Halls Handbook 2017/18
Welcome
A very warm welcome to Edge Hill University halls of residence, chosen by students as the best uni accommodation in the UK (WUSCA Awards 2017). We want you to have a great time in halls and to make the most of your time here with us. This booklet is a guide to life on campus and should tell you all you need to know about living in halls.
Student Accommodation Code Edge Hill University has signed up to the Student Accommodation Code which protects your rights to a safe and good quality place to live. It includes your rights to the following key areas:
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A healthy, safe environment Timely repairs and maintenance A clean, pleasant living environment A formal, contractual relationship with your landlord (the University, in this case) Access to health and wellbeing services A living environment free from anti-social behaviour
For more information about the Student Accommodation Code, visit thesac.org.uk
2017
WINNER
ACCOMMODATION N
Safety and Security First Aid Calling an Ambulance Fire Safety Electronics Securing Your Home and Belongings Staying Safe Off Campus
Health and Support Student Support Registering with a GP and Dentist Your Health and Wellbeing Disability Support
Payments and Rules E-signing your Licence Agreement and Paying your Hall Fees Accommodation Team Keys Summary Information on Your Licence Agreement Damage or Loss Noise Forbidden Items Unicards Student Code of Behaviour and Disciplinary Procedures Rooms – Entry and Use Moving or Leaving Damage Deposit Information
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Halls of Residence
Campus Life and Facilities Campus Life Team Campus Support Internet Repairs Post and Parcels Laundry Food Sport and Fitness Cleaning Travel
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Contents
Campus Life and Facilities
Campus Life Team Your Campus Life Managers and the Campus Life Assistant oversee the halls of residence and organise events here on campus to enhance your halls experience. They also work hard to ensure a safe and secure environment and can advise you on any issue which may arise by providing support or signposting you to someone else who might be able to help. The Campus Life Managers also enforce the Student Code of Behaviour and manage disciplinary issues on campus.
The Campus Life Assistant is here to help you make the most of your time at Edge Hill by helping you to feel a part of the community and find the events you want to be at. During the year the Campus Life Assistant will be hosting and promoting a variety of activities on and off campus (such as football tournaments, film nights, talent shows, shopping trips and seasonal events), and will point you in the direction of anything and everything you may be interested in, as well as offering friendly advice and support about student life.
To keep up to date with upcoming events, find the team on Facebook: facebook.com/EHUCampusLife
For more details feel free to email, phone, or pop into the Student Information Centre (SIC). Tel: 01695 584872 Email: campuslife@edgehill.ac.uk
Student Assistants The team of sixteen Student Assistants (SAs) act as a first point of contact for you here on campus. SAs are available to provide help and information and to signpost you to available services and departments.
The SAs are part of the Campus Life Team and are involved in the various events and activities that take place throughout the year. Each SA has their own halls Facebook group which is regularly updated with information about the various events and activities taking place throughout the University as well as important communications from the Accommodation Team. When you arrive in halls you will be introduced to your SA and given information about how to contact them. Campus Support The Campus Support team provide an out of hours support system for students on campus, ensuring you feel comfortable and safe in your accommodation. Their aim is to make you feel at home. You can contact the team out of hours on 01695 584227 or you can text them on 07785 928911.
If you require your password to be reset, you can either contact Learning Services on 01695 650800, or visit one of the helpdesks in person in the Library (Monday - Friday 8.00am - 9.00pm, weekends 11.00am - 6.00pm). Alternatively you can email lsdesk@edgehill.ac.uk or visit askus.edgehill.ac.uk for further information.
TV Licensing If you use BBC iPlayer, you need to know that the law has changed. You now need to be covered by a TV Licence if you download or watch any BBC programmes on iPlayer – live, catch up or on demand.
Of course, you will still need a licence if you plug in to watch or record live TV on any channel (including on iPlayer), no matter what device you use.
To find out more or to buy a TV Licence visit tvlicensing.co.uk/studentinfo Repairs All repairs should be reported to FM online via MyFM which is available at ehu.ac.uk/myfm. The FM Helpdesk is also available by telephone on 01695 584455 (24 hours) or you can visit The Durning Centre between 8.00am 6.00pm Monday to Friday and the Security and Customer Information Centre (SCIC) outside normal hours. In the case of emergency repairs out of office hours, our Campus Support team will make the necessary arrangements for a contractor to attend.
The University has rights of entry into accommodation for inspections, maintenance or repairs purposes but will always try to notify students in advance of any repair or maintenance works. However, no notice will be given in an emergency or where the student has reported the repair themselves. If we cannot gain access to the accommodation in response to a repair reported by the student(s), any charges made for the wasted call-out will be passed on to the student(s).
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Campus Life and Facilities
Internet To connect to the on-campus Wi-Fi, search for eduroam. Your username is your student number followed by @edgehill.ac.uk. For example, 21644811@edgehill.ac.uk. Your password is either the default one that you received in your stage one enrolment email, or if you changed it at that time, whatever you updated it to.
Post and Parcels You can collect parcels or ‘signed for’ items from the FM Post Room during the following times: Monday – Friday during term time: 8.00am – 7.00pm
*You will be sent notifications showing availability outside of term dates.
