MEMBERSHIP
PROCEDURES & REGULATIONS

 

CYENS Thinker Maker Space has designed its Membership Policies (hereinafter referred to as “Policies”) and the Makerspace Rules (hereinafter referred to as “Rules”) to help insure a safe and productive environment for all of its members. This is a space where everyone is welcome, and which inspires creativity and collaboration. Some activities promote critical thinking, whereas others will help turn thoughts into action.

CYENS Thinker Maker Space reserves the right to amend the Policies and Rules, in its sole discretion, without notice at any time. It is the members’ responsibility to know and follow the most current Policies and Rules.

All approved signs and postings within the Makerspace shall be considered a part of the rules and regulations of the Makerspace.

Buyer’s Rights:

Members understand that memberships are non-transferable and non-refundable. Prorated refunds on pre-paid monthly dues or memberships are available only in the case of the member’s death, permanent disability, or permanent relocation. Other reasons claimed by users/members will be examined on a case-by-case basis. A fixed cancellation fee equivalent to one month’s membership fee will be charged.

Use of facilities and Charges:

• Membership is charged with at a pre-paid monthly, quarterly or yearly fee according to Fee structure. The Fee may be subject to changes upon renewal.
• Any or all of the Facilities or services, including but not limited to, computer-aided machinery and 3d scanning equipment, may have limited hours or may be discontinued altogether at any time and be offered by appointment or on a first come, first served basis.
• Participation or reservation fee will be charged, according to the Fee Structure, for the use of specific equipment or for specially offered classes or workshops. The fees are subject to change without prior notice. All fees and procedures for booking equipment will be made available on the Makerspace Website and at the front desk upon request. Penalty charges may apply upon loss or damage of equipment.

Membership ID Cards:

The CYENS Thinker Makerspace issues a membership ID card for identification purposes containing user information and level of access. You may NOT let anyone else use it. The ID card is property of CYENS Thinker Maker Space and must be returned immediately if your membership is terminated or cancelled. If you lose your ID card there is a €10 re-issue charge.

Check In: You must check in at the front desk and present (or scan) your membership card before you use the Facilities. If you do not have your card with you, you must give your full name to a Front Desk Team Member. You may be asked to show photo ID.

Check Out: You must check out at the front desk by informing the attending Makerspace employee about your departure and returning any equipment used in the appropriate condition and according to the Code of Conduct and Safety Guidelines.

Equipment Color Code:

• Red: Use only by technician
• Orange: Use only after induction but under technician supervision
• Green: only after induction, if no markings are placed, free to use

Induction Classes: Memberships are not validated until you have undertaken basic induction.

Specialty Classes and Workshops: There may be a charge for attending some specialty classes and workshops. The details will be made available along with the announcement of these events. Attendance will be secured by invitation or by registration on a first come first serve basis.

Media Store:  A selection of equipment and material might be available for rent or purchase (subject to availability).

Bench and Hand Tools: Are available for use within the Makerspace space unless otherwise dictated by the makerspace manager or the Media store Admin

General Policies for Minors: To join, minors younger than 18 years must have signed approval of a parent or guardian. Minors under 14 must use the Facilities while accompanied by a parent, guardian or teacher. and their parent or guardian must sign the waiver and the Membership Agreement.

Showers: Members may use the showers after asking and being granted permission by the front desk employee if their use of the Makerspace equipment deems it necessary.

Keyless after-hours use:

• You are only granted out-or-hours access after a certain period when the ‘staff’ have ascertained you are a trusted and competent user, which is solely at their discretion and they retain the right to remove out-of-hours access at any time, again at their discretion.
• Available from XX pm to XX am for members in good standing “are considered as trusted and competent users as by sole discretion of CYENS Makerspace staff”. Your keycard will be turned off for nonpayment. After hours is only for members 18 years and older. Please do not give your keycard to others to access the facility; if found, keycard privileges will be revoked. Opening the door for a nonmember to access facility will also lead to loss of keycard privileges. The space is guarded by CCTV.
• Some equipment might not be available for after-hours use without supervision by Makerspace staff.

