3. Roles and responsibilities
3.1 Executive Director, Libraries Tasmania
- Decides on appeals from hirers and finalises contested or escalated applications
3.1 Director, Library Network
- Policy and procedure owner
- Ensures overall Policy and Procedure compliance and supports managers to implement the Policy and Procedure with library and authorising staff
- Reviews escalated applications and makes final decision
- Notifies applicants where their room booking application is not approve and ensure application information is capture in the recordkeeping system.
3.2 Site manager (see section 9 for definition)
- Ensures local compliance and supports staff understanding
- Conducts risk assessments and requests additional information if required
- Escalates high-risk applications to the Director, Library Network
- Considers and makes decisions on application that involve alcohol service or children or retail sales
- Has authority to approve meeting room hire for public events, and refers declined applications to the Director, Library Network who will contact the applicant.
3.3 Service and Program Delivery Coordinators/ Senior Library Technician, State Library and Archives Service
- Supports local Policy and Procedure implementation
- Approves low risk applications, that is, applications for room hire for private use
- Escalates high-risk applications to the site manager
- Assists frontline staff with room hire enquiries
- Oversees risk management and Policy and Procedure adherence
- Supports reporting requirements
3.4 Frontline staff
Note: Some sites refer meeting room enquiries and to staff in service or operations coordinator roles.
- Checks room availability, makes tentative bookings and processes applications in line with this Policy and Procedure in line with this Policy and Procedure.
- Directs applicants to the Meeting Room Hire Policy and other relevant website information and policies
- Escalates applications to the site manager if the intended use is for a:
- Public activity bookings, or
- Private events that involve fees, alcohol, retail sales, or children to the site manager
- Manages payments, cancellations, and refunds
- Communicates approved bookings with applicants
- Saves all finalised applications in Content Manager
- Ensures rooms are ready at the start of bookings
- Follows meeting room data reporting processes