When a parcel or letter which requires a signature arrives for you our post room staff will email you. Please bring your reference number which will be in the subject heading of the email and your Unicard as ID. Please note these items are held for 4 weeks and are returned to sender if not collected within this time.
Ordinary post can be collected from the Durning Centre Post Room. Please call in and check for post regularly as anything that is not collected after two weeks will be returned to sender. Please ensure you use the following address format for any post:
Name Room Number and Hall Edge Hill University St Helens Road Ormskirk Postcode
Term Time Postcodes The full list of term-time postcodes can be found at: edgehill.ac.uk/fm Council Tax Students living on campus are not required to pay council tax.
Laundry Edge Hill Students‘ Union provides a laundry on campus for your use. The laundry is situated at the end of the ‘Street’, opposite the ‘SU Bar’.
The opening times are 7.30am - 11.30pm (last wash at 10.30pm) daily. Download the free Circuit Laundry App for IOS and Android ww.circuit.co.uk/mobile-app. To register simply scan a QR code on a machine in the laundry with your App when you arrive on campus. Once registered you will be able to add funds to your account and pay for your washing through your App. If you don’t have an IOS or Android phone simply purchase a laundry card from the SU Shop. Visit www.circuit.co.uk and follow instructions online to top-up.
Catered Students Residential students on a catered package are provided with a Unicard, which is automatically loaded each week and can be used in all Food at Edge Hill catering outlets over a seven-day period. Please note your Unicard will not be credited with the weekly catering allowance for the following weeks and you will not be charged the catering element of your accommodation fees for this period: Christmas Vacation From Sunday 17th December 2017 to Saturday 30th December 2017
Easter Vacation From Sunday 25th March 2018 to Saturday 14th April 2018
Opening times and locations Food at Edge Hill are open from 7.30am - 9.00pm. For the most up to date opening times, please visit our website at ehu.ac.uk/food
Allergens/Special diets All in house produced food has allergen information either on the packaging or is readily available. Please ask a member of staff in one of the outlets if you have any questions.
UpayChilli For a smarter way to pay for your food on campus, log on to upaychilli.com and register your Unicard. Funds loaded on to Unicards can be used in any Food at Edge Hill catering outlet from 7.30am to 9.00pm, and you can receive discounts on a wide range of products and special promotions throughout the year. For more information visit ehu.ac.uk/food
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Campus Life and Facilities
Food
Sport and Fitness Students who reside on campus will be able to access an all-inclusive FREE trial Premier membership for Edge Hill Sport during the first month of the accommodation contract, with the option to continue with this membership at a substantially discounted rate for the remainder of the residential contract period. This can be activated any time during the first month by attending The Sports Centre.
Edge Hill Sport provides a focus for all sports, fitness and leisure activities on campus. There really is something for everyone regardless of your sporting ability or motivations. Whether that is support for an elite athlete on a sports scholarship; those who want to play in university sports teams; those who want to keep fit or those who just want to try new activities or just have an occasional social game with friends; we will help you achieve your goals.
Visit our ‘Membership Options’ page at edgehill.ac.uk/edgehillsport/membership to check out our range of memberships, including our special offer for residential students living on campus. You can get in touch with the Edge Hill Sport team via:
Tel: Email: Web: Twitter: Facebook:
01695 584745 edgehillsport@edgehill.ac.uk edgehill.ac.uk/edgehillsport @edgehillsport facebook.com/edgehillsport
It is your responsibility to ensure that communal areas are accessible for cleaning and are kept clean, tidy and clear of additional furniture and student belongings.
Recycling, including bottles and cans, must not be left to accumulate in the kitchen. Please rinse out bottles and cans before disposing of them in the correct recycling bins. For information about what you can recycle, visit edgehill.ac.uk/sustainability
You are responsible for your own bedroom and, if you have one, your en-suite shower, including shower curtain. You should remove waste from bedroom areas and dispose of it in the appropriate external waste and recycling bins. At weekends and Bank Holidays you are responsible for taking out all of your waste and recycling from bedrooms and kitchens. Black and clear bags will be left for use over the weekend. Each corridor is provided with a vacuum cleaner, brush, mop, bucket, iron and ironing board for your use.
Pests If there is evidence of pests in your halls, such as ants, please report it by contacting the FM Helpdesk: ehu.ac.uk/myfm To help prevent any problems, please follow these simple instructions:
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Do not leave food or crumbs on the floor. Dispose of food and packaging correctly. Keep kitchen surfaces and food preparation areas clean. Do not feed birds or other wildlife as this may encourage rodent activity.
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Campus Life and Facilities
Cleaning Housekeeping Services clean the communal areas regularly and housekeeping staff generally work from 8.30am to 3.00pm Monday to Friday. No cleaning is carried out on Saturdays, Sundays, Bank Holidays and between Christmas and New Year.
