Policies and procedures

Download and view our Conditions of Entry policy.

Members and patrons are kindly reminded that the advertised operational times of the centre are to be adhered to.

30-minutes prior to the advertised closure time, MUSAC staff will commence the MUSAC closing procedure, which means the following for members and patrons in the following locations:

We ask that patrons please respect the staff who are upholding these processes to help deliver a safe centre for you.

Our privacy policy is as follows:

Information collected by U@MQ

U@MQ through its employees and authorised personnel collects and holds personal information about you such as your name, date of birth, contact details, next of kin and emergency contact details, tax file number, visa and/or passport details, health information (if required), bank account and/or credit card details, information about your educational history or work experience, current employer and academic records. Its children’s services may also collect sensitive information about the religious affiliation and racial or ethnic origin of its clients, where it is required to do so by law. U@MQ may also collect images from CCTV cameras installed on university land. U@MQ may, with your permission, also collect information about you from other government authorities or bodies.

How your information is held

Your information is mostly held in electronic format in U@MQ electronic databases. It may also be held in paper format.

Purposes for which your personal information is collected, held, used and disclosed

U@MQ collects, uses and discloses your personal and/or health information for several purposes including:

• To establish your identity and to process your application for a service operated by U@MQ (such as your membership at the Sport and Aquatic Centre, a student organisation or one of the early childhood education centres);
• For the ongoing administration and provision of our services to you (such as the provision of educational programs at the childcare facilities, or programs offered at the Sport and Aquatic Centre);
• To provide student engagement activities (such as Orientation Week); · for employment purposes (including for contractors);
• To respond to your request for information from U@MQ; or
• For other purposes which are apparent from the request made to you.

Your information may also be shared with the University in order for the University to give you access to broader University services and facilities and to process your employment benefits and entitlements.

More detailed information about the way U@MQ uses and discloses your personal information is set out in the individual privacy collection notices provided when you use a particular service offered by U@MQ. For example, when you become a member of the Sport and Aquatic Centre or enroll in one of the programs at the Centre, or if you are a parent who is enrolling your child at one of the early childhood education centres, you will be informed how your information will be used and disclosed in the relevant registration form.

The privacy collection notices applicable to the University also apply to U@MQ as if U@MQ were substituted for the University in those notices. You can find out more information about how your personal and health information is used and disclosed by U@MQ in those privacy collection notices. We encourage you to take the time to review these privacy collection notices.

Direct marketing

U@MQ may from time to time wish to contact you about the services we offer or upcoming events. When we send you these communications, you will be given the opportunity to ‘opt-out’ of receiving those communications by selecting the “opt-out” option. You may also opt-out of receiving those communications at any time by contacting the Marketing Manager on cl.marketing@mq.edu.au.

Disclosure overseas

Generally, U@MQ does not disclose personal or health information outside Australia. However, some of our service providers (such as our IT providers) operate overseas or use third party hosting arrangements that store data outside Australia or in the “cloud”. When your information is sent overseas in these circumstances, it is likely to be in one of the following countries:

• United Kingdom
• United States
• Countries within the European Union.

Unless we obtain your consent or an exemption in the Privacy Act 1988 (Cth) applies, when U@MQ sends your information overseas, we are required under the Privacy Act to take measures to ensure those overseas recipients treat your information in accordance with the Australian Privacy Principles.

Security of your information

U@MQ takes reasonable steps to ensure that the personal and health information it holds and discloses is managed and maintained securely by:

• Using IT technologies which have security measures built into them;
• Restricting access of staff and others to personal and health information stored within U@MQ;
• Securing its websites and systems against unauthorised access;
• Securing entry to buildings where information is stored; and
• Ensuring that parties contracting with U@MQ are bound to comply with privacy and confidentiality provisions (where practicable and possible).

Access to information and complaints

You may write to us to request access to or correction of your personal and health information held by U@MQ (subject to any applicable laws) by contacting us directly, as detailed below. We will respond to your request within a reasonable time period and, subject to applicable legal considerations, grant you access to or arrange for the correction of your personal information, in a matter which is reasonable and practicable in the circumstances.

