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2. General

Parking on the QMU campus within core periods is by permit only other than authorised visitors. The core periods are defined as between the hours of 0800 and 1730, Monday to Friday from 1 September to 31 May.

Permits charges are levied in line with the vehicle’s emissions, and will be applied for online via the University Parking Management System portal.Ìý

Payment will be required where charges are applicable before the permit comes into effect, and can be made online via the portal.

No permit will be issued to anyone who has an outstanding Parking Charge Notice (PCN).

2.1 Classes of permits

In the case of applications for disabled parking permits the process defined in 2.1.2 will apply.

All other staff and students will be allocated permits based solely on need, following a process of criteria analysis, covering distance from campus, availability of public transport and child care or other caring responsibilities.

In certain cases, such as shift workers there will be a shift permit paid for and retained by the department, in recognition of the lower frequency of public transport provision during certain times of day.

General student parking is not available to students living in the on-site student residences and they must not bring cars onto the campus, during the core periods of permit operation. In exceptional circumstances students in halls of residence may be allocated a permit e.g. on course-related or medical grounds where supported by appropriate evidence.

2.1.1 Designated Parking Spaces

Disabled Parking spaces are solely for use of blue badge holders and authorised disabled users. Anyone not displaying a blue badge or a valid disabled permit will received a parking charge notice.

Electric Car Charging spaces are solely for the use of electric cars actively charging their vehicle for a maximum period of 4 hours.

Motorcycle Parking spaces are solely for the use of motorcycles. Motorcycles must not occupy a car parking space.

Permit holders will not be allocated a parking space, and the issue of a parking permit does not constitute a guarantee of a space. There will be no designated spaces for any member of staff, other than those marked for disabled permit holders, and may on occasion be reserved for temporarily disabled staff or students, and also for visiting groups. These will be identified by Campus Operations staff as required.

2.1.2 Disabled Parking Permits

Queen Margaret University is committed to ensuring that disabled staff and students are able to access the University campus and are not discriminated against, in accordance with The Equality Act.

Staff and students who hold a valid Blue Badge holders may park in disabled parking spaces on campus, however they must apply for a disabled parking permit via the University parking management system. As part of this process, a copy of the applicants Blue Badge must be submitted as supporting evidence. Once this criteria is met, a zero cost permit will be issued.

Staff and students who do not hold a Blue Badge but still require a permit based on a long term or temporary physical impairment or disability, can apply for a disabled parking permit by contacting Student Services (students) or Health, Safety & Wellbeing Team via HR (staff). Once approved by the applicable department, a disabled permit must be applied for via the parking management system. After suitable checks are undertaken, a disabled parking permit will be issued at zero cost.Ìý

QMU has a commitment to ensure that people who have disabilities have every possible assistance in accessing QMU premises for the purpose of academic study and employment. Disabled parking bays are located as near as possible to the most appropriate entrance of the various buildings, having due regard for:

• restriction and directives of current legislation
• the health and safety of persons who have mobility impairments and other users of the premises
• the numbers of people requiring to use the facilities.

There is no limit on the number of parking spaces allocated for people who have disabilities, but the allocation will, as a minimum, comply with relevant legislation. Wherever possible, new members of staff or new students who qualify for a disabled parking permit should, if possible, be identified prior to commencing employment or study, and should indicate requirement for parking space.

Disabled parking permits will be issued at zero cost subject to the following conditions:

• Permits issued are for the benefit of the person who has the disability only and are not transferable. (it is acceptable for the permit to be used by a carer when supporting a staff member / student with a disability)
• Permit holders should park in the designated disabled bays wherever possible.
• The permit must be clearly displayed on the dashboard within the front windscreen of the user's car.

Parking for visitors to the University who hold a valid Blue Badge is free. However, as the car park is managed by automatic number plate recognition (ANPR) cameras, visitors who hold a valid Blue Badge must register their vehicle at the main reception on arrival in order to obtain this concession for the duration of their visit. Failure to register will lead to a parking charge notice being issued.

2.1.3 Inadequate public transport

Points will be allocated to a journey of more than 5 miles from home to campus, which cannot be made, without excessive difficulty, on public transport. Excessive difficulty is where more than 3 different services would be required to make the journey, or where the public transport option would take 45 minutes more than the same journey by car.

2.1.4 Family commitment

If it is essential for a member of staff or a student to transport a young child or children to nursery/school, or where it is necessary to be at home at a certain time for childcare purposes and there is no alternative means other than the car, they will be eligible for points.

Consideration will also be given to those with care responsibilities of an adult dependent relative. Permits are allocated by a cumulative points system, which should mean that those in the greatest need will be most likely to qualify for a permit.