Travel
Car Parking Car parking at our Ormskirk Campus is very limited. In accordance with the University’s Car Parking Policy (available at edgehill.ac.uk/travel), students who live in halls are not eligible to park on campus. However, if you have a mobility impairment or you need your vehicle to attend placements for your course, a permit may be granted. For more information, please contact parking@edgehill.ac.uk
Pedestrian Access There are several entrances to the campus on St Helens Road and Ruff Lane. Some of the entrances allow pedestrian access only. Please do consider our neighbours when using these specific pedestrian access routes, particularly during the evening and early morning – keeping noise levels to an absolute minimum and ensuring all litter is disposed of.
The main Ruff Lane entrance gates are open to both vehicles and pedestrians between 6.00am and 8.30pm. Outside those times, there is no access for vehicles and pedestrians, therefore an entrance on St Helens Road should be used.
The dedicated pedestrian access route on St Helens Road leading to Graduates Court and the Faculty of Health & Social Care building (known as the ‘Green Lane’) is unlocked from 8.00am to 9.00pm Sunday to Thursday and 8.00am to 10.00pm on Friday and Saturday. Pedestrian access at this point outside these times is only permissible using a valid Unicard.
Bus and Train There are regular train and bus services connecting Ormskirk with the surrounding area. Visit edgehill.ac.uk/travel for more information or to help plan your journey.
Free Travel All of our students are eligible to use our EdgeLink shuttle bus for free when you show your Unicard. The service runs between Ormskirk campus and Ormskirk bus station every fifteen minutes. This schedule is subject to change so please see the timetable at edgehill.ac.uk/travel for current service details.
Taxis All taxis should be directed to collect and drop off customers from the pick-up point at the Main Entrance or from outside the Sports Centre. Taxis are not permitted to collect or drop off in any other area on campus. Cycling Secure cycle areas are available around the campus. For further information please enquire at the FM Helpdesk: ehu.ac.uk/myfm
Cyclists may join the Bike Locker Users’ Club (BLUC) in order to store their bike in any of the secure BLUC lockers on campus. Visit edgehill.ac.uk/travel for details.
Motorcycle parking on Campus All motorcycles parked on campus must be registered and display an Edge Hill University Permit and be parked in marked motorcycle bays. Spaces on campus are for the use of daily commuters only and not as long term parking facilities i.e. (overnight/ holidays). Motorcycles are required to be pushed along any pedestrianised area and not ridden.
Protecting Your Car or Bike While on campus, please be considerate and ensure that you do not obstruct fire exit routes or pedestrian thoroughfares when parking your vehicle or securing your bicycle. Bikes are not permitted to be stored in bedrooms, communal areas or corridors in halls.
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Campus Life and Facilities
Discounted Travel Local travel operator, Arriva North West, offers our students discounted travel throughout the region. The Arriva Student Saver is an unlimited journey bus pass, which offers you unbeatable savings (more than 30% on standard bus fares) with unlimited travel on Arriva buses (including evenings and weekends). For further information, visit: arrivabus.co.uk/north-west
Safety and Security
First Aid The Campus Support team is present on campus 24 hours a day. In the event of an accident or emergency requiring medical assistance, call the Emergency Number 01695 584227 or 2222 (from an internal phone) immediately.
Calling an Ambulance In the event that you need to call an ambulance due to an accident or illness ensure that you take the following steps:
1. Phone 999 to request an ambulance and clearly state the reason for the call. 2. Provide the operator with precise directions of where the ambulance is to go. 3. Contact Campus Support on 01695 584227 or 2222 (from an internal phone) and advise them that an ambulance has been called and where it is to go to. This is so Campus Support staff can prepare for its arrival and provide the quickest possible access. 4. If the ambulance has been called due to an accident, complete an Accident Report Form within 24 hours. This can be accessed via ehu.ac.uk/myfm
Accident and Near Miss Reporting You should report any accident or near miss using the online reporting form accessible through ehu.ac.uk/myfm as soon as possible after the incident. You should also notify your lecturer/tutor of the accident or near miss in order that they can undertake a thorough investigation. Any sports related accident or near miss should also be reported to the Edge Hill Sport Duty Manager. Fire Safety Fire Action Notices are posted throughout Edge Hill’s buildings to help you familiarise yourself with the procedures to be followed in the event of a fire. On hearing the fire alarm, evacuate the premises immediately using the nearest safe exit and proceed to the designated Assembly Point (indicated on the Fire Action Notice).
The Campus Support team will organise at least one fire practice each term. Fire alarms are tested every Thursday. Fire evacuation exercises are carried out at the beginning of each academic term
It is a criminal offence to misuse any fire safety equipment, including extinguishers, alarms, and fire blankets.
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The use of candles or other items that contain a naked flame in halls is not permitted at any time. You must co-operate fully with any fire evacuation exercises. Fire doors must not be propped open or obstructed and fire door closers must not be disabled or tampered with. The use of any items that prevent fire doors from closing properly e.g. door wedges, over-door hangers etc. are not permitted within the halls of residence. Cookers must not be left unattended or left in a poor condition e.g. a build-up of oil in grill pans. Tampering or misuse of fire extinguishers, fire alarms or smoke detection sensors is a criminal offence and a significant breach of the Student Code of Behaviour. You must not clutter your room or any communal area with personal equipment and belongings. Rooms should be left in a suitable condition to allow cleaning to be done and ensure a safe environment is maintained. You must not obstruct stairwells (internal or external) at any time. No barbeques allowed on campus. Window opening restrictor systems are for your security and safety and should not interfered with unless in case of emergency.