If you have a complaint about how your personal information is collected, held

or disclosed by U@MQ or if you believe that we have breached an Australian Privacy Principle under the Privacy Act 1988 (Cth) we ask that you contact us with your complaint in writing in the first instance to:

U@MQ (Campus Life) Privacy Officer

10 Gymnasium Rd

Macquarie University NSW 2109

Phone: +61 2 9850 4203

Email: cl.privacyofficer@mq.edu.au

or

University’s Privacy Officer Macquarie University NSW 2109

Phone: +61 2 9850 7111

Email: privacyofficer@mq.edu.au

We endeavour to resolve all disputes promptly and fairly. If however, you are not satisfied with the outcome you receive, and your complaint relates to the handling of your information by U@MQ, you may refer the complaint to the Office of the Australian Information Commissioner (OAIC). When we write to you about our decision, we will explain how you may make a complaint to the OAIC. Alternatively, if your privacy complaint falls within the provisions of the Privacy and Personal Information Protection Act 1988 (NSW), you may request that it be dealt with in accordance with that Act.

Further information is available under the Complaints section of the University Privacy Framework

Macquarie University Sport and Aquatic Centre

The Macquarie University Sport and Aquatic Centre is operated by U@MQ Limited, a controlled entity of Macquarie University. The Centre is committed to ensuring that your personal and health information is handled in accordance with the privacy laws which apply to U@MQ Limited.

Collection of your personal and health information

U@MQ is collecting your personal and health information in relation to you/your child's entry to Macquarie University Sport and Aquatic Centre. The information will be used primarily for safety and security purposes and the administration of the payments and our services to you. We may also use this information for alternate administrative purposes that may include auditing, software system support, and program evaluation.

We collect personal and discretionary health information directly from you when you initially visit the Centre. In the case of an emergency, we may need to collect additional information about you from an emergency contact or another person who can assist in providing the appropriate care to you. The provision of your personal information is voluntary, but if you do not provide the information, we will not be able to provide access to the Centre.

Use of your personal and health information

We use the personal and health information which we have collected from you for the following purposes:

• To respond to your queries, process your application and to issue you with a membership card;
• To keep you updated and informed as to changes and events at the Centre;
• To assess your sporting ability and to design a program suited to your needs;
• To contact you for feedback on our services, including seeking your participation in surveys;
• For administrative purposes including planning, safety and improvement of our services;
• To staff and students for training purposes; and
• To personnel within the University for the purposes of managing a complaint, legal action or claim brought against the Centre.
• The administration of payments and our services to you

Disclosure of your information

We disclose your information to the following types of parties:

• The parties nominated by you in the case of an emergency;
• In the case of an emergency, to emergency services (for example the police, doctor, ambulance, fire brigade);
• Where the Centre is authorised or required by law to comply with a request for your personal or health information, for example, in response to a subpoena or warrant if your information is required as evidence; and
• Third party service providers whom the U@MQ engages to facilitate your access to the University's services and facilities on offer.

When storing your personal information electronically, U@MQ may send your personal information to overseas recipients by virtue of its third-party hosting arrangements. These cloud-based servers are likely to be located in the United Kingdom, United States or countries within the European Union. Otherwise, we will not disclose your personal information without your consent unless authorised or required by law.

Security of information collected

Your information may be held in a variety of ways, including in paper or electronic format. We protect your information from unauthorised access loss and other misuse by allowing only restricted access to authorised personnel to your information.

Profile photos

There are separate requirements for the retention of photographs for members and guests 16 years and over. Photos are maintained on a secure database, and they are only accessible as appropriate for relevant administrative purposes to verify the identity of users of the facilities. Photos will not be used or shared by U@MQ for any other purpose, without your consent unless lawfully authorised.

Amendments and contact details

You may access personal and health information that the Centre holds about you, upon reasonable request, and subject to any exceptions in relevant legislation. If you believe that the information we hold about you is incorrect, please notify us in order that we may correct it.

