cleaning process or during any other pool maintenance that requires the pool to be empty.

I-1-2-5 Guests

Residents will be given a limited number of passes to the facility for houseguests. Guests from outside the campus should be restricted in number and must be accompanied by an adult resident.
The Leisure Center cannot be reserved for private parties. Tables and lounges and the like are available on a “first come” basis.

I-1-2-6 General Regulations

• No glass objects are permitted in the facility.
• Smoking will be allowed only in the designated smoking area.
• Amplified music will not be allowed. Music with earplugs is acceptable.
• For the sake of the near by tenants, general noise should be kept to a minimum.
• No pets will be allowed in the Center’s facilities.
• Balls or other throwing objects are not allowed in the Center.
• Telephone priority must first be given to emergencies. All other calls must be kept to a minimum.
• For safety reasons, persons using the gym should wear proper attire.

The Leisure Center Committee understands that some rules, regulations, and guidelines are necessary and important, but they should not be seen as a substitute for common sense and parental guidance. Members of the community are primarily responsible for enforcing these rules. Any flagrant or repeated abuse should be reported to the Committee for appropriate action.

I-2     Business Services

I-2-1    Travel Procedure

I-2-1-1  Annual Leaves

• The staff/ faculty fills the Annual Leave Travel form( FA-OPD-017) with his/her basic entitlement details according to his/ her contract, including destination, ticket class- Economy /Business Class, One way /Two ways,) and signs it.
• Staff/ faculty gets this form approved and signed from HR.
• Staff/ faculty contacts the Travel Office to make the required reservations.
• AUS Travel Officer checks and signs the travel form and hands it over to the Travel Office in order to proceed and issue the ticket.

I-2-1-2  Business Trips

I-2-2    Catering Procedure

• An LPO is assigned.
• The requesting Department makes the second approval.

The Catering Supervisor prints the LPO with the supporting Documents and sends it to the related Vendor.

I-2-3    AUS Copy Center

I-2-3-1  Mission

AUS Copy Center provides a variety of a quality and reasonably priced document reproduction services for AUS schools, departments, faculty members, staff and students.

I-2-3-2  Location

Main Building, Ground Floor,
Office No. MG34 – within the AUS Post Office

I-2-3-3  University Policy

AUS policy states "all departments and individuals in need of duplicating services (exclusive of small copying jobs completed on office copiers) that will be paid from University funds must acquire those services through AUS Copy Center”.

I-2-3-4  Service Philosophy

Copy center Services' role at AUS is to help Faculty, staff and students acquire the duplicating they require to meet their institutional missions, goals and objectives.
Three key variables that customers must consider when asking for assistance in the production of their publications are price, quality and speed. Several different production methods are usually available at each stage of the production process that, in turn, offer varying combinations of cost, quality and completion time.
The three variables of price, quality and speed are almost always interdependent and are almost always inversely related. That is, increasing the emphasis on any one of the three usually has a negative impact on the other two. Simply stated:

• Least expensive printing usually is not done to the highest standards of quality, nor does it involve RUSH Charges or overtime expenses for fast completion.
• Fast printing utilizes the easiest production methods, which are usually not the highest quality and speed that requires overtime, etc., is naturally more expensive. RUSH charges are explained later in this booklet under "Routine Duplicating."
• High quality printing generally requires more expensive production techniques and more time to complete than lower quality work.

The role of the Copy Center staff is to provide advice and assistance as customers balance the equation of Price, Quality and Speed and then to provide the printed product to meet the requirements specified. To do that, Copy Center staff will seek to provide information and options whenever needed.
Whether production occurs on the University's high-speed copiers and duplication presses or on the various large presses at commercial printers off the campus, the role of Copy Center is to help customers obtain the least expensive printing possible given the quality and speed they require.

I-2-3-5  Goal

Meeting our customer needs, being flexible and imaginative in producing a variety of printed products, with rapid turn-around time and meeting accepted standards of quality.

I-2-3-6  Making Copies
In order to achieve the goal, and to compete in an environment, in which more customers demand their jobs on a tight time-line, we have acquired digital technology in our high-speed copier. They provide us with reliability, ability to copy onto many different weights of paper you name it altogether, the Copy Center bring a new level of  productivity to AUS copy Center.
  
At AUS Copy Center, we have all the requirements we need for a productive copy shop:

• Paper sizes: A4 and A3
• Paperweight: 16 to 110 lbs.
• Enlargement  and reduction : 50% to 400%
• Margin shift : left or right
• Edge erase
• On-line multi-position stapling
• Enhanced copy quality, plus manual selection

I-2-3-7  Other Services

• Stapling

We have a variety of reliable professional stapling machines, designed for a wide range of fastening application. With speed and ease of operations we can staple from 2 to 125 sheets at one time.

• Binding

We offer several types of binding techniques, which are designed to provide a solution to all your document-binding needs.

Or, put the finishing touches on your work with either a fastback or velobind. These provide a smooth, clean-edged professional look.

• Lamination

We offer a fine finish lamination which provides a smooth, clean-edged professional look to your work.

I-2-3-8  Tips

• Duplication work request form:

Customers are reminded to fill out the Duplication work form as completely as possible. Enter the information next to the appropriate squares on the sheet. That includes writing in the special instruction box anything that may help clarify things. If you don’t, your wishes may be unclear to the people producing the work.

The sheets are important to us because they ensure accurate job completion. They are sent right along with a job into production, giving each worker along the way the benefit of having detailed instruction close at hand.

• Margins:

In some cases it’s important to allow extra margin space along the right and the left edges of your pages. If you would like three hole or us to bind,  your job, and allow at Least a ¾ inch margins on both sides of the page, to prevent your text from being covered by a bind or drilled.

