Northumbria University Residence booklet 2014 by Jill Hargreaves

Contents Welcome to the University....................................................................................................................................................................5 Our service to you......................................................................................................................................................................................6 Code of practice...................................................................................................................................................................................6 Repairs Service Levels.......................................................................................................................................................................7 Emergency.....................................................................................................................................................................................................8 Your responsibilities..................................................................................................................................................................................9 Code of Conduct.................................................................................................................................................................................9 Health and Safety............................................................................................................................................................................. 10 Your Contract............................................................................................................................................................................................. 14 Catering and Retail Facilities.............................................................................................................................................................. 15 Paying your rent................................................................................................................................................................................ 16 Internet Access, Telephones and Televisions.................................................................................................................... 16 Sustainable Residences........................................................................................................................................................................ 17 Greener Halls....................................................................................................................................................................................... 17 How to use the equipment........................................................................................................................................................ 18 Residences Management.................................................................................................................................................................... 18 Complaints........................................................................................................................................................................................... 19 Studentsâ&#x20AC;&#x2122; Union Support..................................................................................................................................................................... 20 Security.......................................................................................................................................................................................................... 20 Cleaning and Hygiene.......................................................................................................................................................................... 21 Grounds......................................................................................................................................................................................................... 23 Car and Cycle Parking............................................................................................................................................................................ 23 Your Personal Property......................................................................................................................................................................... 24 House Rules................................................................................................................................................................................................ 24 Disciplinary Procedures................................................................................................................................................................. 27

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Welcome to the University of Northumbria I hope that you had a good journey and that you are pleased with your accommodation. It is now time for you to relax (when you’ve unpacked), settle in, and get to know people. Please read this booklet, because it may have the answers to some of your questions about the accommodation. On the inside of the front cover, you will find the contact details of some of the staff who are here to help you. Please do not hesitate to approach them, but please check this booklet first to find out what they deal with and when they are available. Also in this booklet, you will find a section about House Rules and Disciplinary Procedures; please read this section. All residents are expected to behave with mutual respect and consideration for each other and for our staff. Whilst I hope everyone will have an extremely enjoyable year, it is important that you pay particular attention to the House Rules, especially those relating to noise, fire safety, cleaning, the way in which you behave towards other residents and our staff, and the way in which you treat the building itself and its fixtures and fittings. Do make yourself familiar with the location of the security office, all telephones, and the means of contacting the Central Out of Hours Team. Take care of your health and register with a local doctor. Check that your vaccinations are up to date and talk to your doctor if you have any concerns. In the Residences and perhaps in your own flat you will meet people from different backgrounds, countries, and cultures. Please respect each other’s differences and take the time to learn more about them. Where misunderstandings arise, most can be resolved through tolerance and better communication. If you do have difficulties during your stay, don’t suffer in silence – help and support is available and you can start with the staff listed on the front cover of this booklet if your problem is accommodation related, or for other difficulties the Student Support and Wellbeing team is based in Northumberland Building northumbria.ac.uk/sd/central/stud_serv or your Students’ Union team mynsu.northumbria.ac.uk is based in the Students’ Union building.

W Enjoy your stay with us.

Trinity Square 993 rooms • Single occupancy and couples

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Val Nicholls, Head of Student Accommodation

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Trinity Square is an exciting new accommodation development opening in 2014. Single occupancy en suite study bedrooms with small double beds are in self-contained flats for groups of three to five people. All shared flats offer an open plan kitchen, including a dishwasher and washer/dryer, and communal living space to relax. Additionally there are 60 well-proportioned studios which also have their own combined washer/dryer. Within the accommodation there is a student hub with extra study, social and fitness facilities to which residents will have exclusive access.

