Mansefield Building

• When can I book?

  Faith societies

  Faith societies can book Mansfield for both Semesters from June, at the end of the previous academic year.

  Value and cultural societies

  • Semester 1 orientation week events: from July
  • Semester 1: from August
  • Semester 2: from December of the previous year.

  All other student societies

  • All other bookings are accepted on a week-by-week basis, no more than ten days before the event date, subject to availability.   

• How can I book?

  Student faith societies, followed by value and cultural societies are given priority, subject to availability. All other bookings are accepted on a week-by-week basis, no more than ten days before the event date, subject to availability.   
  
  Before submitting a booking request, you must read the building rules and information section below. Ensure that everyone on your committee as well as those running the event read and agreed to uphold the rules and guidelines. 

  Please copy and paste the booking form below into an email, ensuring that all questions are answered, and send to chaplaincy@st-andrews.ac.uk for review. A word copy of this form is available on request.

  Society Name
  Date(s) required
  Event start time
  Event end time

   

   

   

   

  •  
  •  
  •  
  • If you need more than one date, please say which academic weeks the booking should include. If you need a full academic semester, please say whether this should include Independent Learning Week (Semester 1) or the February vacation (Semester 2).
  • The Chaplaincy will allocate 15 minutes before each event start time for people to arrive, and 30 minutes at the end for tidying and clean-up.

  Number of people attending
  Room(s) preference

  •  Please note this is not a guarantee that this room will be offered.  The Chaplaincy reserves the right to offer an alternative.
    

  Nature of Event

  • such as a society social, worship or prayer event, lunch or dinner event, charity event

  Will you be collecting money at this event; this includes membership fees and donations? If yes, please answer the following additional questions. What will the money be used for? How much do you plan to collect, per person?

  Will there be an external speaker or guest? If yes, please answer the following additional questions. What is the name of the speaker? Does this individual or guest organisation have a webpage, please provide: Nature of the talk?

  Do you plan to show a film/documentary?  If yes, please provide the details of the film/documentary you plan to show. Please be aware that under the Terms and Conditions of streaming platforms such as YouTube and Amazon the content is for personal, non-commercial use only as such permission to show streamed films/documentaries cannot be permitted.

  I confirm that I, and all those involved in managing the event, have read the below building rules and information. Please provide the name(s) and email(s) of all those involved in planning the event, and those who will be supervising the event on the day.

• Communal cooking facilities

  The Chaplaincy kitchen is part of the University's communal cooking facilities. It allows groups of students to:

  • come together when cooking
  • batch cook food
  • learn new skills
  • enjoy eating with others.

  The kitchen is available to book, up to ten days in advance, from Monday to Friday, 9am to 5pm, subject to availability.

  Please email chaplaincy@st-andrews.ac.uk with:

  • your details
  • your preferred date and time
  • the number of people attending, including names and contact emails.

  All building users must be aware of the ethos of the Chaplaincy. They must also follow the building's rules and guidelines.

• Bookable Rooms

  Bookings can be made between 8 am and 10 pm, the building must be vacated no later than 10:30 pm. 
  
  Lounge: accommodates 20 people seated
  Lochnagar: accommodates 40 people seated, 50 people for standing event

  Kitchen:  accommodates 6 people and must be booking in conjunction to a room, detailed above, for all food related events.  

  Garden:  the chaplaincy garden is a bookable space which must be booked in addition to either the Lounge or Lochnagar.  

• Conduct and Behaviour

  Respect for individuals and other groups must be paramount. Nobody should feel coerced into any activity within a group.

  The following behaviour is not permitted in this building, smoking, any form of pornography or nudity, gambling, or games of chance. 

  The consumption of alcohol in this building is not permitted except for religious reasons. Prior permission must be sought from the Chaplain, Revd Dr Donald MacEwan.

  You must advise the office, at point of booking, if you plan to collect money at an event, how much and what it will be used for. The selling of items (goods), be it for profit or non-profit, is prohibited. Collection of donations is permitted but must be discussed with the Chaplaincy office in advance. Individuals must be free to donation an unspecified amount.

   

  Events involving shisha or hookah smoking (and all other associated forms of smoking) are strictly prohibited at the Chaplaincy, both within the building and garden. Please read,  Shisha and the law in Scotland.