If you wish to seek access to your personal or health information or inquire about the handling of your personal information, please contact our administration team in the first instance.

Further information about how you can access or update your personal information and how U@MQ handles the personal information we collect from you is set out in our Privacy Policy.

View court hire fees.

Non-members of the facility must pay the casual court user entry fee. Members must be present and check-in at the Customer Service desk to confirm attendance for court bookings. Non-attendance or cancellation within 24 hours of the booking may be subject to future revocation of online booking privileges.

Paid court bookings

When a non-member or a paying member books a squash, badminton or sports court, they are entitled to free entry for themselves. Any additional guests must pay casual court entry as outlined in centre fees and charges.

A member or casual court hirer can gain access to the centre up to 15 minutes before the court booking time. This does not provide access to other areas of the Sport and Aquatic Centre.

If guests are attending the booking, the court hirer must be present at the time of guest entry. If the court hirer is not present, they must come to the Customer Service desk and approve the entry of additional guests.

Late attendance

If the court hirer is not present within 15 minutes of the court booking start time the court will be forfeited.

Cancellations

Macquarie University Sport does not refund for court bookings. Where notice is provided more than 24 hours in advance the court booking can be rescheduled to an alternative time or date, subject to availability, free of charge. No changes will be permitted within 24 hours of the booking.

If a member books a court for free under the Sport and Aquatic Centre Terms and Conditions of Hire, the member must be present at the time of the booking. Non-attendance or cancellation within 24 hours of the booking may be subject to a penalty fee.

Coaching

As per the Macquarie University Sport Conditions of Entry, only centre staff and contractors are permitted to conduct coaching or instruction at the centre.

Clothing and footwear

Appropriate clothing and non-marking footwear must be worn at all times.

Eating and drinking

For the safety of others, food and drinks are not permitted on courts.

Equipment hire

A limited range of equipment is available for hire from the Customer Service desk for a hire fee.

Campus Life is committed to providing a safe, fun and inclusive environment for all people, including those of diverse sexualities and genders. Find out more about our LGBTQ+ inclusion policies and support services.

Download and view our Social Sport Session terms and conditions.

Social sport grievance and disciplinary policy

Players are asked to know the rules, play by them and be courteous to others. The disciplinary procedure is applicable to players, teams and officials from any Social Sport Competition or program that has had complaints lodged against them regarding conduct on or off the court behaviour that is inappropriate. Sporting code/penalty codes will still apply, as stated in the rules of the Social Sport Competition, with the following disciplinary procedures designed to endorse and reinforce the competition rules and code of conduct.

Macquarie University Sport and Aquatic Centre reserves the right to:

1. Stop play during a game to ensure the emotional or physical safety of competitors or officials, and/or to request assistance from higher authorities.
2. Ask a player or team to leave the game and/or the venue in the first instance should the behaviour be excessive or substantial enough to do so. This includes but is not limited to: physical or verbal abuse and deliberate unsportsmanlike play likely to cause injury.
3. Remove a team, or player, from the competition, without refund, should inappropriate behaviour continue during the season. This will be in accordance with Grievance Forms lodged, student and staff code of conduct and receipt of warnings.

Definitions:

• Offence refers to inappropriate/rude behaviour that is verbal or physical.
• Sport Official refers to the referee, umpire, or competition administrator.

Player behaviour within a game:

1. First offence – verbal warning
   The sports officer will approach the individual and issue a verbal warning.
2. Second offence – final verbal warning
   Should the behaviour continue, or the Sport Official feels the first incident was substantial. A final verbal warning is issued.
3. Third offence – 5-minute time out
   Once the player has received two verbal warnings, they are to wait 5 minutes on the sideline because of the players actions.

Team/spectator behaviour within a game:

1. First offence – verbal warning
   Should a team or spectator/s of a team behave in an inappropriate way, verbally or physically, the game will be stopped, and a verbal warning will be issued by the Sport Official to the team captain.
2. Second offence – final verbal warning
   The Sport Official will issue a final verbal warning and explain the consequences, should the team or spectator/s of a team continue the conduct.
3. Third offence – forfeit game and removal from venue
   Should the behaviour continue, or the Sport Official feels the first incident was substantial, the team/spectator will be asked to leave the grounds and will forfeit that game and the opposing team will win on forfeit grounds. If the incident occurs at the Sport & Aquatic Centre the Duty Manager will be radioed to advise of the situation and assist with the incident.