BEST Student Broadband

2014

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Our Service to you Code of Practice The University is a member of the Universities UK Accommodation Code of Practice and our service to you is based on the code of practice. Full details of the code can be found at: thesac.org.uk/ The residences teams aim to deliver the service that you require and to this end we developed five key standards that we aim to achieve over 90% of your stay: • We will deliver a friendly, efficient, and courteous service from trained staff. • Staff will be available at published times displayed in reception areas. • We will provide appropriately furnished, safe, secure, and well-maintained accommodation with suitable heating, lighting, and ventilation. • Reported requests for repairs will be dealt with within the service level standard times detailed in this book. • Post received will be redistributed same day, Monday to Friday only (excluding bank holidays). Do let us know how we do in achieving these standards: via the customer comment forms (available at reception), your student reps, your house manager, and the National Student Housing Survey. nshs.co.uk/complete-the-survey/

Faults and Damage Please check the inventory sheet for your room (you’ll find it on the inside cover of this booklet) carefully on arrival and report any damage / faults within 48 hours to your house manager. You should be aware that you are liable to pay charges for damage occurring in your bedroom and shared areas during your occupancy (fair wear and tear excluded). Throughout the year, any damage or faults

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should be reported by e mail to rc.residences@ northumbria.ac.uk or by clicking on the room repairs tab on the Studentcom page when you launch your internet browser in your room. Please ensure when emailing that you give the following information in the title box, IN THIS ORDER: Name of your building (in the subject box), Flat number (where applicable) Room number Your mobile phone number Exact details of the fault Staff can then quickly identify the messages for their area. This will speed up our response. Alternatively please use the standard customer requisition form that is available in the entrance foyer of most residences and hand it in to reception. Please ask at reception if there are no forms available in the foyer. If you have an urgent fault to report (e.g. no heat during the advertised hours in winter or your ceiling light bulb stops working during the weekend) you can contact the Central Out of Hours Security Team for help by ringing +44 (0)191 227 3999.

Access for staff and contractors/notice of entry: Notice of access may be by display in your flat, letter or e mail. Please check your University email address regularly, as we rely on this to communicate directly with you. Once you submit an email or customer requisition form for repairs/faults we assume that you are expecting someone to assess and arrange a repair within the timescales stated on the Repairs Service Level Statement. As you are therefore expecting one or more visits to your room, we do not normally give formal notice of access on these occasions. You are legally entitled to 24 hours advance notice of

anyone entering your room. Facilities services staff and contractors however are often unable to give us 24 hours notice and just arrive unannounced. Students very often do not want us to turn them away – they prefer to have the problem fixed. If you do want the 24 hours notice before someone enters to repair your room or if you do not want them in your room unaccompanied please let your house manager know and they will try to arrange a time when you can be present. This may however delay the repair being done. The maintenance team carries out repairs from approximately 0800 to 1800 Monday to Friday but only emergency repairs will be undertaken on Saturday and Sunday. Access will be required to accommodation during these times. If you report a fault to Studentcom and the engineer needs access to your room, you must notify the house manager; failure to do so could result in the engineer not getting access to your room and in this event you would incur a charge of £75 plus VAT. Please ensure you check your University email account regularly for any important notices regarding Notice of Entry to your accommodation.

Access to rooms for planned maintenance Residents should note that staff may require access to bedrooms and communal areas for cleaning checks, access to water, maintenance checks, essential work, viewings, planning purposes etc. Staff and workman will not enter bedrooms without knocking. They will enter communal areas in flats for operational purposes without recourse to residents. If you want the contractor to be accompanied when entering your room please inform a member of staff when reporting the fault. Please also see page 4, Faults and Damage for notice of entry information. Residents should keep personal property in their rooms.

Cost of Damage Residents are jointly responsible for the condition of communal areas, flats and individually responsible for the condition of their rooms. Any damage to paint work etc. caused by putting up decorations and posters etc. in a room will

be charged to the occupant. Sticky tape must not be used. Excessive wear, damage, or extra cleaning costs will be charged either to the group of residents or to the individual responsible. All damage reports will be investigated and in addition to charges for repair or replacement, disciplinary action including fines will be taken when appropriate. An individual deposit can be levied at any time.

Repairs Service Level Emergency Repairs The facilities services team will respond to emergency situations and make safe within 2 hours. This may involve a contractor being called in from elsewhere. There are only three categories of emergency: major floods, gas leaks and lack of power to the whole building.