Time allocation:

Each membership provides the carrier with certain access and privileges by default, such as access in workshop area, C.A.M, lending and photography room, participation to workshops and talks offered by the Makerspace, etc. For more information please have a look at the “Makerspace Engagement”.

CODE OF CONDUCT
& SAFETY GUIDELINES

 

CODE OF CONDUCT

The CYENS Thinker Maker Space supports a maker culture where:

• everyone shares responsibility for safety,
• we help one another and are receptive to feedback,
• we support one another,
• innovation is encouraged,
• positive experiences are created. 

Please adhere to posted safety and equipment guidelines, report damaged or unclean equipment, and ask questions.

No Alcohol, Drugs, or Smoking: Members cannot use the Facilities or engage in any activity at the Makerspace while under the influence of drugs or alcohol, or after the intake of medicine. Also, the Makerspace does not permit smoking, alcohol or illegal drugs.

No inappropriate conduct or language: Inappropriate conduct or language will not be tolerated. Such conduct includes, without limitation, using loud, abusive, offensive, insulting, demeaning language, profanity, lewd conduct or any conduct that harasses or is bothersome to members of the Makerspace or the Makerspace employees.

SAFETY GUIDELINES

Report all Injuries/Incidents

Working Hours

• Immediately report ALL accidents, injuries, or incidents to a Makerspace staff.
• Immediately discontinue use of the tool(s) or equipment if it becomes unsafe, damaged, or is not working properly; notify a Makerspace Technician.

Off-hours

• Immediately report ALL accidents, injuries, or incidents to an on-duty Guard.
• Immediately discontinue use of the tool(s) or equipment if it becomes unsafe, damaged, or is not working properly; notify makerspace staff via email or phone.
• Immediately call 112 for Advice and help.

Safe Conduct Agreement

• Use the space and equipment safely and leave the space and equipment in clean and working condition.
• Work and behave in a way that protects your own safety and the safety of others.
• Children under the age of 18 must be accompanied and supervised by an adult.
• Ask for help when you are uncertain how to use equipment.
• Operation of the 3D Printers and Laser Machine must be under Makerspace Technician supervision and after successfully receiving induction on the equipment.
• Abide by CYENS Thinker Maker Space and government building, safety, and fire regulations and comply with the rules and regulations of the equipment, whether posted or otherwise imposed by CYENS Thinker Maker Space.

Prepare

• Safety is your top priority when using the Makerspace. If you are not sure what to do, ask.
• Be aware of locations of first aid, fire, and safety equipment.
• Never use a tool unless you have been trained to use it safely.
• Use a step stool to reach extension cords or tools which are out of reach. Do not climb on tables or chairs to reach for something.
• Do not work when tired or in a hurry. 
• Do not cause a distraction, fool around, or startle anyone while either one of you is using a tool.
• Think through the entire job before starting. Prepare prints or drawings with all dimensions and specifications prior to submitting your job to a Makerspace Technician. Makerspace Technicians are happy to assist you if you get stuck.

Use Protective Gear & Dress Right

Members are always required to use provided PPE when engaged with equipment marked with the color codes orange and red. If members provide their own PPE, then these should be inspected and certified by a member of the staff in order to get them cleared on the Makerspace health and safety regulations

• Do not wear loose-fitting clothing around moving or rotating machinery.
• Remove ties, jewelry, lanyards, etc., especially around moving or rotating machinery.
• Tie back long hair.
• Wear suitable gloves when handling hot objects or sharp-edged items.
• Wear goggles where deemed necessary.
• Obey special machine guidelines when available.

Use Tools Correctly

• Use tools how they are designed to be used.
• Never use a broken tool. Report any broken tools or machinery to a Makerspace Technician immediately.
• Do not remove tools from the Makerspace.
• Never walk away from a tool that is still on. 
• Never tamper with a tool’s safety features. Operate machinery according to recommended procedures and with safety guards in place, as applicable. 

Food and Drinks 

• Covered beverages are allowed in the green and yellow zones. Unattended beverages may be discarded by staff. Clean up any spills immediately.
• Food is NOT permitted.