• Images:

First, it’s always good to try for the best possible image quality on your original. A lot the quality of finished product rides on this step. Look over the text, is it too light? If so, it will lighten further (“drop out”) during reproduction in our shop.
Is it too dark? It will keep darkening during reproduction, running the risk of filling in or “plugging.”

If you would like us to duplicate something from a book, bring in a good photocopy of the item you want printed. An opened book does not make a good original.
Along these lines, please don’t submit an original for duplicating
That has wide, black edges at the sides, top or bottom of the page. These are edges that appear when you try to photocopy from a thick book, and large parts of the images area o the photocopier glass are left uncovered. An original of this type sticks in our machines, because the black edges draw a lot of toner, which makes the paper stick to the fuser roller in a duplicator and wrap around. The solution here is to cover the open areas of the glass with 81/2 x 11 white paper.

• Paste-ups:

Customers who paste up originals should practice special care in the placement of text, frames, borders, and other elements not squared the way customers want.

Customer should also double-check that text is aligned the way they want on originals. This is important for jobs that will be trimmed, and jobs that will be letter-folded (brochures for example). Clients frequently want their text centered on brochure panels, but it winds up falling far right or left once the folds are made in our shop. Try to do a test-fold, to see how the copy aligns on each panel.

• Tape:

Generally, if you need to affix items (text blocks, charts, newspaper, and clippings) to
An original, please be careful, because whatever is under the tape will drop in image quality. Also the edges of tape create lines on a page that are duplicated in our shop. Please use “post-its” to mark taped pages.

• Staples and Paper Clips:

Remove all staples and paper clips from your pages. If you do not, your originals will jam in the document feeder and be destroyed by the machine.

• Doing it right:

As always, anything worth doing is worth doing right. Customer service, above all else, requires a commitment to doing it right.

I-2-3-9  Support Services

We offer a large variety of both general and specific technical support services and meaningful customer relations. Here are just a few: 

• Respond to customer phone and walk-in inquiries.
• Assist customers in the selection of formats and materials that will produce the most professional finish to their job.
• Inform customer of changes in policies, procedures, and hours.
• Receive, sort and distribute packages from various incoming and outgoing mailing services to mailboxes, office, and hang-files or pick up.

Rest assured: a friendly, helping hand is as close as your Computer and you are always welcome to e-mail us at for more information.

To us good service means always being happy to hear from our customers; always keeping our promises; always being easy to work with; always adapting to individual customer’s needs and preferences; and always keeping our customers informed of any changes in our schedule or services in a timely fashion.

I-2-3-10      Prohibitions

Copying of Copyrighted Material:

• Should not have a significant effect on the market of the work,
• Should not be used to create, replace, or substitute for anthologies, compilations, or collective works, even if accumulated or reproduced and used separately,
• Is not allowed for works intended to be consumable, e.g., workbooks, exercises, test booklets, etc.,
• Is not a substitute for purchasing copyrighted material,

I-2-3-11      Procedures/Guidelines

All services provided by or through the AUS Copy Center will be initiated via Printing Requisition(s) signed by the person(s) responsible for insuring that the product(s) provided are in compliance with existing legal statutes and University policies and that funds are available to cover the expenses of the service.
All expenses will be charged back to departments and other authorized users internally through the Finance Office. No cash transactions or other payments to Copy Center personnel are permitted- except for student work.
The AUS Copy Center will advise customers whenever the services they request might be in violation of University policies or standards or in violation of local laws and will refer the customer to the person(s) responsible for enforcing the violated policies or standards for resolution. Examples of such circumstances include, but are not limited to:

• Devices for use in lotteries, raffles or other un regulated games of chance.
• Copyrighted materials will be duplicated after written permission from the copyright holder is obtained or after the requestor signs the copy Requisition accepting responsibility for guaranteeing either that permission has been granted or that the copying is permitted under Fair Use Standards of copyright law.

The Copy Center staff is not responsible for style, design, accuracy, grammar, corrections, or spelling of editorial materials. When such errors are incidentally observed during the production process, customers will be advised before printing is completed.
Although the staff of the copy center welcomes the opportunity to advise customers in the production process, all decisions regarding accuracy of information, design, selection of inks and stocks, etc., remain the responsibility of customers - those who provide and/or approve materials to be printed and who are responsible for the effectiveness of the final product.




I-2-3-12      Due Dates/Deadlines/Delivery

Unless other specified times are arranged in advance, the due date listed on the duplication Requisition will be presumed to extend to the end of the work day. Completed work may be picked up by customers at the Copy Center Office or will be delivered the next workday after completion via the regular messenger service operated by the Operations Department.

I-2-3-13      Advance Planning

The large volume of work handled by AUS Copy Center makes advance planning necessary, especially for jobs that require a sequence of operations: design planning, layout, typesetting, galley proofs, artwork, mechanicals, and blue line proofs.