If you have any concerns about electrical equipment in your room, you must contact the FM Helpdesk as soon as possible.
Personal Emergency Evacuation Plan (PEEP) A PEEP is aimed at providing people who cannot evacuate a building unaided, with a clear plan to manage their escape to a place of safety in the event of an emergency e.g. fire.
At Edge Hill, we will conduct a PEEPs assessment with any student who identifies to us that they may require assistance during an evacuation. Please contact the Inclusion team, based in Student Services, if you require one.
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Safety and Security
All residential students are required to attend a fire safety talk in the first week of term. If you notice any fire-fighting equipment within your hall that appears to have been tampered with, you have a responsibility to report this to Facilities Management by contacting the FM Helpdesk.
Smoking Smoking is strictly prohibited within all Campus Buildings, including all Halls of Residence, and our vehicles. This includes the use of electronic cigarettes. There are marked smoking exclusion zones around campus which include entrances to halls of residence.
Electronics All electrical items must be in good working order and tested for safety before being brought on to the premises. This is particularly important if the item is from outside the UK, due to voltage differences. The only electrical items you may bring with you for use in your study bedroom are: radios, stereos, shavers, hairdryers/ stylers, computers, small televisions (with valid TV licence) and DVD/game equipment. Toasters and kettles are also permitted but these must ONLY be used in the designated communal kitchen areas.
If you bring any of the above items into your room or communal area, regardless of their age, you must request a PAT check (Portable Appliance Test) through the FM Helpdesk. FM will also hold drop-in sessions on campus for you to bring your electrical items to be tested.
Please note that you are not permitted to bring large electrical appliances on to campus, e.g. fridges/mini freezers, freezers, washing machines, heating appliances.
Electrical fittings e.g. lighting, power sockets etc. must not be tampered with.
Please do not dispose of electrical equipment in the waste and recycling bins. You should take all electrical items away from campus when you leave.
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Never leave your room unattended without locking the door. Never prop doors open. Never allow unknown visitors into halls. Ensure the outside door is secured when leaving halls. Ensure that you lock doors and windows whenever you go out, even if it is only for a few minutes. Ensure windows and doors are secured before going to sleep. Do not leave valuable items on display (i.e. in your window) or within easy reach of the window. Do not leave valuable portable items within easy reach of the window.
If you are unable to secure a door or window due to a mechanical or operational fault you should report it straight away to the FM Helpdesk.
If you see someone trying to gain entry to your halls of residence and you don’t know who they are contact FM Campus Support on 01695 584227 immediately. Edge Hill cannot accept any responsibility for the loss of personal belongings and property (this includes food and frozen goods stored in Edge Hill’s fridges/freezers).
Personal Insurance Edge Hill is not liable for the security of your personal belongings whilst they are on University premises or within your room. The University does not insure the personal effects of students against loss or damage, including loss of food contained in Edge Hill fridges or freezers.
You are therefore strongly advised to take out insurance cover either individually or by special arrangement within the terms of parental insurance. The Students’ Union can provide advice on insurance arrangements
Safety and Security
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Securing Your Home and Belongings Residential students are requested to follow these simple suggestions:
Staying Safe Off Campus •
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Wherever possible, avoid walking or cycling after dark in poorly lit areas, especially if alone. Try to avoid walking alone at night. Take a friend with you if you have to go out. Always let someone know where you are going and what time you may be back. If travelling away from campus, try to get a lift from a friend or use public transport. Wait with a friend - do not accept lifts from strangers. If you suspect you are being followed or feel your safety is endangered, head for a public place and seek assistance. Take particular care when withdrawing money from cash points. Be aware that you are vulnerable when handling your cash and card. Do not use cash points at night; think ahead and withdraw any cash during the day.
Student Support A comprehensive range of student support services is available for you during your time at university. If you are not sure where to go or how to get the help you need, your first point of contact is the Student Information Desk in the Student Information Centre (SIC).
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Health and Support
Tel: 01695 584 554 Email: studentservices@edgehill.ac.uk
Registering with a GP and Dentist We strongly recommend that you register with Beacon Primary Care Medical Practice, preferably within the first two weeks of starting at Edge Hill. It is not a good idea to leave it until you need to see a doctor as the registration process may delay your appointment. You will be given the opportunity to register during Welcome Week or you can register in advance by visiting ehu.ac.uk/gpreg
Hospital and Walk-in Centre There is a walk-in centre at Ormskirk Hospital which is open between 8.30am and 7.30pm every day of the year, including public holidays. If you have a minor illness or injury you can visit the walk-in centre without the need for an appointment. To find out more or to contact the centre, visit: bit.ly/walkinOrmskirk You can call NHS 111 if you need medical help urgently but it’s not a lifethereatening situation. Calls are free from mobiles and landlines. Visit nhs.uk/111 for more information.