 Clean Up

• Clean up after yourself; leave the area clean and tidy.
• Clean and return all tools to where you got them.
• Shut off and unplug machines when cleaning. 
• Never use a rag near moving machinery. 
• Use a brush, hook, or a special tool to remove chips, shavings, etc., from the work area. Never use your hands. 
• Keep fingers clear of the point of operation of machines by using special tools or devices, such as push sticks, hooks, pliers, etc. 
• Keep the floor around machinery clean, dry, and free from trip hazards. 
• Clean up spills immediately and put a chair or cone over them if they are wet enough to cause someone to slip.

Violation of Rules: Any member or guest that violates any of the Policies or Rules of the Makerspace will be asked to stop or leave. A violation may also cause the CYENS Makerspace to terminate the violator’s membership according to the terms of their Membership agreement.

LENDING AGREEMENT

 

1. Scope and purpose

This agreement outlines the practice defining the terms for borrowing equipment from “CYENS, Thinker Maker Space, Media Desk,” henceforth referred as “TMS,” charges and penalties for late or non-returns as well as damages caused to the equipment. This agreement applies to all users, members and makers or any other individual who accesses or uses TMS premises and equipment.

TMS supports equipment lending only to members, as defined in the Access Map and Rate Card of the Membership Policy. A member that has lent out equipment will be referred in this document as a “Borrower.” It is important that borrowed equipment be returned to TMS in the full-fledged and functioning condition that they were on the date they were first borrowed by the Borrower. Damaged equipment, late returns, and non-returns are discouraged through monetary penalties and/or loss of privileges for future borrowing.

2. Locations

This agreement applies to the following locations:

Media Desk of the CYENS Thinker Maker Space

*Lending from other locations of the TMS is discouraged unless found to be necessary, and upon the approval of the TMS Manager, the name of whom shall, from time to time, be published on the TMS website. In addition, to the approval, the formal procedure of submitting a lending request (henceforth referred as the “Lending Request”), as described herein, should be followed.

3. Loans, Late Return and Damaged Equipment

A. Terms for Borrowers

1. The TMS Manager, in consultation with the Media Desk Administrator, the name of whom shall, from time to time, be published on the TMS website, will establish the specific terms of loan for all equipment and post them on the TMS website and provide them to Borrowers at the time of the loan (henceforth referred as the “Terms”).
2. The Terms are subject to change, at TMS’ discretion and any changes will take effect one (1) week after the official announcement and publication of the amended version thereof on the TMS website. Any updated version of Terms shall be applicable to Lending Requests submitted one (1) week after the official announcement and publication of the amended version of the Terms on the TMS website and onwards. For the avoidance of any doubt, irrespective of any change effected to the Terms, previous versions of the Terms shall continue to be applicable to Lending Requests submitted prior to any change(s) thereto being effective as aforesaid.
3. Terms may vary, at TMS’ discretion, based on type and age of equipment.
4. Terms include, inter alia:
   1. hours of availability;
   2. length of the loan;
   3. eligibility for borrowing;
   4. process by which loans and returns occur;
   5. all other logistics of equipment loans.
5. TMS reserves the right to make exceptions to the applicability of the Terms when necessary to prioritise the CYENS – Centre of Excellence’s and TMS’s needs. Once a lending is approved by the TMS Media Desk Administrator, it cannot be recalled by either TMS or the Borrower.
6. The equipment will be used exclusively for research purposes.
7. If the equipment is being borrowed on behalf of the “Multidisciplinary Research Group or Operations/Innovation Departments or other affiliated parties” henceforth referred as “CYENS partners”:

• The Lending Request should be submitted through the personal profile of the Research Group Leader or Office/Department Head.
• The Research Group Leader or Office/Department Head can request a lending on their behalf through the TMS portal – Lending.
• The Research Group Leader /Department Head of the individual needing the equipment (henceforth referred as the “Requester”) is considered as the Borrower and the party burdened with the obligations referred to hereunder as regards the equipment to be lent, otherwise the Requester himself/herself will be considered as the Borrower.

