1.   ANU Register of Research infrastructure.

The University will provide a central database of research facilities.  Each College or administrative division will maintain the Register for research infrastructure housed within their area and for equipment housed outside of the University but managed by them (e.g. an off-site facility). The registered research infrastructure will also include equipment that is housed off-site and managed by another institution but where the ANU either partly owns or is contractually entitled to access.

Colleges or administrative divisions must update the Register for their College research infrastructure at least annually. The format of the registered information will be prescribed by the central data-base but details will include:

1. Equipment description and capabilities
2. Financial information, including equipment value, internal and external charging rates, etc.
3. Where the equipment is housed
4. Equipment manager contact details
5. Access restrictions and conditions
6. Equipment condition

2.   Access

2.1       Access to University-owned research infrastructure by University staff and students

• Access to University-owned research infrastructure by University staff and students is provided on a research needs-based allocation system.
  
• Access and time allocation on equipment/facilities covered by this Policy will be based on the research needs of people applying for access.  The allocation procedures shall be determined by the Designated responsible staff-member in accordance with this Policy and any OH&S, scientific or contractual restrictions relating to the equipment/facilities.  Teaching or other access to research facilities is not covered by this Policy.  Where facilities are intended for both teaching and research purposes, this Policy covers only the research access.
  
• The Designated Responsible Staff-member for allocating access to the equipment must make access decisions that are consistent with the Research Infrastructure Access Policy.

2.2       Restrictions on access to University-owned research infrastructure

If access to University-owned research infrastructure is restricted (e.g. where access to research infrastructure is governed by a contract), access by University staff and students is provided on a research needs-based allocation system insofar as that is possible.

2.3       Transferring ownership of University-owned research infrastructure

Ownership of University research infrastructure (including externally-funded research infrastructure) is not automatically transferred to another institution (e.g. if the main user of the equipment transfers to another institution).

Requests to transfer research infrastructure are considered by College Research Committees, who take into account advice from the Dean\Director of the area managing the equipment and of major users.  Other issues taken into account by the College Research Committees include:

• Cost-benefit analysis (i.e. the cost of retaining and maintaining the equipment against the continuing benefit to staff and students).
• Contractual obligations relevant to the equipment.
• If the equipment were to be retained, arrangements for maintenance (i.e. if a Budget Unit will no longer agree to maintain or fund maintenance of the equipment).
• Interest in an internal transfer from other areas of the University.
• Transfer arrangements, including sale of equipment, transport and transit insurance, other conditions.

College Research Committees will recommend approval or otherwise for the transfer of equipment to the College Convener.

2.4       Access to research infrastructure not owned by the University

1. Access to research infrastructure that is not owned by the University, but is maintained and managed by the University, will be provided in accordance with this policy insofar as that is possible (e.g. in recognition that the University must abide by its contractual obligations).
   
2. Access to research infrastructure which is not owned by the ANU but to which the ANU has a contractual right to access and use (eg Equipment located at other Universities or organizations purchased by an ARC LIEF grant to which ANU is a party and to which the ANU has contributed cash and/or in-kind support) will be provided in accordance with this policy insofar as that is possible (e.g. in recognition that the University must abide by its contractual obligations).

2.5       Internal charging for access to University-owned research infrastructure

Whenever possible, access to University-owned research infrastructure will be free.

When this is not possible internal charging for access to University-owned research infrastructure will only be made on a cost-recovery basis that takes into account the cost of maintaining the equipment and the cost involved in accessing the equipment (e.g. technician-time, ERM, etc.), but does not take into account the cost of replacing obsolete equipment.

2.6       External charging for access to University-owned research infrastructure

External users will be charged for access to University-owned research infrastructure, and the rates will be as a minimum full cost-recovery, or, the market rate if higher, and will be determined by the Designated Responsible Staff-member in consultation with the Head of the Budget Unit responsible for managing the equipment. Alternative arrangements may be approved by the Head of the Budget Unit in the following circumstances:

1. Access to the equipment by external users for a prescribed charge (or for free) is a requirement of a contract (e.g. externally-funded equipment managed by ANU where the contract requires access to specified external users). In such cases the University’s contractual obligations must be observed.
   
2. An appropriate agreement is reached with a specific external user that makes it appropriate to allow free or internal-rates access to equipment. Examples of such cases include:
   
   
   • Equipment purchased in collaboration with external users, where the collaborators are providing cash and/or in-kind contributions to the purchase and/or maintenance of the equipment (e.g. equipment purchased with ARC LIEF grants, National Collaborative Research Infrastructure Strategy funding, etc.).
     
   • The external user is granted free or internal-rate access in return for agreeing to similar arrangements for University users accessing their research infrastructure.
     
   • Free or internal-rates access may be provided to external researchers on a project being undertaken collaboratively with University staff, where there is clear benefit to the University in allowing such access (e.g. where project outcomes will be owned by the University).

2.7       Access priority for University staff and students

Whenever possible, University staff and students will be given access priority over external users of research infrastructure. Priority access will only be granted to external users in exceptional circumstances, e.g.

• Where the University is contractually obliged to give priority to an external user/s.
• Where a proportion of external access charged at market rates is required in order to adequately maintain the research infrastructure, or in order to subsidise internal charging to University staff and students (while not unduly denying access by internal users).

2.8       Responsibilities of Designated Staff Member

The designated responsible staff member is responsible for determining and maintaining the access and time allocation procedures for the equipment or facility for which they are responsible.   They also ensure that people wishing to use the equipment/facility have the appropriate training in the correct and safe use of the equipment before granting them access.

3. Grievance Resolution

1. In the first instance, grievances relating to facility access must be negotiated between individual staff/students and/or their immediate supervisors, and the designated responsible staff member.
   
2. In the event that a resolution is not achieved by individual negotiation, the dispute will be mediated by the Head(s) of the Budget Unit(s) of the staff/students concerned (and/or their supervisors), and the Head of the Budget Unit responsible for the equipment.
   
3. In the event that a resolution is not achieved at the Budget Unit level and/or it involves cross-Divisional issues, the dispute will be mediated at College level, either by the College Convener or a designated College Officer/Committee (e.g. the College Research Committee).  College Convenors (or their delegates/committees) will be responsible for resolving disputes relating to access or transfer of University Research infrastructure within their College, or between Colleges.
   
4. In the event that the dispute is unresolved, it may be referred to the Deputy Vice-Chancellor by the College Research Committee.