Urgent Repairs The response to urgent situations will be within 24 hours from receipt of report by facilities services staff, however they do often respond earlier (within a four to six hour response time) during normal working hours. Faults discovered at weekends and holiday periods may not be viewed by facilities services staff until the next working day. Urgent situations include: fire equipment problems; a whole cooker that is not working; freezers; doors that cannot open or lock that are a potential security/safety risk; flooding; heating problems; or other problems considered to be a Health and Safety Hazard. Where there is no alternative facility (e.g. light, toilet, bath, or shower) in an area, the problem may be classified as urgent. If you feel that you have a case for your repair to take priority over other work, please call at the Hub or see the House Manager.

Non Urgent (Routine) Repairs All other repairs will be classified as routine and will be addressed within 16 working days. Further delay may occur if specialist parts need to be ordered. All routine repairs should be reported in writing. If the repair you reported has not been dealt with within the above response times please report the situation to the House Manager or the Hub.

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The facilities services team cannot always achieve these response times due to availability of parts and contractors but is committed to targets of 90% for emergency and urgent work and of 85% for routine and cyclical work.

Reporting a crime or suspicious behaviour

Emergency

Telephone University Security immediately: +44 (0) 191 227 3200

Major Emergency

Lift Entrapment

Major events e.g. loss of use of building, major fire, outbreak of disease are classed as major emergencies and are listed in the University’s risk register. Details of the University’s risk management policy can be found at .northumbria.ac.uk/vc/governance/ riskmanagement/?view=Standard

If the lift will not work and there is someone inside, please call University Security on +44 (0) 191 227 3999. They will call an engineer who should arrive within one hour. Please tell Security if the person inside becomes very distressed.

Students who have a disability which could affect their safety in an emergency should have a personal evacuation plan discussed and agreed with the House Manager. If you have a disability and have not discussed a personal evacuation plan, please see your House Manager as soon as possible.

The University has contingency plans in the event of an outbreak of disease. Academic Services co-ordinates the plan and communicates information to the student population via the web site home page, noticeboards and plasma screens throughout the University. In addition, information specifically for residences may be displayed as notices within the residences. All students should register with a local doctor as soon as possible.

Fire Emergency procedures in the event of fire are displayed in your room. Please read them and ensure that you know the procedure. Fire drills are a legal requirement and are held regularly; these are for you to practice the procedure and to ensure that you will be able to find your way out quickly to the fire assembly point for your building in the event of an emergency.

Gas leak or bomb alert In the event of a bomb alert, you will be required to leave the building and proceed to the distant assembly point designated for your building. Please see your emergency notices for information. This evacuation may be a silent evacuation, in which case a team of staff and students will be systematically knocking on doors asking you to evacuate to the distant assembly point.

Calling for an ambulance Telephone University Security on +44 (0)191 227 3200 and ask them to call for an ambulance. You will need to tell them your location, name, the name of the injured person, in addition to why

the ambulance is needed. Security will then meet the ambulance and bring the crew to the injured person.

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Outbreak of Disease

INFECTION PREVENTION Coughs and sneezes spread diseases And so does close quarters living! Remember to • Wash your hands frequently • Keep shared areas clean

Your Responsibilities

Local Community

Code of Conduct for Students Living in Residences

Our residences are in urban and suburban areas and you are expected to maintain quiet in and around the residences especially when travelling back late at night from pubs and clubs. This is for the benefit not only of other students who may be sleeping but also of local residents who are also entitled to peace and quiet at night.

All residents are expected to behave with mutual respect and consideration for each other, for our neighbours in the local community and for our staff. Whilst students have every right to enjoy their time at University, this equally applies to those who wish to enjoy their time in peace and quiet. Students are offered educational letting agreements to support their academic activities and peaceful enjoyment of the premises is paramount.