2.1.5 Essential Business user

An essential business user (EBU) is a member of staff whose duties require extensive offsite travel, that is, virtually every day. Nomination as an essential user will be contingent upon verifiable data supplied by the departments and on request of Campus Operations. Essential user permits are charged at £100 which cost will be borne by the user’s department.

2.2 Visitor and non-permit holder parking within core periods

2.2.1 Conferences and other ticketed events

A limited allocation of parking may be accommodated with advance notice for conferences and other ticketed events. Attendees should contact the organiser to find out if there are any agreed special arrangements for parking. The organiser is responsible for providing vehicle registration details to Campus Operations at least 7 days prior to the event start date to ensure parking can be accommodated. If no parking arrangements have been made in advance the daily parking rate will apply and attendees will be required to pay to park via the PayByPhone app, website or by telephone.

Any gathering of visitors that is not a meeting will require event planning, please ensure that you have consulted with the Health, Safety and Wellbeing Team before you make hard and fast plans, e.g. for a large number of vehicles a car park marshal and additional signage may be required.

2.2.2 Registered visitors

Visitors who have been registered on the University’s visitor management system are eligible to park free providing the host staff member registers the visitor’s vehicle registration number on the visitor management system at least 24 hours’ notice prior to arrival. Where parking is not pre-arranged the visitor will be required to pay the daily parking rate via the PayByPhone app, website or by telephone.

2.2.3 Unregistered visitors

Visitors who are not registered on the visitor management system will be required to pay the daily parking rate via the PayByPhone app, website or by telephone. Using these options automatically registers the vehicle's number plate within the University's parking management system.

2.2.4 Non-permit holder staff and students

Staff and students who do not hold a valid permit will be required to pay to park via the PayByPhone app, website or by telephone. Using these options automatically registers the vehicle's number plate within the University's parking management system. The daily parking rate will apply.

The University reserves the right to determine the availability of parking to non-permit holders on any given day taking account of regular permit usage, events and visitor numbers.

2.2.5 Visiting lecturers

Visiting lectures are a distinct group of staff. They should contact their School to request parking. If approved, Schools may register the visiting lecture’s vehicle on the visitor management system with at least 24 hours’ notice. Schools may require visiting lectures to apply for parking permits. Where Schools do not wish to do so, the cost of their parking will be calculated using the department’s timetable, and charged to the School at the beginning of the semester. The cost will be charged at the applicable daily parking rate. Visiting lectures will be informed about QMU's Green Travel policy and encouraged to use other forms of transport than cars whenever possible.

2.2.6 Defined permits

Essential Business Users (EBU) whose role changes and no longer involves the level of off-campus travel that necessitated the EBU permit must surrender the permit and make a personal application under the regular staff criteria.

Persons who have had a temporary health or fitness impairment that has necessitated a disabled permit issued by the University, should also reapply for a regular permit once they no longer have the impairment and the temporary disabled permit has been withdrawn.

Additionally, and by prior arrangement, permission may be given for collection/delivery of bulky items e.g. uplifting of teaching resources, scripts for marking etc., in which case these items must be deposited at the mail room for collection. These can then be collected by car which will be allowed to stop in the service area for the purpose. Drivers must not leave their vehicles unattended in this situation, and will need to notify security as they leave.

2.3 Appeals

2.3.1 Refusal of Permit

Appeals in relation to non-allocation of a parking permit shall be made online via the University Parking Permit System portal. Each appeal shall be independently adjudicated by managers within the Campus Services division. Whilst appeals are being processed parking within the car park is not permitted until the appeal is concluded.

Appeals shall require verifiable supporting evidence for consideration of special circumstances. Staff adjudicating appeals may undertake reasonable enquires to determine the appeal.

2.3.2 Parking Charge Notice

Appeals must follow the guidance provided by Open Parking in relation to contacting the relevant authority. Appeals will be reviewed using any evidence gathered as well as the CCTV to review each case.

The outcome of any appeal will be final and there will be no further route of appeal.

2.4 Permit costs

Revenue generated from the permit charges and parking charge notices will be utilised to fund the costs of managing the scheme and the implementation and support of other Green Travel Plan Strategy measures.

Charges for permits will be reviewed annually and are set out in schedule 1 of the policy.

A student or staff member surrendering their parking permit for any reason may request a refund by applying to parking@qmu.ac.uk Permit refunds are prorated by month and no refunds will be issued on permits that are within 90 days of expiration.

Part-time staff may be eligible for a proportional discount based on their contracted hours.