Health and Support
Dental clinics are provided by Ravat and Ray Dental Care, which is located at the West Lancashire Health Centre, Ormskirk Hospital, just a five minute walk from campus. NHS dental treatment is free for people under 18 (19 if in full time education). Call 01695 578019 or visit ravatandray.com
Your Health and Wellbeing The Health and Wellbeing team offer help to improve your mental health and wellbeing, sexual health information, diet and exercise advice, and drugs and alcohol awareness. The team works closely with the Accommodation Team and therefore any student wellbeing issues which arise in halls will be passed on to the team and the student will be contacted and offered additional support.
Tel: 01695 657282 Email: studentwellbeing@edgehill.ac.uk Web: ehu.ac.uk/wellbeing Location: Student Information Centre
Counselling The Counselling team is located at Milton House which is a short walk from campus, and provides one-to-one counselling, a daily drop-in during term-time and a range of workshops, seminars and training to all students, both full and part-time to support you through your time at university. Tel: 01695 650988 Email: counselling@edgehill.ac.uk Web: edgehill.ac.uk/counselling Location: Milton House, Ruff Lane
Multi-Faith Chaplaincy The Chaplaincy Service is here to support Edge Hill University students and staff of all faiths and none. Whether you face economic crisis, family and relationship problems, or simply wish to talk to us, your multi-faith chaplains offer a confidential and non-judgemental service from a spiritual perspective.
For more information on the Chaplaincy Service, please email chaplaincy@edgehill.ac.uk or visit the website for further details: edgehill.ac.uk/chaplaincy
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Multi Faith Prayer Room A multi-faith prayer room is available for student use, at all times, in the Magnolia Room in Forest Court. To access this room, please go to the Security and Customer Information Centre (SCIC) at the main entrance.
Disability Support The Inclusion team can offer advice and support to students with a range of needs arising from physical or sensory impairments, mental health needs or other disabilities. The team provides advice about reasonable adjustments to study, based on the student’s individual requirements.
There are a number of adapted rooms available to disabled students who may want to live on campus. However, please ensure that you make contact with us as early as possible, as the University may not be able to guarantee availability due to the demand for adapted rooms.
Health and Support
Tel: 01695 584190 Email: inclusionteam@edgehill.ac.uk Web: edgehill.ac.uk/inclusion Location: Student Information Centre
Payments and Rules
E-signing your Licence Agreement and Paying your Hall Fees If you are moving into halls on Welcome Sunday, you will receive an email with a link to the e-licence agreement signing page on or after A Level Results Day. You must e-sign your licence agreement within 5 days of receiving your offer.
A £150 deposit is due before you move into halls. Payment of accommodation fees can be made online by debit or credit card in one of three ways: •
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In full. Students who pay their hall fees in full (normally within 5 days of signing their licence agreement) will qualify for a 5% discount. In three termly instalments In seven instalments
The majority of students pay in three instalments to coincide with their student funding payments.
If you intend to pay your accommodation fees with your student funding, please note that once you are registered onto your course, your first instalment will be received in three to five working days.
Student loans are paid in three instalments at the start of each term. Please contact the Hall Fees Team if you need to discuss your payment plan further. For students who are not on a standard 40 week contract or have started their contract in the middle of the academic year, please contact the Hall Fees Team for information regarding payment arrangements. The total balance due for the duration of your licence agreement (40 weeks or agreed fixed term), is divided into three or seven equal instalments, unless you pay in full.
Payments by three instalments will be on the following dates:
8 October 2017 8 January 2018 23 April 2018
Payments by seven instalments will be on the following dates:
8 October 2017 8 November 2017 8 December 2017 8 January 2018 8 February 2018 8 March 2018 23 April 2018
If you are moving into halls on Welcome Sunday it is important that you arrange your online payment within 5 days of e-signing your licence agreement otherwise your room offer will be withdrawn.
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If you are an international student you have four options with regard to payment of damage deposit and hall fees:
Pay online. Visit edgehill.ac.uk/payments To make an online payment you will need your student ID number, your date of birth and either a debit or credit card. This option is only open to you if your contract covers the period of 17/09/2017-24/06/2018. Pay by bank transfer. Please email international@edgehill.ac.uk Pay in person. Call into the Accommodation Office in the Student Information Centre on the day of your arrival to set up a payment plan or telephone us on 01695 584200. Pay via Western Union. Please follow this link: geoforeducation.com/edgehilluni
Please note that international students doing the following courses are not required to pay hall fees or damage deposit:
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US Study Abroad English Language Improvement Residential Summer Schools
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Assist you with any queries you may have regarding your accommodation fees and your associated payment plan. Provide guidance and support in relation to any difficulties you may experience with your accommodation payments. Link you in with the Money Advice Team for additional financial support as appropriate. Update your bank card details in the event that you have changed your bank card, as it is important to remember that your payment plan is linked to the 16 digit number on your debit / credit card and not to your sort code and bank account number. If you don’t update your card details your payment will fail unnecessarily.
