• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Reference
• Section 4 - Procedures
• Handling Fee-For-Service and Direct Equipment Access Requests
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) UWS Innovation has established an equipment management process which aims to maximise the potential of University of Western Sydney (UWS) owned equipment assets; to generate income and to increase internal and external collaboration. This initiative is primarily targeted at external parties; segmented into two main usage sub-groups:

1. academic, and
2. commercial.

(2) These procedures provide information to assist employees in understanding the business processes involved in facilitating the use of UWS equipment by external parties. They should be read in conjunction with the UWS Asset Management Policy.

(3) UWS Innovation will manage the process of equipment access in collaboration with the relevant Schools and Research Institutes. Equipment available for access may be located at any one or more of UWS's campuses and is maintained and operated at a School and Institute level, generally by academic or technical staff.

(4) Fee-For-Service and Direct Equipment Access contracts are required between UWS and:

1. non-UWS researcher(s), and
2. commercial businesses.

(5) This process does not cover any kind of equipment usage or equipment access by UWS internal researchers or as a result of grant collaborations where access is already accounted for.

(6) Price and cost will be calculated by the equipment host in consultation with UWS Innovation. It assumes recovery of both capital and operating costs. This calculation ensures that UWS is not offering services to commercial partners at a price below cost. In order to be competitive, the final price quoted may take into account market factors and deviate from this template.

Section 2 - Definitions

(7) For the purposes of this procedure:

1. Direct Access: UWS grants the client limited permission to use and operate UWS-owned equipment for the purpose and period stated in a written contract. The equipment host will assess the user's skills and where determined by the equipment host, the user will undertake specialised training at their expense.
2. Fee-For-Service: UWS agrees to offer the client services by providing the equipment and operator. The client will pay a fee as described in the fee-for-service contract.
3. Equipment host: the UWS School or Research Institute housing the equipment.
4. Operator: Person nominated by the School or Research Institute as being responsible for operation of the equipment.

Section 3 - Policy Reference

(8) Refer to the Asset Management Policy.

Section 4 - Procedures

Handling Fee-For-Service and Direct Equipment Access Requests

(9) Refer to the:

1. Asset Management Policy
2. Flowchart of procedures to deal with external equipment enquiries
3. List of equipment available for external access

(10) The Equipment Procedures flowchart is used to deal with external equipment enquiries and outlines the process that an external party will have to complete when booking use of equipment.

(11) The client will identify the equipment through the UWS web site and/or communication with UWS employees and/or UWS Innovation. UWS Innovation will make all bookings on behalf of the client. A booking will not be confirmed until accepted by the equipment host (if Fee-for-Service, the operator will be nominated by the Dean or Director ).

(12) UWS Innovation provides registration forms to and negotiates contracts with suitable clients after the equipment operator has completed an assessment of the client's request for Direct Access and/or Fee-For-Service.

(13) After completion of the work, UWS Innovation will invoice the client. Upon payment, and unless otherwise agreed in writing during the negotiation process, UWS Innovation will disburse 70% to 85% of the income to the equipment host and School or Research Institute, and retains 15% to max. 30%. Pricing is based on an equipment pricing template and has been developed by the Finance Office. This template provides guidance on the minimum cost of hire of University equipment to external parties.

Section 5 - Guidelines

(14) For all enquiries please contact UWS Innovation at ip@uws.edu.au