Parking outside the core periods will not require a permit. Cars left in the car park overnight, must be removed by 8am or they will be subject to a parking charge notice. Vehicles left in the car park for more than ten days without the appropriate permit will be removed, and cost for removal accrued to vehicle owner as defined by DVLA.

All permits will be subject to an annual application process via the University Parking Management System portal. Once registered via their QMU e-mail address users will be able to utilise their account on an on-going basis.

2.5 How to apply

All applications shall be made online utilising the University Parking Management System portal and will be administered on behalf of the University by a registered Independent Parking Committee or British Parking Association parking provider.

Applications should be made annually during late August for the following academic session. Exact timings and deadlines will be published on the parking section of the University website annually.Ìý

In all cases, evidence will be requested to support the application. The vehicle registration document and a council tax statement / recent utility bill / rental agreement showing term time address will be required, along with evidence of caring responsibilities or medical conditions.

3. Car Park – Conditions of Use

3.1 General Conditions

Use of the University campus car park signifies the users’ acceptance of the car park rules and regulations set out in Appendix 1.

Permits can only be used for the registered vehicle. Vehicle changes during the period of the permit must be notified to parking@qmu.ac.uk. Permit holders vehicles registration numbers are held within the University Parking Management system software. The Campus Operations team will utilise Automated Number Plate Recognition (APNR) hand-held devices to verify authorised vehicles. In the case of hired cars or, on occasion, the need to use a different vehicle, advance notice to Parking and Security should be provided via parking@qmu.ac.uk. Where it has not been possible to provide advance notice the permit holder must inform Campus Operations on entering the building, followed up with an email to with a brief explanation of the change.

Permits are not permanently transferable without prior notification and agreement. Where transfers between vehicles following a change is permitted, the remaining period of the permit will be chargeable at the new vehicles CO2 emissions rate and rebates / additional charges will be levied on a pro-rata basis.

Permits shall be revoked when the permit holder ceases to work or study at the University. The University reserves the right to revoke a permit at any time however this will normally be where a serious and significant breach of the rules and regulations occurs.

4. Status of the Policy

This policy has been approved the Executive Board of Queen Margaret University.

The policy will be subject to periodic review; rules and regulations may be amended operationally as required to support regulation and enforcement. Parking Charges will be subject to annual review as part of budget setting processes.

Queen Margaret University Car Park Rules & Regulations (Appendix 1)

Rules & Regulations Governing the Use of the QMU Car ParkÌýÌý

The following document comprises the Queen Margaret University Car Park Rules and Regulations sets out the rules for all individuals bringing a vehicle onto the Queen Margaret University campus and the conditions under which Permits are granted. These rules are referred to as the Regulations in this document and may be amended from time to time. This version of the Regulations comes into force on 1^st September 2023 and will be reviewed regularly and updated as required.Ìý The Regulations are in force on the Campus 24 hours per day, 365 days a year.Ìý

1. General
   • All roads and car parks within the Campus connect with the public highway and come under the Roads (Scotland) Act and Police may be called by the University to deal with any serious breaches of relevant legislation.

• The maximum speed limit for vehicles within the car park and all roads with the University barrier control system are 20 miles per hour except within those areas as otherwise indicated. Vehicles must at all times be driven in accordance with the Highway Code and with due care and consideration for all pedestrians, wildlife, vehicular traffic and University property.

• All users of vehicles on the Campus must comply with all traffic and parking signs, notices and directional arrows showing the prescribed direction of traffic flow. This includes permanent signs and some which will be displayed from time to time.Ìý The Regulations apply to all signs whatever their nature or period of use.

• The University reserves the right to record any reported breach of these Regulations and pursue further action against any vehicle user found to be in breach. Vehicle users must also comply with instructions from Campus Operations Officers or other University employees having requisite authority.

• Motorcycles and scooters must not be ridden on University footpaths or in areas which are normally closed to private motor vehicles.

• All vehicles used on the Campus must be registered in terms of the Vehicles Excise and Registration Act 1994 and all drivers must hold a current insurance policy providing cover against third party risks (Section 143 Road Traffic Act 1988). It is the responsibility of the Registered Keeper to check that their insurance policy provides cover for driving on the Campus roads.

• All persons using or parking a vehicle on University premises do so entirely at their own risk. The University does not accept responsibility for any damage to, or loss from, vehicles driven, parked, left or abandoned on Campus.

• Owners of motorcycles are not required to register or display a permit unless they opt to park in a full parking space.