I-2-3-14      Contacts

• Copy Center Clerks    EXT 2019
  

I – Apx 1I    Appendix 1I: Duplication Work List

Services	Base Rates	Time Considerations
Duplicating/Copying A4 Black& White	Dhs 0.25 per side
Fast-Copy	0.50 per side (Walk-up service, on a first-come, first-served basis, is limited to copying fewer than 1,000 copies of black ink on white 81/2" x 11" 20# bond with no off-line finishing required.)
Charge for two-sided copying	Same as above
Collating	No charge on sets to 200 sheets; manual collating (more than 200 sheets) is billed at Dh. 35 per hour with a Dh 15minimum charge.
Stapling (corner, landscape, double landscape)	No charge on sets to 75 sheets; heavy-duty stapling (more than 75 sheets) is billed at 35 Dh per hour with a 10 Dh minimum charge.
Folding	35 Dh per hour with a 10 Dh minimum charge.
A3 paper (Black& White)	Dhs 0. 50 per side
A3 paper ( Color)	Dhs 7.00 per side
A4 paper ( Color)	Dhs 5.00 per side
Plastic Binding (Spiral Binding)		At least one working day in addition to the time required for duplicating should be planned for binding alone of 50 or fewer sets. Large quantities increase turnaround time. Arrangements for more than 50 sets should be discussed in advance.
Enlargement/Reduction (10-200 percent)	No extra charge. (Enlargement/reductions beyond these ranges are available on a time-and materials basis.)	Same as Collating




I-2-4    Day Care Center Policies & Procedures

I-2-4-1  Mission Statement

It is our commitment to promote & extend the learning & development of each child attending our center, through the provision of quality early childhood care and education in a secure and caring environment.
We will develop and implement curriculum, which assists all children to grow as competent and confident learners and communicators by, catering for their physical, intellectual, social & emotional, needs at their different developmental stages.

I-2-4-2  Objectives

• To provide quality services for all children of AUS faculty and staff.
• To establish a preschool curriculum reflective of our AUS multi-cultural environment.
• To promote quality pre-school instruction within the UAE.
• To create an environment where children, parents, teachers and the community work together to encourage each child’s maximum development.
• To extend our services to provide a school age care program that gives children the opportunity to take part in extra curriculum activities that aides their all round development.
• To promote ongoing training and development of staff.
• To continue to extend our services to reflect a growing AUS community.
• To provide a healthy and safe environment.

I-2-4-3  AUS Day Care Center Health & Safety Policy

• Supervision
• At all times the staff of the AUS Day Care Center will endeavor to provide the best care and attention to any child enrolled at the center.
• Strict adherence to staff child ratios will apply whenever possible – Nursery 1:3, Toddlers 1:5 and KG 1:9, school age 1:12.
• The children will be grouped into small groups with one main caregiver responsible for them.
• Ratios will be maintained when outdoors or on excursions.
• Accidents
• Whenever an accident occurs at the DCC, an Oops Form will be filled out.

Note- Sometimes a teacher cannot always be aware of small incidents that may occur that later may result in bruising. The teachers will do their best to notify parents.

• If the teacher or the DCC Manager feels it is necessary a parent will be contacted e.g. for more serious incidents.
• If the parent cannot be contacted the teacher/manager will take the child to AUS Health Center.
• In the case of a serious emergency AUS ambulance will be called, and the parents will be notified ASAP.
• Health
• Children with contagious conditions e.g. chicken pox, head lice, conjunctivitis etc , are required to stay at home until the situation clears. In some cases clearance from the doctor may be required.

Note- Very bad colds and coughs are considered contagious conditions.

• Children suffering from Diarrhea should remain home until they are well.
• Children should not be sent to the Day Care Center with a fever.
• Sick children should take a rest at home. The DCC has no facilities to take care of sick children.
• If your child takes sick while at the center, you will be contacted immediately and it’s expected that you will arrange to have your child collected as soon as possible.
• If the parent or emergency contact cannot be notified, the child may be taken to the University Health Center if necessary.
• It is the parents’ responsibility to contact the DCC main office if their child is to be absent.
• The staff should not administer new medication for the first 24 hours of the prescribed medication because of the possibility of an allergic reaction.
• Safety
• The Center will be maintained as a safe environment for all children.
• Classrooms rules will be put into place and children will be expected to adhere to them, for the safety of all children at the center.
• The DCC staff is not responsible for the safety of the outdoors area, however the DCC staff will not allow the children to play in any unsafe areas, or on any unsafe equipments while outdoors.
• The children will be required to wear a sear belt when traveling by bus outside the University.
• Children will be encouraged to be safe when walking to and from the Sports Complex.

Note- The safety of the center is currently under revision and we hope to install in the near future a water sprinkler system and fire alarm.

• Cleanliness
• Cleanliness will be a priority and the DCC will enlist the services of Cleanco to clean the center.
• Toilets will be sprayed often during the day with disinfectant and floors will be kept clean.
• Carpets will be vacuumed daily and cleaned professionally twice yearly or more if necessary.

I-2-4-4  Child Management Policy

Focus – Every child is to be treated with respect and dignity.

• Positive reinforce will be used to promote appropriate behavior.
• There is, at all times, avoidance of blame, harsh language and degrading responses.
• Through explanation, children will be encouraged to take responsibility for their choices.
• At no time will a child be subjected to any form of physical or emotional ill treatment.
• Children will be encouraged to take responsibility for their actions.

I-2-4-5  Procedure for Discipline of Children

If a child’s behavior is disruptive, dangerous, aggressive or unusual a staff member will:

• Attempt to re-motivate the child, directing him\her to an alternative activity.
• If the behavior persists, discuss the behavior with the child (as appropriate). Suggest other strategies of dealing with the situation. Practice other options with the child.
• Time out will be used if necessary. Time out will involved the child been placed within view of a teacher for a short period of time.
• Teachers will monitor the child and try to anticipate the occurrence of the behaviors to prevent it happening if possible.
• A behavior incentive scheme will be put into place to encourage positive behaviors.
• If necessary for persistent behavior problems, the parent’s will be called to attend a meeting with the staff members concerned and the center manager.

I-2-4-6  Meals Policy
Because of our busy schedule, it is necessary for the children’s meals to be taken at set times. This information is in each child’s schedule. The teachers will not serve meals after the scheduled times except in special circumstances and with the manager’s permission.
If child is to be late in the morning, they should be fed at home prior to their arrival at the DCC.
The following applies at meal times:

• All children are required to wash their hands before the mealtime.
• Children are to remain seated when eating and are to eat at the table.
• Children are encouraged to eat alone. Teachers will assist when necessary.
• Bibs will be provided by the center if necessary.
• Children will be encouraged to finish their meals.
• Good table manners are encouraged.
• The children will be encouraged to clear their own plate etc, after the meal is completed.