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Tel: 01695 584606 / 01695 584289 Email: hallfees@edgehill.ac.uk
Discount for Payment in Full Students who pay their hall fees for the year in full (normally within 5 days of signing their licence agreement) will qualify for a discount of 5% on the rates quoted. Your discount will be reversed and repaid on a pro rata basis in the event of early departure from halls.
Payments and Rules
For any queries regarding hall fee payment please contact the Hall Fees Team who can:
What Happens If I Fail To Pay? Students who are unable to pay their hall fees MUST inform the Hall Fees Team and negotiate a payment plan with a member of staff. If you fail to pay, or to negotiate a payment plan, you will be subject to credit control procedures. The University may ultimately terminate your licence agreement and you may be required to vacate your room.
You should note that failure to settle outstanding bills will affect your standing at the University and may result in your debt being referred to a debt collection agency. Failure to pay outstanding accommodation debts will incur one or both of the following actions and will apply until the debt has been cleared in full:
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Termination of licence agreement - the University may terminate your accommodation licence agreement for overdue payments. Referral to a debt collection agency for county court action, resulting in a County Court Judgement (CCJ).
If you are experiencing financial problems or having difficulty paying your hall fees please notify the Hall Fees Team immediately about your situation.
Accommodation Team If you’re having any issues in halls or would just like some general advice, you can call in to see the Accommodation team in the Student Information Centre (SIC) (check the website for the latest drop-in times).
You can also call, email or follow Student Services on social media to stay up to date with the latest news:
Tel: 01695 584 200 Email: accommodation@edgehill.ac.uk Web: ehu.ac.uk/accommodationteam Twitter: @StudentsEHU Facebook: facebook.com/StudentsEHU
Money Advice The Money Advice Team, based in the Student Information Centre, offer confidential, professional information and advice in relation to money management and the range of financial support that you may be able to access. In addition, they administer the University’s Hardship Fund.
Tel: 01695 657250 Email: moneyadvice@edgehill.ac.uk Web: edgehill.ac.uk/moneyadvice
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Keys You are responsible for looking after your own keys at all times. You should not lend your keys to anyone or have copies made. You must report to the Security and Customer Information Centre (SCIC) immediately if any keys are lost or stolen and contact Campus Support Security staff in order to gain access to your room. Campus Support Security staff will ask you to prove your identity before allowing you access to the room.
You will be charged for replacement keys, fobs and swipe cards at the published rate. If you have your keys stolen, this must be reported to the Police and a crime reference number obtained. Locks will also be changed if FM deems this necessary. This may also incur a charge. If you lock yourself out of your room or hall, contact Campus Support Security staff. Proof of identity will be required. Keys should not be left in rooms because the accommodation remains your responsibility until the keys are returned. You may be charged additional rent and for a replacement key if your keys are returned after the due date. You may also be charged for the proper and reasonable cost of replacing the lock.
Key Identification and Price List For any keys that you are missing or that don’t work then please contact Facilities Management Campus Support Team on 01695 584227. A full list of keys, images, and prices can be found at: edgehill.ac.uk/fm
Payments and Rules
Please remember to take your keys with you and always lock the door when you leave your room.
Summary Information on Your Licence Agreement Your licence agreement is a legally binding document between you and Edge Hill. It allows you to occupy a study bedroom on the understanding that such occupancy is as a licensee, not as a tenant. In consideration of payment of your hall fees, you are entitled to occupy a room allocated for your use.
Your room is allocated on the basis of your sole occupancy. You may not allow any other person to occupy or share your room. Please note, you have no particular right to occupy a specific room and you may be required to change rooms on request. In particular, the University reserves the right to require you to change rooms during Christmas and/or Easter vacations for health and safety reasons or other demands, e.g. essential maintenance. Disruption will be kept to an absolute minimum.
Please note that your licence agreement is fixed term for the period specified on the contract and terminates at the end of the specified period. Once you have signed a licence agreement you are financially liable for the rent of your room in halls for the whole of the fixed term.
Students who vacate their room earlier than the termination date on the licence agreement because of finished exams, the end of formal teaching or other reasons will not be released from their contracts and will not qualify for a refund of accommodation fees.
If students wish to vacate their room early because of finished exams etc., they may request an early ‘final room inspection’ via FM. However as students may return to their rooms at any time up to the end of their contract they will remain responsible for their room’s condition until the end of contract. Any damage or required additional cleaning discovered at the end of contract and after the final room inspection has taken place will incur a charge.
Withdrawal from University If a student formally withdraws from study, his/her liability for hall fees will continue for a period of 28 days from the date of receipt of formal notification of withdrawal from the University and the return of all keys, fobs and swipe cards. If the room is let in the meantime to an eligible student of Edge Hill University, i.e. one not already contracted to Edge Hill University and whose conduct and payment history are acceptable, liability for hall fees will cease the day the room is re-let. Arrangements need to be made to clear any outstanding hall fees.
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Returning keys and passes All keys and passes must be returned to the Security and Customer Information Centre (SCIC) at the end of the fixed term. It is important that you remove all personal tags from the keys. Failure to return keys and passes to Campus Support staff may result in a yellow card being issued and you will be charged for the full cost of replacing the lock, key or pass.