• Designated electric vehicle charging stations are available for all car park users wishing to recharge their electric / hybrid vehicles. Vehicles parked in these spaces must still hold a valid permit and are subject to a maximum stay of 4 hours in any one day within a vehicle charging bay. An overstay will apply for charging periods exceeding 4 hours; it is the responsibility of the driver to ensure the vehicle is moved to an alternative parking space prior to the expiry of the 4 hour period. Any unauthorised use of these designated spaces will result in the issue of a Parking Charge Notice (PCN).

• Queen Margaret University is a data controller under the Data Protection Act 2018 and is registered under that Act. Personal data is processed in relation to the management of parking on the University’s Campus and will be held and processed in accordance with the University’s Data Protection Policy and this Regulation 1.9. The University collects and stores details relating to permit and non-permit holders and their vehicles in order to manage parking. The University may where it is believed these Regulations have been breached and for the purposes of enforcement of these Regulations, either directly or via third party agencies, use vehicle information obtained including vehicle registration numbers to identify through DVLA where necessary, the details of Registered Keepers. The University therefore reserves the right to pass your data to third parties including Open Parking, for the purpose of enforcing these Regulations and you hereby agree to such transfer. If you are a permit holder, these uses of your data are part of the University’s contract with you to provide that permit. If you are visiting the Campus you are deemed to have consented to the use of your data in accordance with this Regulation 1.9 by virtue of bringing your vehicle on to the Campus. The relevant sections of these Regulations are displayed on the Campus to inform you of these conditions.

2. Permitted Vehicles

• • Other than those vehicles entering Campus to carry out official works on behalf of the University or hired directly in relation to University business, the following categories of vehicles are prohibited from parking on Campus without the express written permission of the Deputy Director of Campus Services or their nominated deputies. Under no circumstances must these vehicles, even when permitted to park, be used as sleeping accommodation:

• Caravans
• Mobile Homes
• Vehicles of overall length greater than 5m.
• Trailers

3. Parking Permits

• • All staff and students wishing to park on campus must apply for a parking permit for the semester or pay the daily parking rate on arrival. Eligible Staff and Eligible Students will be issued with a Permit once they have made an application and paid the relevant charges (if appropriate).

• The parking rules and regulations apply at all times, however between the 1^st September and the 31^st May each year between the hours of 0800 and 1730, Monday to Friday a valid permit MUST be obtained to park on University property:

• Any vehicle parked during the 1^st September and 31^st May between the hours of 0800 and 1730, Monday to Friday without a valid permit will incur a PCN.
• The issue of a parking permit does not guarantee there will be a space available on campus.

• Those applying for a Permit must hold a full driving license. Provisional license holders are not eligible to apply for a Permit.

• Permits are only transferable upon change of vehicle by the applicant and notification of any such change being provided to the University. Subsequent pricing changes may apply depending on permit type.

• The University reserves the right to withdraw Permit Rights from any individual at any time without reimbursement of any costs incurred by the Permit holder and/or to decline any future permit application, in the event that the parking rules and regulations have been breached in a current or previous Charging Period.

• Registered Visitors

• Visitors who have been registered on the University’s visitor management system are eligible to park free providing the host staff member registers the visitor’s vehicle registration number on the visitor management system at least 24 hours’ notice prior to arrival. Where parking is not pre-arranged the visitor will be required to pay the daily parking rate on arrival.

• Neither Queen Margaret University staff nor students are deemed visitors under the terms of these rules and regulations.

• Restricted Car Parking Areas

• Permit holders and visitors are prohibited from parking in the following areas:

(a) Bus turning circle / drop off area adjacent to Students Union building.

(b) Queen Margaret Drive in its entirety (this is controlled by East Lothian Council)

(c) Maintenance access points across the campus.

(d) Residences access roads and compound.

• Students resident on the Campus must be in possession of a valid permit to park between the hours of 0800 and 1730, Monday to Friday.

• Infringement of the Regulations and Penalties

• Any vehicle parked in a car park for which does not have the appropriate Permit will have its details recorded and a PCN placed on the vehicle informing the owner that they have breached the Regulations and that an additional fee is due within the time specified in the PCN.

• Any vehicle parked in the following areas or in any manner likely to cause an obstruction or a danger to other users, will be recorded and a PCN placed on the vehicle informing the owner that they have breached a term of the Rules and Regulations and that an additional fee is due within the time specified in the PCN:

• in a designated disabled parking space
• in a designated electric vehicle charging space
• on double yellow lines or hatched area
• in an area reserved for service or University vehicles

• A PCN issued under Clauses 6.1 and 6.2 will, if applied, be reduced if payment of the amount specified in the notice is made in full within 14 calendar days of the date of issue of the PCN.