I-2-4-6-1     Food

• The center will provide breakfast, morning snack and afternoon tea.
• The center will endeavor to serve well-balanced nutritious meals.
• The menu will be revised each semester and new meals added.
• Fruit and a drink will be served at each meal.
• Water will be available at any time.
• Parental input to our menu is welcomed.
• Menu will be displayed each week.
• Food allergies will be accommodated if necessary.
  

I-2-4-6-2     Kitchen and Staff

• Cleanliness will be a priority.
• Staff will wash their own hands often.
• Gloves will be worn during food preparation.
• Surfaces will be kept clean.
• Food will be stored correctly and hygienically.

I-2-4-7  Quiet Time Policy

• In the Toddlers room, quiet time is between 12:30 and 2:30 pm each day.
• In the KG room, quiet time is between 1 & 2:30pm.
• All children attending the center during these times will be required to participate in the quiet time. There will be no exceptions.
• Children will have individual mats to rest on.
• Sleeping items should be supplied from home  e.g. blanket / sheet.
• Anything provided from home should be named.
• The staff will be responsible for the washing & drying of the above items on a regular basis.
• At the end of each semester the sleeping items will be sent home.
• There will be at least one staff member present while the children are sleeping.
• The rooms will be kept darker during quiet time and will be well ventilated.

I-2-4-8  Toileting Policy

• All Pre-KG class children will be encouraged to take part in toilet training. We will endeavor to work together with the parents in this area.
• All KG children must be toilet trained.
• Regular excursions to the toilet will take place during the day.
• The children will be encouraged to wash their hands after using the toilet.
• The parents must supply diapers / wet ones and a change of clothing in the Pre-KG room.
• In the KG room a change of clothing must be supplied.
• Cleanliness will be a priority.

I-2-4-9  Excursion Policy

• Regular excursions will be organized.
• The University bus will be used within the Campus and the bus service recommended by the University will be used when traveling outside the University.
• We will endeavor to have all children use a seat belt.
• When traveling outside the University, teacher child ratio will be maintained.
• If required additional help will be asked from parents.
• A mobile phone + first aid kit will be carried by the teacher in charge.
• If necessary, a teacher will visit an excursion place beforehand to check the safety of the environment.
• Permission will be sought from parents for any excursions off Campus.
• A child cannot attend an excursion unless we have a signed consent form from a parent. In some circumstances we will accept a telephone or an e-mail massage.
• If a child is not allowed to attend an excursion, they should remain at home on that day.
• A permanent authorization form should be signed for excursions within the Campus.

I-2-4-10      Parent Contact Policy
We see the parents as very important to the quality of the services we provide, therefore, we strive to keep a good open line of communication. Please however be aware that the care of the children is our priority. If the teacher is busy with children please do not interrupt them, but make a time with the manager that is convenient for you both.

We will:

• Encourage good relationships with our parents.
• Endeavor to be friendly and welcoming at all times.
• Encourage open communication.
• Maintain confidentiality.
• Arrange meetings with parents when necessary.
• Welcome e-mail messages & notes from parents, these will be answered if necessary.
• Return all telephone massages as soon as possible.
• Arrange parent interviews at the end of every semester.
• Send home semester progress report.
• Communicate regularly with parents through e-mails, newsletters etc.

We hope the parent’s will:

• Phone us if their child is to be absent for more than 2 days.
• Notify us if they are going on holiday.
• Read all newsletters and notices carefully.
• Be available for any meetings arranged.
• Collect their children on time.
• Contact the teacher or the manager immediately should they have any concerns / complaints etc.
• Collect their invoices & make payment immediately.
• Share any information with the teachers that will help us understand the child better e.g. changes in home circumstances, etc.
• Follow any guidelines in the welcome booklet and in these policies and procedures.

I-2-4-11      Program Policy

The staff will strive to provide appropriate programs for all children, taking into consideration individual needs.
The program will:

• Be age appropriate.
• Focus on the development of the whole child.
• Focus on the physical, social, and emotional and cognitive development of each child.
• Encourage hands on learning.
• Include free choice activities as well as structured group times each day.
• Encourage creativity and foster independent thinking.
• Facilitate the development of social skills

I-2-4-12      Homework Policy

Homework is considered to be a vital part of the DCC program. It is an opportunity for a child to share learning with their parents. It is also important for developing their independent learning abilities outside the classroom and will help prepare them for school homework in the future.

• Homework is a compulsory part of the KG1 and KG2 programs.
• Homework will be given each week as per each classes / student’s individual needs.
• Parents will be encouraged to help their child\children complete the homework given.
• It is expected that books sent home will be returned on time and in good condition.
• Homework sent home will be revision work only.
• It is expected that homework folders will be returned after each homework day.

I-2-4-13      Birthday Policy

• All children’s birthdays in the current month are recognized at the beginning of each month. A cake is made at the center and shared with the children.
• Each class has a special birthday display board.
• If a parent wishes to celebrate the actual day of their child’s birthday at the center this can be arranged, but we require minimum interruption to our program.
• You must meet with your child’s/children class teacher’s to organize a suitable time.

I-2-4-14      Timing Policy

The center will be manned from 7:30 until 5.30pm during a normal semester to assist those parents who start work at 8 and work until 5 pm or later. The normal scheduled program will run between 8 and 5pm.