Safety and Security All students are required to keep the buildings safe; this includes: • Adhering to the fire safety rules (see House Rules); • You must attend the fire talks arranged during the autumn term. • Adhering to electrical safety rules (see House Rules); • Do not admit strangers to the residence; • Keep all doors locked at all possible times – even if you only leave the room for a minute; • Do not invite anyone into a residence unless you know them well and are able to take responsibility for their actions; • Don’t let anyone “tailgate” (follow) you into the building; • Read the information available and make yourself familiar with the location of the security office and all Security telephone contacts; • Visiting children must be accompanied at all times; • CCTV – some residences have CCTV operating in communal areas for the safety and security of residents.

All students are required to respect the local community in which they live and this includes disposing of litter responsibly, as well as treating other people and their property with respect. Students should be liked, respected, and welcomed into the community in which they live; please help our neighbours to do this.

Sharing with others In the Residences and perhaps in your own flat you will meet people from different backgrounds, countries, and cultures. All residents are required to: • Respect each other’s differences and take the time to learn more about them; • Be tolerant and realise that operating in a second or third language can be very difficult and may be the cause of misunderstandings; • Where misunderstandings arise, most can be resolved through tolerance and better communication. If you run into difficulties with another resident which you cannot resolve together, seek help from your House Manager.

Social networks – Facebook, Twitter etc. Take care when using social network sites and think carefully about what you post there. Don’t forget that future employers have been known to check out applicants on their Facebook pages. Increasingly we receive complaints regarding posts on social networks and you should be aware that the University will take disciplinary action if you cause distress to others. Below is an excerpt from the University Regulations, Section 3, Appendix 3:

“Appendix 3, Social Networking Sites Social networking sites are now widely used for both socialising and work. They are readily

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accessible and offer an immediate means of communication. However, they are relatively public and posted comments may be stored permanently. Care must therefore be taken not to cause offence or distress when making comments about individuals or their work, including University staff and students. The University has regulations to reduce the risks of individuals being distressed by the comments of others, whether said or in writing, and will take disciplinary action where relevant in such cases. There is also a body of criminal law dealing with libel and slander. The following points should therefore be borne in mind when using any website discussion forum.

or outside buildings • Keep speech to whisper pitch after 11pm • Limit the number of friends you invite into shared accommodation If you have a problem to report concerning noise, please ring University Security on +44 (01)91 227 3999 for a member of staff to attend as soon as possible.

Parties

Good Practice

Parties are not permitted without the express permission of the house manager. Failure to secure permission may result in disciplinary action. Please see the house manager if you wish to hold a party.

• Never say anything that may cause distress to others

Health and Safety

• Remember that unknown others may see what you have to say • Remember that your comments may be saved and become a permanent record • Therefore always think before writing any comments about others, especially if they may be in any way critical.”

Rules and Regulations Students are required to read and abide by the House Rules. These are summarised in your tenancy agreement and the full set of house rules and disciplinary procedures can be found at the back of this book and at northumbria.ac.uk/vc/ leservteam/stud_reg_handbk/ Failure to abide by the House Rules results in disciplinary action in accordance with the University Regulations.

Noise This is our biggest complaint from students. Please show consideration for others: • Close doors manually to avoid them banging on the door closer • Keep music, games and TV volume low – or use headphones • Do not shout out of, or up to windows • Do not shout or run within the buildings • Do not shout or play games within courtyards

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Fire Alarms Our fire alarm systems are designed to alert you in order to evacuate the building before a fire becomes out of control. Most of our alarm activations are caused by not taking care when cooking; leaving food cooking unattended and dirty grill pans catching fire. Without the alarm system, these small fires could jeopardise your safety and it is important that you evacuate every time you hear the alarm sound continuously. 97% of fire alarm activations are accidental; you will be charged if you accidentally activate the alarm. Reasonable care is required of all students and their visitors to ensure that the alarms are not activated unnecessarily. Alarm activation in one of our residences requires the complete evacuation by everyone and the attendance of the fire service, who dispatch at least two tenders. This is why you will be charged without further warnings. Please note that aerosol sprays (deodorant etc.) and hairdryers can set off the alarms if used directly underneath the detectors. Please use them well away from the detector in your room. Three per cent of fire alarm activations are not accidental and you should be in no doubt as to how serious an offence the false activation of a fire alarm is. Under s49 of the Fire and Rescue Services Act 2004 this is punishable by either a fine of up to £2,500, imprisonment of up to 51 weeks, or both. Such an offender will end up with

a criminal record and student’s career prospects can be affected.

boxes, rubbish bags, cases etc. are not left in corridors or staircases.