• Waste and Recycling

  Bins in the Lochnagar and Kitchen must be emptied by the society (room users) at the end of an event, if used, and taken to the external bins.
  
  External bins are located at the rear of the building, general waste at the front of the car park, plastic/paper/cardboard at the rear of the car park.  Food waste bins will be provided soon, but for now must go in the general waste.
  
  Spare bin bags will be left at the bottom of the bin in the Lochnagar and at the side of the bin in the Kitchen, kindly ensure a new bag is put in place before reusing. Spare bags are provided under the kitchen sink or available from the chaplaincy office.

  Please continue to do your bit for the environment and dispose of plastic/paper/cardboard waste responsibly – in small quantities in the multi-use corridor bins.
  The centralised multi waste bin system located on the ground floor, outside the Lounge, and on the first-floor landing is for day-to-day waste disposal. Please do not use for the disposal of waste from large events.
  
  Please dispose of pizza boxes, chip shop boxes, curries, or other such fast-food containers in the bins to the rear of the building.

• Furniture

  Lounge: tables should be returned to the upright position against the wall between the window and entrance door (not at the far end of the room blocking the Fire Exit)

  Lochnagar: tables should be returned to the upright position behind the door and screens. Chairs should be stacked behind the screen on the opposite wall from the tables.

  • Ensuring that the tables and chairs are cleaned and tidied away at the end of an event.
  • Furniture most not be moved between rooms, nor should furniture be taken outside.
  • Outside furniture for use for outside events is available on request.

• Candles and Incense

  Candles and Incense are not permitted.   We recommend the use of LED candles
  
  In exceptional circumstances as part of a religious ceremony candles may be permitted.  Contact the chaplaincy office for further information. 

• Video/Audio Visual

  We do not hold a ‘Film Copyright licence’ as such the showing of films at events is not permitted unless you have the necessary permissions in place - evidence of which must be provided.
  
  Under the Terms and Conditions of streaming platforms such as YouTube and Amazon the content is for personal, non-commercial use only as such permission to show streamed films/documentaries is not permitted.
  
  Please be aware that we do not have the necessary equipment in-house to show films. Any external equipment brought into the building must be PAT tested.

• Food Events

  The use of the kitchen for food preparation is solely for events which take place in the Chaplaincy.

  Potluck events are not permitted. All events involving food must be prepared in the chaplaincy kitchen, in line with health and safety guidelines. Food purchased from a licenced establishment, such as, central catering, restaurant or supermarket is permitted.

  Societies may hold BBQ events in the garden with prior permission, using only disposable BBQ equipment on hard surfaces. They must not be put onto the grass. The kitchen and one other downstairs room (Lounge or Lochnagar) should be booked in conjunction with the garden for such events.

• Safety Information

  Fire Doors:  Under no circumstances should the fire doors throughout the building be wedged open.   Nor should the main entrance/exit doors.

  The door to the Lounge and Lochnagar can be left open at the beginning of an event to allow people to enter at the start of an event, but thereafter it should be kept closed. The Lochnagar has an electric mechanism and it should be used to switch the door from closed to open, as necessary.
  
  Windows and Door:  All windows and doors must be closed at the end of an event.

  Protection of fire exits:  Please be aware that the exits to the garden from the Lounge and Lochnagar are also Fire Exits and must always be kept clear. Likewise, corridors and stairways are part of the fire escape route and must be keep clear.
  
  Fire alarm: If the alarm goes off leave the building and proceed to the Fire Assembly Point, Student Union car park. Typically, during working hours a member of Chaplaincy staff will function as a Fire Marshall and give guidance. At all other times please ensure you and all members at your event leave the building. Call 999. 

  Fire alarm tests:  There will be weekly Fire Alarm Tests. You will hear the Alarm ring a few times before being shut down.

  Fire evacuation:  You will find new Fire Evacuation notices displayed on each floor.  Please familiarise yourself with the nearest exit. In the event of a fire, always keep yourself safe, while advising people to leave by the nearest safe exit.

  Electrical devices may not be used unless they have been tested PAT tested by the University (NO Equipment from home or Halls maybe brought into the Chaplaincy) – no kettles to make refreshments. In other rooms, the only acceptable electrical devices are those already belonging to the building.