Absence from Halls You must notify the Accommodation team or your Student Assistant of any intended absence from halls for periods of one night or longer. This is to facilitate checking procedures in case of emergency, such as fire.
Damage or Loss You are responsible for any damage, loss and/or an unacceptable level of cleanliness caused by you or your visitors within halls. You will be held financially liable for the full cost of repairing the damage, loss or cost of additional cleaning. It is essential that you report any damage, loss or defect in the University property to the FM Helpdesk at the earliest opportunity. All rooms and communal areas are inspected periodically by the FM and Accommodation teams.
The sequence of inspections is:
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• • •
Initial Room Inventory/Inspection/Sign-off Initial Room Inventory – students must complete their room PAT via the MyRoom icon on MyFM within seven working days of arrival. Go to ehu.ac.uk/myfm Periodic Inspection of rooms and communal areas Final Inspection of rooms and Sign-Off Final Room Inventory/Inspection
• • • • •
Levels of cleanliness Loss of Edge Hill property Damage to the fabric of the building or services Damage causing interruption to the provision of services Damage to furniture, fittings and equipment
Your Room Inventory will be taken as evidence of the initial condition of the room and will imply that this was acceptable to you and the University upon occupation. This will form the basis of the final inspection and the administration of damage deposits. If you disagree with the content of the Room Inventory you must mark this clearly. This will raise an inspection alert to Housekeeping who will then arrange an appointment with you to discuss the issues raised.
Payments and Rules
The final and periodic inspections will include a record of:
The agreed damage deposit of £150 per student will be used to pay for individual and/or communal damage, loss or additional cleaning in your halls. If the recorded damage, loss or additional cleaning exceeds the deposit amount, additional charges will be applied. Information regarding damage, loss or additional cleaning charges will be communicated clearly before occupation within the licence agreement, on noticeboards within halls, and copies are available through the FM Helpdesk or the FM website. In instances where no individual admits responsibility for the damage, loss or unacceptable level of cleanliness the cost will be spread among the students in your halls. You will be formally informed of such deductions in writing by the University.
You have the right of appeal against a decision to withhold your damage deposit or the application of any additional charges. Appeals or complaints must be made via the FM Helpdesk in accordance with the FM Customer Feedback procedure within fourteen days of notification of any deductions to be made. FM will inform you of the decision within fourteen working days upon receipt of an appeal. If you wish to challenge the FM decision you may appeal to the Pro Vice-Chancellor (Student Experience) & University Secretary. The decision of the Pro ViceChancellor (Student Experience) & University Secretary will be final. Noise You must not exhibit any behaviour (for example, loud music, shouting and rowdiness) which may be a nuisance to other residents or to other people in neighbouring premises.
Students who listen to loud music may do so only by using headphones. Students may also be required to keep windows closed to control levels of noise.
Your attention is drawn to Edge Hill’s Code of Behaviour in relation to noise, and also to the Environment Protection Act of 1990. If you cause a noise nuisance to a local resident by playing excessively loud music, an abatement notice may be served on you by an Environmental Health Officer and the equipment which is causing the noise nuisance may be impounded. Failure to comply with a Noise Abatement Notice may result in your appearance in a Magistrates Court, and possibly a fine of up to £5000. If you cause a noise nuisance, your licence agreement may be terminated and you may also be subject to disciplinary action.
•
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• • •
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Forbidden Items The use and/or supply of illegal drugs on the University campus is prohibited.
Any substance that is intended to create a high, hallucination or other psychoactive effect is prohibited. No firearms (including air pistols or rifles), sharp or pointed instruments, replica weapons, knives, axes, swords or martial art equipment (that could be used as an offensive weapon) should be kept or used on the University campus. Other than assistance dogs, no animal, bird, fowl, fish or pet of any kind may be kept on the University campus. Candles and fairy lights are not permitted on the campus for fire safety reasons. Alcohol may not be sold in halls of residence or in any other area of Edge Hill University except the SU Bar and Quad or on premises specially licensed by Magistrates. Smoking is not allowed in Halls of Residence or any other University building or in and around the entrances to buildings. This includes electronic cigarettes.
Unicards If you are resident in a catered hall, a weekly cash value of £45.70 will automatically be placed on your Unicard for 35 weeks of a 40 week contract. Study Abroad students on a semester programme have the cash value for every week of their programme except the vacation periods. You must show your Unicard for every transaction, otherwise a charge will be made for the purchase. Unicards are not transferable.
It is your responsibility to use the full monetary value on the card each week; no monetary value can be carried forward from week to week.
Lost Unicards must be reported immediately to the FM Helpdesk. An administrative charge must be paid online for a replacement Unicard via the following link: store.edgehill.ac.uk - click on Facilities Management under the product catalogue. Your receipt of payment must be shown at the FM Helpdesk prior to the production of a replacement Unicard. Please note that the University cannot accept any responsibility for monetary losses due to lost or stolen Unicards.
