Graduate Space Access Request Form

After reading the terms and conditions below, graduate students can submit this form to gain access to the Graduate Collegium (ASC 460) and the Graduate Commons (COM 310). Postdoctoral fellows requiring access should email gradcommons.ok@ubc.ca with the subject line Postdoc access.

Please note: It takes approximately two weeks for the access to be processed.

Privacy Notification

Your personal information is collected under the authority of section 26(c) of the Freedom of Information and Protection of Privacy Act (FIPPA). This information will be used for graduate space requests made to the Library. Questions about the collection of this information may be directed to gradcommons.ok@ubc.ca


Between The University and Current Graduate Students regarding use of UBC Okanagan campus Graduate Student Spaces.

I. Purpose and Scope
The purpose of this User Agreement (“Agreement”) is to clearly identify the roles and responsibilities of each party as they relate to Graduate Student Spaces at UBC’s Okanagan campus. The Graduate Student Collegium (ASC 460) is a multi-purpose space located on the fourth floor in the Arts and Science building. The Graduate Student Commons is a study and collaboration space (COM 310) located on the third floor of the Student Commons.

II. Term
These spaces have been approved for current graduate students registered at UBC’s Okanagan Campus.

III. Responsibilities of the University
• The College of Graduate Studies (CoGS) will manage and oversee scheduling for the Graduate Student Collegium space.
• The Library will manage and oversee scheduling of meeting rooms in the Graduate Commons space.
• Hours of operation for the Graduate Student Collegium are Sunday through Saturday (seven days a week) from 7 a.m. to 11 p.m.
• Hours of operation for the Graduate Commons Space correspond to the Commons building opening hours (generally 6 am – 1 am, 7 days per week).
• Should any components of the Graduate Student Spaces be stolen or vandalized, the University will proceed with an investigation. Students who compromise Graduate Student Spaces property could face non-academic misconduct charges.
• The University will ensure that janitorial cleanings occur periodically.

IV. Graduate Students’ Responsibilities
Each current graduate student who wishes to use Graduate Student Spaces is responsible for and acknowledges the following:

Room Access:
• Formal access will be granted upon the student’s acknowledgement that he or she has agreed to these terms and conditions. Submitting this form indicates an agreement to the terms of this Agreement between the Graduate Student and the University.

Room Inventory:
• All components of the rooms, including furniture, appliances, TV, printers, lockers, decorative pieces, board games, etc., have been accounted for and must remain within the confines of the Graduate Student Spaces.
• Any student who removes any component of the rooms will be required to pay the cost of replacement of that item.
Room Cleaning and Maintenance:
• Graduate students who use these spaces are expected to keep the spaces tidy and return equipment, furniture, and other items to their proper places.

Food (applicable to COM 310 only):
• Food is permitted in the space while the student is working.
• No food will be stored in the space.
• No food preparation is allowed in the space
• No small appliances will be allowed in the space
• Graduate students are responsible for removing all their garbage to the bins provided.

V. Student Agreement
By completing and submitting the form, you agree to the terms and conditions associated with the use of Graduate Student Spaces as outlined above. Access privilege may be suspended or terminated for any violation of the terms and conditions.