  Security Concerns: If you are using the building in the evening and have concerns about non-University members entering the building, misuse by university members or feel you require assistance please contact the University Security and Response Team. Internal 8999 or 01334 468999. 

• Kitchen Use and Information

  Fridges

  • There is a small fridge in the kitchen for use during a booked event. ALL FOOD, including milk, butter, cooking oil, salt etc., must be taken away. We reserve the right to dispose of any food left in this fridge, due to health and safety regulations.
  • All other fridges in the kitchen marked 'private' are for use by those societies only.

   KEEP IT CLEAN AND TIDY

  • No food, drink or other supplies must be left on the kitchen counter tops or in the general fridge after an event. You must bring all necessary supplies at the start of the event and take away to dispose of at the end.
  • Waste disposal - please refer to the 'waste and recycling' section above.
    
  • Dishes must be washed, dried, and put away and the sink area and all surfaces, including the kitchen table, left clean after EVERY meal/use. Covid Guidelines state that dishes, drinking glasses, cups, eating utensils etc., should be steeped for a minimum of 5 minutes in hot soapy water before being cleaned.
  • The cooker including the oven (if used) must be cleaned and all surfaces wiped and sanitised. The cooker and fan must be switched off. Please use only the specially supplied pots and pans provided.
  • Chopping boards: separate chopping boards have been provided for raw meat, vegetables, and ready-to-eat foods. You must wash the chopping boards thoroughly with hot water and washing-up liquid after each use.
  • Tea towels & dish cloths: these should be deposited in the washing bin provided after each use. Do not use tea towels to wipe hands please only use the disposable handtowels provided – thus eliminating the possibility of cross contamination of bacteria being spread to plates.
  • Kitchen floor and carpets must always be left clean - sweep up all food. A brush and mop are provided in the kitchen and hoover is stored in the disabled toilet.
  • Food processor/blender: please take care when using and cleaning the processor. An instruction folder has been placed in the kitchen to give guidelines on its use and cleaning.
  • Under no circumstances should the top of the kitchen cupboards or fridges be used to store addition items of food or boxes - we reserve the right to remove and dispose of anything left in these locations.

• Food Handling Safety and Information

  Defrosting (Critical Control Point): The growth of bacteria is usually prevented by freezing, but as food begins to thaw bacteria begin to multiply. All frozen foods, therefore, must be thoroughly defrosted/thawed before cooking, unless directions on packaging state otherwise (e.g., frozen vegetables, cook-freeze product), under temperature-controlled conditions i.e., in a refrigerator. This is the safest but slowest method. Care must be taken with resultant defrosting liquids to avoid contamination.

  Food handling (Critical Control point): All bought in raw or pre-cooked chilled foods shall be held in refrigerated storage at 5°C or less and must be consumed by the "use by" or "best before" date on the packaging.

  All raw materials used must be fresh, appropriately sealed or packaged, at the right temperature and showing no signs of damage or physical contamination.

  In preparation of foods, the essential factors are time, temperature and moisture. In "favourable" conditions, food poisoning bacteria can double in number every 10 to 20 minutes.

  The danger zone is between 8°C and 63°C: The potential for cross-contamination of foods during this stage will be considered, either by direct means (from other products) or indirectly (insects, knives, chopping boards and fingers etc.).

  Handwashing: Handwashing is essential for all food handlers in a kitchen as harmful bacteria such as E.coli, Salmonella and Staphylococcus aureus and viruses (e.g., norovirus) present on the hands of food workers are removed by proper hand washing. To this end, and in line with Fife Council Hygiene Policies which we must abided by, we have provided a dedicated hand washing sink.  At no time should the handwashing sink be used for food cleaning/preparation or cleaning of dishes/pots, it must solely be used for washing hands only.

  Foods not ready for cooking/service: Occasionally pre-frozen raw or prepared foods will have been placed in a refrigerator to thaw and then will not be ready when required. It is not a safe practice and therefore is not permissible then to attempt to "quick thaw" a product i.e., by placing it in an ambient/warm kitchen to reduce thawing time. 

  Sushi, Sashimi, and other raw fish products: The preparation of these food requires an exceptionally high standard of food hygiene control. Guidance notes are available on request.