Payments and Rules
Students who wish to remain on campus during the vacation periods can either make cash purchases or top up their Unicard via UPay at the following link: upaychilli.com
Student Code of Behaviour and Disciplinary Procedures Edge Hill University has an expectation that all students will conduct themselves at all times in an orderly manner, respecting the rights, privacy and property of others and the University. Students must familiarise themselves with all Edge Hill regulations and policies. In registering as a student you have agreed to abide by all of the University’s rules and regulations.
These include:
• • •
• • • •
•
• •
The Student Code of Behaviour and Disciplinary Procedures. All codes relating to Faculties, Subjects or Service areas of the University. The Equal Opportunities Policy, encompassing all requirements of the Equality Act. The Car Parking Policy. The IT Acceptable Use Policy and the Information Security Policy. The terms of all contractual arrangements entered into with the University. All academic and professional regulations governing the operation and assessment of your course. All codes of behaviour relevant to professional bodies associated with your course. All codes of behaviour relevant to the Students’ Union. In particular, residential students must make sure they are familiar with and abide by the Rules of Behaviour outlined in the Student Regulations and this document and their licence agreement. All Health and Safety requirements.
Please also note that you must produce appropriate identification on request from any member of staff of the University, including placement providers’ staff.
• • • • • • • • •
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Discipline If you breach the Code of Behaviour, the Director of Student Services, the Head of Accommodation Services or the Campus Life team may impose one of the following disciplinary sanctions:
Informal caution. Formal verbal warning. Formal written warning. £50 yellow card fine. £100 red card fine. Relocate you to another hall. Terminate your licence agreement. Require you to pay wholly or partly for any damage or loss incurred for which you are responsible. Refer the matter to the University’s Disciplinary Procedure.
Any subsequent breach of the Code of Behaviour may result in incrementally stronger sanctions being imposed. The issue of a disciplinary sanction may also affect any future application you make for Halls of Residence. All fines must be paid to the Finance Office. Failure to pay may affect your academic standing.
Edge Hill reserves the right to terminate your licence agreement and may do so immediately if:
•
Hall fees are not paid in accordance with the terms of your licence agreement. Your status as a student at the University is terminated or suspended for any reason. You are in breach of any of the obligations contained in your licence agreement.
Any dispute or difference between the University and yourself in the interpretation or implementation of your licence agreement should be referred initially to the Director of Student Services, or on their recommendation then to the Pro Vice-Chancellor (Student Experience) & University Secretary, whose decision will be binding and final. If the University terminates your licence agreement because you have breached the Code of Behaviour or the licence agreement, you will remain responsible for paying your fees associated with your room for the remainder of the fixed term.
Payments and Rules
• •
Rooms – Entry and Use As detailed in the licence agreement, the University will normally give 24 hours’ notice if it intends to enter your accommodation, unless repairs are requested by the occupant. This is to maintain your privacy.
However, if urgent repairs are needed, if an emergency occurs, or at the discretion of the Head of Accommodation Services or Campus Support staff, then they may enter your room without notice. If this occurs, a log is kept of the entry to your accommodation and the reason for it. Notification of entry will be left in your room.
The premises shall be used as a place of residence and study only. You must not carry out any alterations, structural or otherwise, or any decoration to the premises. Use of sticky tape, glue, pins or nails on walls and ceilings and Christmas snow on windows is prohibited. Only white tack is acceptable for sticking posters on walls. Posters must be removed at the end of the academic year and the wall cleared of white tack. You must not decorate the ceiling/walls of your room with stickers or stars.
Overnight visitors are not allowed. You are responsible for the conduct of your visitors and if visitors are causing a nuisance to others, or if we cannot establish that they are a guest of a resident or have legitimate business in the residence, they must leave if asked to do so by a member of staff or the Campus Support team
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Moving or Leaving If you formally withdraw from study, you must immediately inform the Accommodation Team. Your liability for hall fees will continue for a period of 28 days from the date of receipt of formal notification of withdrawal from the University and the return of all keys, fobs and swipe cards.
If the room is re-let within the 28 day liability period to an eligible student of Edge Hill University (i.e. one not already in halls, and whose conduct and payment history are acceptable) liability for hall fees will cease the day the room is re-let. If you vacate your room but are still enrolled on your course you will continue to be liable for rent for the duration of your agreement, and any costs incurred through damage or items lost, unless the room is re-let to an eligible student of Edge Hill University in the meantime.
Please note, you are ultimately responsible for finding a replacement student for your room. The circumstances in which the University may terminate the licence agreement are detailed in full under Section 4 of the contract but examples include:
• •
• • •
Overdue payment (you will continue to be liable for rent until the room is re-let). Serious or persistent breach of your obligations as set out in the licence agreement. You do not have status as a registered student of the University. Your health or behaviour is believed to constitute a serious risk to yourself, other people, the University’s or other people’s property. The accommodation or access to it is sufficiently damaged as to be unfit for habitation.
Damage Deposit Information This damage deposit price list provides guidance of the minimum charges that apply in the event of damage/breakages etc. You can find the full list online at: edgehill.ac.uk/fm
Payments and Rules
Room Transfers Requests to transfer to a different room in halls will be considered but are dependent on the availability of rooms. A charge of £25 will be applied to your original invoice if you do transfer to another room.
Notes
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