• Failure to settle in full within 28 calendar days from the date of issue, any Charge due as a consequence of the issuing of a PCN(s) except in those cases of an outstanding valid appeal, will result in the revocation of any permit rights, until such time as that payment has been received by the University.

• Permit holders who have had their permit rights revoked as a result of any breach of the Regulations, may also be prevented from applying for a Permit in the SUBSEQUENT Charging Period.

• Repeated breaches of these Regulations by staff or eligible Students may also result in the withdrawal of a Permit for a period or indefinitely. Breaches of the rules and regulations, may be dealt with under the appropriate University disciplinary procedures for staff or students as appropriate.

• Visitors who infringe The Regulations and who are issued with a PCN should be aware that the University will seek payment of the amount stated within the PCN and failing payment in the manner and within the time specified in any PCN, the University reserves the right to pursue payment of the sums of money due through any third party agency employed by the University for the recovery of any unpaid Charge. Failure to pay a PCN within 28 calendar days or the repeated issue of a number of PCN’s to any individual user may result in their vehicle being denied access to the Campus.

• Non-Permit holders who infringe The Rules and Regulations and incur a PCN will be traced via the DVLA. The University reserves the right to levy a charge to cover any additional administration costs over and above the amount of the prevailing PCN Charge, where such additional charges can be reasonably justified.

• The University reserves the right to exclude vehicular access to the Campus and withdraw the parking rights of any driver for failing to observe traffic and parking signs, notices and directional arrows and the Campus speed limit.

• Any motor vehicle which, in the opinion of the University, is causing an obstruction or a safety hazard or is found to have been apparently abandoned on Campus will be liable to be removed.

• In cases of apparent abandonment, the University authorities will take all reasonable steps to obtain the legal owner’s particulars, and if ownership is established, the owner will be requested in writing to have the vehicle removed within 28 days. Failure by the owner to do so will result in arrangements being made for its disposal. Any expenses incurred in the removal or by the abandonment or disposal of such a vehicle will be met by the legal owner.

• The Parking Charge Notice will result in a fine of £60, which may be reduced to £30 for prompt payment within 14 days of issue.

• Disabled Parking

• Staff and students with a valid Blue Badge will be eligible to use the car parking designated disabled spaces but must have applied for and be issued with a disabled parking permit.

• Staff and students with mobility issues may be eligible for a disabled parking permit authorising them to park within the designated disabled parking spaces. For guidance on please contact parking@qmu.ac.uk.

• Parking within designated disabled bays and failing to display a valid blue badge and hold a valid disabled permit will incur a Parking Charge Notice.

• Electric vehicle charging pointsÌý

• Dedicated bays marked for the use of electric / hybrid (vehicles with a combustion engine as well as an electric motor) vehicles only are provided with a charging point. These bays may only be used by electric / hybrid vehicles utilising the charging points and are not available for general parking.

• Use of the electric vehicle charging bays will be monitored by the Campus Operations team and any misuse will result in a PCN being issued.

• A Parking Charge Notice will be issued to any non-electric vehicle utilising the designated electric vehicle charging space.

• AppealsÌý

• Appeals against the issue of a PPN or denial of vehicular access must be made by e-mail or letter within 28 days of the date of issue of the PPN. Guidance as to what may or may not constitute a valid appeal and to whom any such appeal should be directed is provided online.

• Complaints

• The University is committed to providing a high quality of service to staff, students and members of the public. If you are dissatisfied with our service then please tell us. A copy of our Complaints Handling Procedure can be found here

These Regulations can be found in the Green Travel Plan and Strategy section of the University’s Location and Getting Here web pages or a copy can be provided by the Campus Operations department upon request.Ìý

1. Parking Charges

This schedule sets out the current parking charges, this is reviewed annually as part of the budget setting process.

The charges shall be determined with reference to the QMU Green Travel Plan Strategy and shall be weighted against the carbon emissions and other environmental factors of the applicants vehicle. For further parking guidance please see appropriate online section of the Queen Margaret University website.

2. Parking Permit ScalesÌý

The permit charge for 2023-24 is calculated on a sliding scale based on vehicle engine carbon profile.

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3. Non-Permit Holders / Unregistered Visitors

The daily parking rate of £5 per day applies to all non-permit holders and unregistered visitors.

4. Registered Visitors & Conference / Event Attendees

Where parking has been pre-arranged in accordance with the Parking Policy, there will be no charge to park.

5. Authorised Contractors Vehicles

Contractors official vehicles which are essential to support maintenance of the University and have been authorised by the Estates & Engineering department shall be at no charge.

Contractors official vehicles shall utilise service zones out with the main car park whenever possible.