Note

• During the summer program and the month of Ramadan shorter hours will apply. You will be notified prior to a change.
• The half-day program runs between 8:00 – 1 pm.
• The full day program runs between 8:00 – 5:00 pm.
• Children should arrive on time each day.
• The center is manned with two staff members only from 5:00 – 5:30pm. This is specifically for those parents whose teaching schedules make it impossible to collect their children earlier. After 5 pm we are not running a baby-sitting service we are however, providing a service for staff that work until 5 pm and faculty whose classes run until after 5 pm (We do not expect that this will be a large number of our families).
• Parents must keep to the above timing, so that we can adequately staff the center.
• It is required that you note your child’s expected times of attendance on their enrollment form, these are the times we will use for staffing. If your schedule changes, please notify the Manager immediately.
• Late fees apply for parents who are consistently late.
• If you are to be later than your usual pick up time please contact the DCC office, so staffing arrangements can be made if necessary.

I-2-4-15      Fees Policy

• The DCC Fee schedule is available for view from the DCC office.
• Parents must collect an invoice on the 1st day their child attends the center.
• Invoices must be taken immediately to the University Cashier’s Department for payment arrangement.
• Receipt of payment must be given to the center manager by the following day if your child is to continue attending.
• Non-payment of fees will mean that a child will lose their place at the center, unless other arrangements have been made.
• Extra charges may apply for some excursions and special programs.
• Extra charges apply for full day care in the school age program.
• Direct credits from salaries (for university employees only) / Cash / Cheque and Credit card payments can be made.

I-2-4-16      Nursery Policies & Procedures

I-2-4-16-1    Sleeping

• All Babies / Infants will be assigned a cot.
• Sharing of cots, but not bedding may take place.
• The day care will supply bedding. Parents may supply their own baby’s bedding if preferred.
• Babies will be put to sleep as near as possible to the time indicated by the parent. Infants (above one year) will begin to follow the nursery schedule set by the teachers.
• Babies will be encouraged to go to sleep in their cot.
• The room will be kept as quite as possible to ensure the babies are able to sleep.
• The room will be kept at appropriate temperature to ensure a comfortable sleep for the babies.
• Sleeping times will be recorded on the child’s daily schedule.

I-2-4-16-2    Changing

• Parents should supply their baby’s diapers, wet ones and a changing mat.
• Teachers will advise parents when supplies are running low.
• Babies will be changed regularly and if they are soiled they will be changed immediately.
• The teachers will use wet ones to wash the babies after each change.
• Creams or powders supplied by the parents will be applied as requested.
• Changing times will be recorded on the child’s daily schedule.



I-2-4-16-3    Supervision

• A baby will never be left alone in the room when awake.
• When playing babies will be supervised constantly.
• Sleeping babies will be checked at least every 10 minutes.
• All toys will be appropriate and safe for the age group playing with them.
• Broken toys will be removed immediately.

I-2-4-16-4    Hygiene

• The teachers will wash their hands frequently with soap.
• Surfaces will be kept clean.
• Babies’ toys will be kept clean.
• Bedding will be changed frequently.
• Babies’ clothing will be changed during the day if necessary, e.g. if they are wet or have spilt food on their clothing.
• General good health and hygiene practices will take place.

I-2-4-16-5    Medication/Sickness

• Babies will not attend the center when sick.
• Parents will be called immediately if the baby appears sick during their attendance at the center.
• Medicines can only be given when the parent has filled out a medication form.
• A medicine spoon or syringe should be supplied for administering the medication.

I-2-4-16-6    Feeding

• Babies will be fed as near as possible to the time indicated by the parent. Infants will follow the nursery schedule for eating times.
• Food should be supplied from home for small babies and should be made easy for the teachers to prepare.
• Special dietary requirements due to allergies etc., will be followed as requested.
• Bottles will be given as indicated by the parent.
• The teachers will advise parents whether the child was unhappy with the food or bottle on a particular day.
• The amount of food eaten / bottle drank will be recorded on a daily chart for parents to read.

 

I-2-4-16-7    Playing/Development

• Babies will be encouraged to play according to their particular stage of development.
• The teachers will sing to the children and say rhymes often during the day.
• The teachers will play with, talk to and read stories to all the children during their day at the center.
• The teachers will plan specific monthly objectives for each child. Weekly goals will be written to help the teachers achieve these objectives. Evaluations will take place each month.
• Older infants will have transition time in the Toddlers’ room each week.

I-2-5    Commercial Outlets

I-2-5-1  Objective

The purpose of the different commercial outlets located on campus at AUS is to improve the standards of living in the AUS community. In addition, commercial outlets do facilitate the achievement of University objectives by reducing inconveniences faced by students, staff, faculty, and guests of AUS; thus, allowing those to concentrate their efforts on duties that promote the University goals of education, research and public service.

In addition to providing this, most of these outlets constitute a revenue source to the University in the forms of rent, and/or a certain percentage of gross sales.

I-2-5-2  Procedure for Opening New Outlets

I-2-5-2-1     New Outlets

Ideas for New Outlets are brought up to the attention of AUS Operations Department in several ways. These are:

• Recommendation from the Dean of Students
• Recommendation from the Residential Life Committee
• Recommendation from the Faculty Senate
• Employee Suggestion Program
• Inra-preneurs at American University of Sharjah

Before these ideas can be generated, the potential new outlet is evaluated on the basis of:

• Availability of space

Considering the spaces allocated for outlets at AUS, and considering the currently operating outlets on-campus, it is imperative that the availability of space is checked before a new outlet is even planned. This is so in order to preserve the friendly and relaxing atmosphere along with the tidy and classy look of the current area.

• The need/demand for the service

Since the available spaces are limited, it would be more efficient and effective to place a higher priority on those outlets needed more than those which are less needed or desired.