Player/team/spectator behaviour towards a Sport Official

Poor behaviour towards a Sport Official will not be tolerated. Where a player swears at a Sport Official, they will be sent off for five minutes.

Official/Administrator Behaviour

If a team or player believes an official is conducting themselves in an inappropriate manner, then the Sport Officer must be informed straight away. The sports officer must reassure the official of their role, as they are providing a service.

If a team or player believes the Sport Officer is conducting themselves in an inappropriate manner, then the player or team must inform the coordinator within 12 hours of the incident.

Under no circumstances does poor conduct excuse players or officials from reciprocal action. It is the responsibility of the officials to ensure everyone involved always acts in a safe and appropriate way.

Grievance form procedures

If a formal Grievance and Dispute Form is lodged against a team or player (by either team members or officials), a review panel, comprising of the Social Sport Coordinator and the Manager – Fitness and Community Programs will review the complaint and take any necessary and appropriate action. Any player/team that displays unsportsmanlike behaviour, whether verbally or physically, and is requested to leave the playing field by a Macquarie University Sport official will have a Grievance Form lodged against them.

A Grievance and Dispute Form must be lodged within twelve hours of the incident occurring and sent to the social sport email at socialsport@mq.edu.au.

The details of the person who lodged the Grievance and Dispute Form will be kept confidential and will only be shared to those directly involved in the competition management at Macquarie University Sport. The party lodging the grievance or dispute will be notified of receipt no less than one working day of it being received.

The person or team that the grievance was lodged against will be notified and given the chance to respond to Macquarie University Sport within forty-eight hours. Depending upon the nature and quantity of the complaint(s), disciplinary steps may be taken.

1. In the first instance, the team, player or official will receive a first written warning for offences and/or suspension from the competition for up to two competition rounds.
2. In the second instance, the team/player/official will be given a second and   final warning, and/or suspension from the competition for up to two competition rounds.
3. On the third offence, the team/player/official will be asked to leave the competition without a refund. Should a team be suspended from the competition, the games missed will be scored as a forfeit.

However, if the act is deemed dangerous, highly offensive, or derogatory then the player, team or official may be asked to leave the competition immediately without refund.

All efforts will be made to resolve the grievance or dispute within seventy-two hours and notifycompetition administrators and respective teams.

Management does understand that in the ‘heat of the moment’ players can become frustrated and may behave in a manner resulting in a technical, unsportsmanlike or disqualifying foul. The three-tier disciplinary and grievance system seeks to provide opportunities for individuals to redeem themselves without instant dismissal from the competition.

Macquarie University Sport management ensures ALL cases will be looked at individually so that individuals are given a reasonable chance to present their point of view.

Player behaviour within a game

Team behaviour within a game

Player/Team/Spectator behaviour towards a Sport Official

Grievance Form Procedures

1. Form lodged with 12 hours of incident occurring and acknowledged within one working day.
2. Opposition team/player/official will be notified of grievance lodged and given 48 hours to respond.
3. First instance - Team/player/official receive a written warning.
4. Second instance - Team/player/official will receive a final written warning and/or suspension from the competition for up to two competition rounds.
5. Third instance - Team/player/official suspended from the competition without a refund.
6. If the act is deemed dangerous, highly offensive, or derogatory then the player, team or official may be asked to leave the competition immediately without refund.
7. All efforts will be made to resolve the grievance or dispute within seventy-two hours and notify competition administrators and respective teams.

For health and hygiene purposes members and visitors to the Macquarie University Sport and Aquatic Centre (MUSAC) are required to bring a towel when they train in the health club.

We encourage patrons to bring their own towel. However, if you forget your towel, you will be afforded the opportunity to choose between continuing to train through the purchase a towel, or to exit the centre.