1. The Borrower will be accountable for the borrowed equipment until they are returned to the TMS Media Desk and after formal check by the Media Desk Administrator to ensure that all hardware and peripherals are in the condition that they were originally borrowed from the TMS Media Desk.
2. The Borrower will be liable to pay and fully settle any charges related to late return, damage, or loss of equipment borrowed from TMS Media Desk as per paragraphs 5 and 6 herein below.
3. If a Borrower cannot receive or return the equipment themselves, they are responsible to submit with TMS an original, duly signed, by the Borrower, authorisation letter through which the Borrower shall authorise a representative of his/her to receive or return the equipment on the Borrower’s behalf (henceforth referred as the “Representative”). The Borrower shall be fully responsible for any actions or omissions of the Representative that could cause any damage or loss to the equipment at the time the same is in the Representative’s possession.
4. In the moment that a Borrower borrows the equipment, they certify that the equipment is in perfect running condition and that they find it to their satisfaction. Any observations about the condition/state of the equipment may be added on the TMS portal by the Borrower at the appropriate space at the presence of the Media Desk Administrator. Thus, once the Lending Request is submitted, the Borrower acknowledges the condition of the equipment lent out.
5. The Borrower may request for a demonstration on the proper use and operation of the equipment.
6. Upon check-out of equipment, the Borrower is issued a statement that will be displayed in their profile in the members’ portal. The statement shall include information on starting date, duration, end date, name of the equipment, pick up/drop by time.
7. Upon return, the borrowed equipment will be examined and scanned by the Media Desk Administrator. If the equipment is found to be in the condition that it was at the moment of lent out, a check-in receipt will be issued by the Media Desk Administrator and displayed in the Borrower’s account. If not the Borrower will be charged according to the provisions of the “Equipment card.”
8. Equipment borrower shall be accompanied, to the extent required, with a compatible therewith charger which shall have a unique identification number and shall automatically appear, in the members’ portal, as booked unto the name of the Borrower once the equipment is so booked. Borrowing solely a charger that is not accompanied by equipment is allowed subject to the charge and payment of a flat rate fee as indicated in the equipment card.
9. Equipment is expected to be returned during the Media Desk service hours, as displayed in TMS portal and TMS website. The Borrower may see the details of the lending checked-in/returned in their profile in the members’ portal. Such details/information can serve as proof that the equipment has already been checked-in/returned.
10. The borrowed equipment should be used properly and returned on time to avoid payment of overdue fees as per the provisions of paragraph 5 herein below.
11. Borrowing of equipment is on a first-come-first-served basis.
12. Renewals:

• Renewal is allowed if there are no prior requests for the equipment on the intended date of use.
• The Borrower is required to proceed with the Lending Request process through the members’ portal to extend the duration of the use of the equipment.

4. Procedures

1. Select the equipment that is to be lend out through the members’ portal.
2. Submit the Lending Request through the members’ portal.
3. Pick up the equipment from the TMS Media Desk.

Note: A minimum of 1 day and a maximum of 5 days lead time is required.

Fees

Please refer to the equipment card available to the https://makerspace.cyens.org.cy/ for the updated fees per equipment available in the Media Desk.

5. Overdue charges or non-returns

1. TMS reserves the right to revoke the borrowing privileges of a Borrower/member for future borrowing if equipment is returned late.
2. Late return of equipment, peripheral and other hardware will result in additional charges as displayed in the equipment card.
3. A Borrower with unsettled accounts will not be allowed to borrow any equipment until the overdue charges have been settled. Without prejudice to the above, TMS reserves all its rights to commence any legal action against any Borrower with unsettled accounts.
4. Overdue charges will not exceed the value of the borrowed equipment.
5. If the equipment is not returned on the expiration of one week from the date it should have been returned, the Borrower will be billed a replacement fee for the equipment (henceforth referred as the “Replacement Fee”).
6. Failure of the Borrower to settle any Replacement Fee billed as per the provisions of paragraph 5 herein above, within 1 calendar day from the billing day, shall result to:

(a) an additional fee of [●]% on the Replacement Fee being charged thereon; and

(b) interest being charged on the Replacement Fee and the fee of [●]% referred to under clause 5 (a) above at a rate of [●]% from the billing date of the Replacement Fee until settlement and discharge thereof.

Additional fees and interest rate percentages are clearly displayed on the equipment card.