I-2-5-2-2     Procedure for Opening New Outlets

•   Once a potential outlet is deemed to be needed or desired, AUS would research the local/regional market for potential service providers.
• A short-list of potential service providers is created by the Operations Department and the participating parties.
• After the potential candidates are identified, they are invited to discuss their terms and conditions with AUS.
• After those potential vendors collect AUS’s proposed operational terms and conditions, they submit a sealed envelope with their proposal to a committee. This proposal should include details about the operation policies and procedures of that outlet, revenues it is supposed to generate to the AUS, products it is supposed to offer, standards of service and employees among other details.
• After meeting with the different potential vendors, a committee comprising of the Commercial Manager, the Operations Director, the AUS Internal Auditor, and a member of the Student Affairs Department would decide on the best vendor. The best alternative is decided upon using different factors. These are:
  • Cost to the University
  • Compliance with the rules and regulations of the AUS, Sharjah, and the UAE
  • Global or Local reputation of the bidding party
  • Revenues to be generated for the University
  • Expected service quality
  • Hygiene standards expected.
  • Genuineness of the service and/or products
  • After the best option is selected, a time-frame is mutually set by AUS and the selected vendor for the start date of the outlet operation. In addition, detailed discussion of operational activities might take place.
  • Sole-source situations will be subject to the approval and discretion of the Vice Chancellor for Finance & Administration.
  • Those projects that are of special nature and those which may require University contribution and/or external investment will be subject to the approval of the Vice Chancellor for Finance & Administration.

I-2-5-3  Procedure for Collecting Payments

AUS uses a systematic and organized method to collect the payments that it earns from the commercial outlets operating on-campus. Depending on the agreement with the outlet, the payments are either in the form of a periodic rent and/or a percentage of gross sales.

I-2-5-3-1     Periodic Rent

The amount of periodic revenue from the commercial outlets’ rent depends on the area of each outlet. A standard amount of basic rent is a 150 AED per ft2 per year. The periodic payment may vary according to the agreement between AUS and the management of the outlet depending on the type of service or product offered. The area leased by the outlet management will also differ depending on the agreements with the different outlets. For those outlets which have an agreement based on, or includes a clause stating a payment of rent will take place each period, the Finance Department will issue an invoice for the amount due for rent during that period. The vendor should issue a cheque for that amount that is payable to AUS and submit it to the Cashiers at AUS. The proceeds from cashing in this check would be added to the University’s revenue accounts.

I-2-5-3-2     Percentage of Sales

In some cases, the University revenue is set as a percentage of gross sales of that outlet. Therefore, AUS will assign one or more employees to handle this type of payments once every year for each of the commercial outlets that have such an agreement with the University. The outlet in question must submit monthly sales reports to the Finance Department. At the end of each year, those reports are checked and an invoice is issued by AUS to the vendor. The vendor should issue a cheque for that amount payable to the University and deposit it at the University Cashiers.

I-2-5-3-3     Combination of Terms

Sometimes an agreement with a certain outlet management would stipulate that the University shall be paid a combination of a periodic rent and/or a percentage of gross sales. Here, an invoice is issued for the rental amount due at each period and a cheque is submitted for the amount equivalent to the invoice. In addition, sales reports will be sent periodically to the Finance Department of the American University of Sharjah and University-assigned personnel would reconcile those reports to find out the final gross sales figures and issue an invoice accordingly in case the yearly percentage of gross sales figure exceeds the rental amount. Then a cheque is to be submitted to the cashiers at AUS for the invoiced amounts.

I-2-5-4  Procedure for renewing Contracts

When the contract period between AUS and a vendor is about to expire, AUS will analyze the overall performance of the vendor in question. AUS will focus on several issues to analyze. These include, but are not limited to:

• The quality of products and/or services provided,
• The overall satisfaction of students, faculty and staff with the products and/or services of that vendor, and
• The overall behavior of that outlet’s management and employees are taken into consideration.

Once the vendor is thought to have a serious problem of performance or service, the outlet will be given the contractual notice period, and its contract will not be renewed. Furthermore, the vendor would not be invited to make a bid in the new tender.

If no such problem exists, either a new tender must take place, and the existing vendor would be able to participate, or the existing contract would be renewed.
Meanwhile, the local and regional markets are scanned to find if other suitable alternatives exist for the existing vendor. Once these alternatives are identified, a short list is made. These companies are then invited to participate in a tender for the soon-to-be-vacant-outlet.

I-2-5-5  Health Issues

A health specialist from AUS would be inspecting the outlets and their adjoining areas at different times (See Appendix D). This specialist will check those outlets for:

• Cleanliness of floors
• Sanitation of Pots, Pans, and Utensils
• Hygiene of the equipments & Machines used
• The proper use of and temperature-fixing of Refrigerators & other machines.
• Food Sanitation
• Food quality
• Food storage & Preservation methods and places
• Use of disinfectants and detergents
• Toilets’ cleanliness
• Consumables’ availability
• Personal Hygiene of Employees at outlets
• Uniforms’ cleanliness
• Complying with Instructions of food handling procedures.

I-2-5-7  Reports

I-2-5-7-1     Report 1: Existing Outlets

Currently, there are fifteen (15) commercial outlets operating on the campus of AUS. These offer several products and services and can be separated into two groups.

• Food-related Outlets
• Albert Abela is a specialist in catering services. They are the main provider at many special events. In addition, they offer a range of hot meals at lunch on a daily basis along with a wide range of snack-food products. Albert Abela leases an area of 1,217ft2 allowing them to operate a cafeteria for students, a cafeteria in the Main building for the staff and faculty members, and a Sandwich bar.
• Burger King at AUS offers the same range of products as those provided by any Burger King Outlet. It leases an area of 549 ft2 and it only operates in the AUS Food Court section of the Student Cafeteria.
• Kentucky Fried Chicken offers an alternative for those who do not prefer hot meals or grilled food (Burger King). KFC leases an area of 560 ft2 and it operates in the Food Court area.
• Pizza Hut offers a wide range of Pizzas and salads. Pizza Hut leases an area of 602ft2 and it operates from the Food Court area.
• Starbucks Coffee provides a variety of famous Starbucks coffee drinks, a number of tea flavors along with some fresh cakes, sandwiches, cookies and other items. Furthermore, it offers a calm and relaxing atmosphere suitable for meetings and study-group-gatherings. It leases an area of 90ft2 and a par of the Patio area allowing it to operate in the Student Affairs Building.
• Dunkin’ Donuts, Baskin Robins & the Internet Café. Dunkin’ Donuts & Baskin Robins offer a variety of donuts and ice-cream flavors along with some alternatives of hot drinks. This vendor leases an area of 2023.6ft2 allowing it to operate in a wide area at the Student Center. Furthermore, an Internet Café is also operating in this area and is managed by the same vendor.
• Business Outlets
• Travel Office

AUS has contracted with a travel agency to provide travel services to the University community. The travel office provides the following services:

• Airlines ticketing and reservations
• Hotel reservations
• Car rentals
• Meet and assist services at Dubai International Airport
• Train tickets (only in India)
• Pre-paid international cards
• UAE sightseeing tours and desert safaris
• Drop services at airports.
• Pharmacy

The University City Pharmacy operates at AUS. It provides convenient access to all students, faculty and staff members, and any guests to many drugs and medications available in the usual drug-store. It is located in the Main Building on the ground floor with an area of 904ft2.

• Barbershop

This is located at the East side of AUS residential area. It is used by faculty and staff members and students. It offers the classic services provided by barbershops like hair-cutting, hair-dying, and facial massage among other services.

• Janan Beauty Salon

This is located at the West side of the residential area of AUS campus. It provides hair styling, coloring, and facial rejuvenation among other services.

• Compu-Me Electronic Store

The electronic store is located within the Student Center area and it occupies an area of 473.4ft2. It provides different computer and electronic items that could be needed for the personal use by the students or by the faculty and staff members.

• Vending Machines

Vending machines are located throughout the campus of AUS to offer a variety of beverages 24 hours a day. Most of these vending machines may be operated with 1 or 2 AED

This Service assures that all the vending machines within the campus are working properly and attends to any complain with respect to the maintenance as well.

• Laundry Services

Anan Laundry currently operates two branches on the campus of AUS. Both are located at places convenient for the East and West housing areas.

• Mini-Mart

A branch of Sharjah Co-operative Society is located on campus within the student center area, in the Architecture building. It offers grocery items as well as other assorted food and household items.

• Bank

A branch of the National Bank of Sharjah is located on campus. An ATM machine is also available to help facilitate the banking needs of students, staff and faculty during non-working-hours.


• All Prints Bookstore

This bookstore’s business focuses on the needs of the students and faculty. It provides the books requested and approved by the different Schools for the academic use. It also makes available the stationary items that could be needed by students and faculty members. In addition, it could handle the personal requests of students, staff and faculty members for special non-academic materials.

• Etisalat Pay Machine

This is an outlet that is provided by the major communication company in the United Arab Emirates to provide certain services to students, staff and faculty of AUS. These services include payment of mobile-phone-bills, acquirement of pre-paid mobile card credits, internet bill payment, and others. The machine is located at the student canteen area close to the student center.

I-2-6    Procedure for Mail Box Request

• Original University I.D Card and a copy are required to be attached with Mail Box Application (Form #: FA-OPD-045)
• Fill the Mail Box Application Form and sign it at the Post Office of AUS.
• Key Assigning (is done by AUS Post Office Staff).
• Name and Mail Box Number will be entered in the Register Book and in the System.
• The key must be returned back to the Post Office upon Graduation or Leaving the University.

I – 3    Campus Cash Cards

 

I – 4    AUS Facility Rental Policy

Campus Facilities

Campus Facilities serves the AUS commitment to higher education through providing the campus with comprehensive facilities, and support programs which address both immediate and long-range issues of the University while providing responsive and quality services to the faculty, students and staff and members of the UAE community.

Clients

Community groups, sport/corporate organizations, conferences/meeting groups and the like are welcome to rent the many facilities that AUS has to offer. Classrooms and other facilities are available for rent to outside organizations and companies on space-available bases.

Priorities for Booking Facilities

The use of the AUS facility by various groups for events and activities is listed in general order of priority and only under exceptional and specific circumstances will changes in these priorities be considered by the Operations Department (OPD). The general order is as follows:

1. AUS
1. Academic Program
• Exams - all faculties
• Other
2. Athletic (Inter-Collegiate) Program including Competition and Practices.
3. Campus Recreation/Intramural Program
4. Other University Events and Activities
2. Public/Community Organizations
1. Rental to outside public/community organizations (not-for-profit) for sporting, educational, and other events and activities.
3. Private/Commercial Use
1. Rental for private/commercial use

Reservation

All persons requesting space must complete a Reservation Request Form (Form #: FA-OPD-082). Incomplete forms will not be processed. All requests must include a description of the event including the anticipated number of participants, type of set up required, equipment needed, etc.
 
OPD will notify clients when additional information is needed to complete their requests. Requests without sufficient amounts of information will either be returned to the client or held until the necessary information is submitted.