6. Lost/Damaged Equipment & Peripherals

1. Lost Equipment

• Lost equipment and/or peripherals while on loan must be reported in writing immediately by the Borrower to the [Media Desk Administrator].
• The cost of the lost equipment and/or peripherals must be the market value/purchase cost of the items at the respective period of time. This cost will be paid by the Borrower to TMS within one (1) week after it was reported lost. In case the Borrower fails to act as aforesaid:

(a) an additional fee of [●]% on the market value/purchase price of the lost equipment and/or peripherals at the respective period of time will be charged after the expiration of the one-week period referred to above (henceforth referred as the “Lost Fee”);

(b) interest at a rate of [●]% shall be charged on the market value/purchase cost of the items at the respective period of time and the Lost Fee until settlement and discharge thereof.

1. Damaged Equipment

• Any damage or malfunction in any of the equipment and/or peripherals should be reported in writing immediately by the Borrower to the Media Desk [Administrator].
• The Borrower is responsible for any damage caused to any part of the equipment borrowed. In the event of damage to the equipment by the Borrower, the Borrower will have to pay to TMS the cost of reparation thereof.
• For hardware returned that is damaged and is beyond repair the TMS Media Desk [Administrator] will charge the Borrower the cost of replacement, as determined in clause 6.1 above.

7. Audit, Compliance, and Inspection

1. TMS shall provide a mechanism via the Lending Request through which Borrowers may note pre-existing damage or missing parts.
2. Borrowers shall not be responsible for pre-existing damage or missing parts.
3. Equipment shall be inspected by TMS personnel upon return to determine working condition and compliance with the obligations of this agreement.

8. Payment Procedure

The payments will occur through the members’ portal by following the procedure included therein. TMS shall, at the time of check-out of equipment, have the right to freeze an amount equal to the cost of lending thereof from the card of the Borrower and withdraw and/or debit the Borrower’s card with such amount at the time of check-in of the equipment. Without prejudice to the foregoing, TMS shall, at the time of check-out of the equipment, have the right, exercisable at its sole discretion, to freeze from the card of the Borrower such amount, as TMS shall deem appropriate and/or reasonable, which shall, in case of overdue return and/or non-return and/or loss and/or damaged equipment and peripherals, be utilised, whether partly or wholly, to cover charges related thereto as per the provisions of this agreement (henceforth referred as the “Deposit”); the foregoing right of TMS shall be without prejudice to any further rights that TMS may have against a Borrower acting as aforesaid whether under this agreement and/or applicable law, including, particularly, to claim any shortfall of damages not covered by the Deposit. In the event of utilisation of the Deposit or any part thereof for the aforesaid purposes, TMS shall have the right, exercisable at its sole discretion, not to allow a Borrower to file a new Lending Request unless and until such Borrower ‘tops-up’ the remaining amount of the Deposit or, in case of full utilisation, the full amount thereof, reaching the amount originally set by TMS, by allowing TMS to freeze the corresponding amount from the card of the Borrower.

9. CYENS Thinker Maker Space Service Hours

Mondays to Fridays: 09:00 – 15:00

10. Violation of Rules

Any member or guest or Borrower that violates any of the policies or rules of TMS will be requested in writing by the TMS to cease such violation within a reasonable period as TMS shall consider appropriate and include in a written notice addressed to such member, guest or Borrower. Failure of a member, guest or Borrower to abide by TMS’ aforesaid written request within such reasonable time as TMS shall determine shall allow TMS the right to [terminate such member’s membership and/or revoke borrowing privileges of a Borrower/member for future borrowing].

11. GOVERNING LAW AND JURISDICTION

This agreement is governed by and shall be construed in accordance with the laws of Cyprus and any dispute arising under it shall be subject to the exclusive jurisdiction of the courts of Cyprus.

PRIVACY NOTICE FOR NATURAL PERSONS
WHO ARE WEBSITE VISITORS

• What personal data do we collect and for what purposes?
• What legal basis for the processing of your personal data?
• How long do we store your personal data?
• With whom do we share your personal data?
• What are your rights regarding your personal data?
• How do we protect your personal data?
• Will this privacy notice change?