Space will not be reserved until the requesting entity submits a completed form and receives a written confirmation from OPD.  If the space you need is available, please complete the Request for Space form as soon as possible. Reservations can only be confirmed upon submission of a completed Request for Space form. Space availability at the time of inquiry does not guarantee a confirmation because space is designated on a first-come, first-served basis.

Space Assignment

The Operations Department will assign rooms according to the most appropriate use of the facility as the event is described on the request form. The demands on the facility as well the nature and size of your event will be considered in determining space assignments. OPD will ask that a room preference be indicated in an effort to serve your needs.

Confirmations

Space assignments are confirmed on first come first served basis within the established priority scheduling deadlines. OPD attempts to honor customer preferences but reserve the right to make judgments regarding the most appropriate space for an event.  Written confirmations are sent only to the identified event contact. Reservations are not confirmed until OPD issues a written confirmation. Carefully review your confirmation, it provides detailed information about your reservation. Do not assume that your requests have been confirmed, especially requests for multiple requests. The confirmation statement will communicate whether the request is confirmed or has been denied.
Please retain a copy of your confirmation for your records.  No event should be announced until the Operations Department has provided written confirmation.

Fee Payment Policies

Payment:  All fees are required in full.

Refunds: Refunds are at the discretion of the Vice Chancellor for Finance and Administration (VCFA).

Rental Fees

• Rental fees, reservation/damage deposit fees and administration fees are subject to periodic review. Revisions are subject to the approval of OPD.
• The policy will be reviewed, and may be amended from time to time. VCFA is responsible for approving the policy. The policy is administered by OPD.

Reservations and Damage Deposit Fee

• A combined reservation/damage deposit fee of two times the rental fee to a maximum of AED1000.00 will reserve a booking. Confirmation will be sent upon receipt of a deposit and a signed facility agreement form.
• If the damage exceeds the deposit, the group renting the space shall be responsible for paying for the balance of the damage, over and above the damage deposit.

Cancellation Fee

Deposits will be refunded, less an administration fee. Contact OPD for further details.

Rental Fee

Each space:

Gymnasium
AED300 per hour + (minimum of 2 hours)
 
Regular Classroom
AED 100 per hour
 
Auditorium 1
AED 1,000 per hour

Lecture Hall “B”
AED 300 per hour

Lecture Hall “A”
AED 400 per hour

Computer lab
AED 500 per hour

Tennis Court
AED 200 per hour

Football Field
AED 200 per hour

Risk Statement:

Individuals/ organization participating in recreational activities, intramural sports, and fitness programs do so at their own risk. Participants should be aware of the possibilities of bodily injury and should understand that they are responsible for any and all costs arising out of injury or property damage sustained through participation. Should someone become injured, please notify a program or facility supervisor for assistance

Security and ID Policy:

AUS security is designed to protect AUS facility from vandalism and to ensure all users have proper authorization. Any person wishing to enter the AUS campus must acquire a guest pass from AUS Public Relations Staff (Tel: 06 5152079) before the event.

Storage Facilities

AUS does not have space available to store materials and/or equipment for groups utilizing reserved space within campus.  All clients requesting storage will be required to sign a waiver form releasing the AUS of any responsibility.  Clients who require to have materials and equipment delivered prior to an event must check with OPD to ensure that their reserved event space will be available at the time of the shipments arrival.  AUS assumes no responsibility for damage to or loss of equipment or materials left in the building or on display.

Cleaning Responsibilities
 
All clients are required to return the room to its original condition before departing. The space should be free and clear of all trash and debris and all balloons and other decorative materials removed. Failure to remove as stated, AUS will do so at the minimum hourly charge of Dhs 90.  The relevant cleaning service charge may be deducted from the original deposit amount.  You may contact OPD for further information regarding a specific event.

Additional Staff support

• Clients may request additional staff support for an event. 
• All costs related to this special support are the responsibility of the client. 
• Requests must be made at least 5 business days prior to the event. 
• Support may be requested for the following tasks: Clerical, technical, IT, parking, security, greeting and directing guests, decorating assistance.
• Rates for the above will be provided by AUS and the client will be informed prior to the event.

Decorations

Design and decoration layouts should be discussed and endorsed by AUS. No tape, staples, tacks, nails, pins or hooks may be used to secure materials to walls, windows, ceilings, columns, doors, doorframes, staging, curtains or draperies, or other surfaces.
Decorations and displays that are hazardous of nature or which require the use of flame, sand or water may be used in AUS only by written permission of OPD.  All decorations and materials must be removed by the sponsoring organization immediately following the event; failure to do so will result in the items being discarded.
 
Client will be billed for any damage to surfaces and/or any excessive cleaning requirements. OPD can recommend alternatives for to the above listed prohibited materials.

Alcoholic Beverages

The use, possession, consumption, distribution or sale of alcoholic beverages on any AUS owned or leased property is strictly prohibited.

Loading Dock
 
The campus loading dock is designed to accommodate deliveries for AUS. Parking is not allowed in the loading zones. Only authorized personnel may use this area. Illegally parked vehicles will be towed at owner’s expense.

Arrangements for loading/unloading equipment and/or materials for events must be coordinated in advance through OPD.

Set-Up / Audio-visual
Set-up requests should be detailed on the Request for Space form. The Facilities  Department Staff are able to assist in determining the most effective set up arrangement and audio-visual equipment for your function. OPD will arrange meetings with the concerned PPD engineer.
Requests for audio/visual  and IT equipment and/or staff support should be included at the time the original request is made.  Specific equipment rental rates will be provided on request.

Directional and Informational Signs
 
If the event requires the use of directional or informational signs, arrangements must be made through OPD to secure easels and/or sign holders. Affixing signs to walls, columns, doors, windows, rails, ceilings, floors or furniture is prohibited.  Additional information may be obtained from OPD (Tel: 06 5152177)