Health and Safety Policy

Electrical Safety

The residences are operated in accordance with the University’s Health and Safety Policy, details of which can been found at northumbria.ac.uk/ sd/central/campus/hse/healthandsafety/ hs_pol/?view=Standard

There are considerable restrictions on the use of electrical equipment in residences and only normal portable domestic appliances may be used. Even here there are restrictions and the following information applies.

The House Manager is your contact on site responsible for health and safety in your residence but all University staff and students are responsible for ensuring that a safe environment is maintained for all who live in, work in and visit residences. To this end, students are required to comply with all health and safety policies. All students and staff are required to report potential hazards promptly to reception. Health and safety inspections are conducted regularly by members of staff; these include fire equipment, emergency lighting and escape routes, general risk assessments, chemical risk assessments (cleaning products), University owned portable equipment etc. in addition to general equipment safety checks e.g. heating boilers.

Please note that under no circumstances are appliances to be plugged into the corridor supply and lead into your bedrooms. In addition, you must never wire any appliance directly into a socket. The electricity supply to your residence is only able to cope with one appliance per wall socket, therefore the use of adapters and extension leads is strongly discouraged. Using too many appliances is likely to overload the system thus cutting off the electrical supply to your residence.

PLEASE NOTE that residents are not permitted to distribute flyers or posters in the residences.

General Safety Students are required to ensure that a safe environment is maintained for those who work, live and visit the residence. This entails thinking about safety in everything you do: e.g. do not leave cables trailing; keep kitchens clean to avoid infestation; do not leave food unattended whilst cooking; always ensure that cookers are turned off after cooking and that cookers and grill pans are kept clean to avoid fires; drive slowly (5mph) in car parks; do not leave any items lying around that could cause danger to others (keep equipment, kitchen knives, cutlery and utensils in designated cupboards when not in use).

Fire Escape Routes All corridors and staircases are fire escape routes. These must be kept clear at all times and this means that there must be nothing lying in the corridors; students are required to ensure that

If the electricity supply cuts out, you must NOT re-set the trip switch. Only trained staff may do this and you should contact your House Manager or, if out of office hours, University Security on +44 (0)191 2273999. Please ensure your electrical appliances are safe and in good working order. Appliances brought from overseas must comply with UK electrical safety standards and conform to British Standard (BS) 1363. Please do not use 110v electrical equipment as this may overload the system and cut off your supply.

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All Standard 13A plugs now sold are required by law to conform to BS 1363 which requires the live and neutral pins to be sleeved. Please ensure that the plugs on your equipment are sleeved – new items bought in the UK will have sleeved plugs already attached. If you have an electrical appliance which does not have a plug which conforms to British Standard BS 1363, please contact your House Manager and they will advise you of the arrangements which have been put in place to change the plug on your electrical appliance to a plug which does conform with the British Standard BS 1363. You are warned not to purchase second hand electrical equipment because it does not have a valid safety certificate. Equipment and adaptors that do not pass our safety tests may be confiscated (removed) for safety. The following are examples of permitted portable appliances with the appropriate fusing for each appliance: Hair Dryer

5 amp

Stereo

5 amp

Shaver

2 amp

Kettle

13 amp

Computer/printer

5 amp

Clock Radio

2 amp

3 amp

Reading Lamp

2 amp

Fire Safety This is vitally important. Follow the rules, and you will be safer. If you hear the fire alarm, you must evacuate to the assembly point immediately. Students who have a disability, which could affect their safety in an emergency, should have a personal evacuation plan discussed and agreed with the House Manager. If you have a disability and have not discussed a personal evacuation plan, please see your House Manager as soon as possible. Disciplinary action will be taken without further warning for breaches of fire safety rules, especially misuse of fire equipment. If fire extinguishers or hoses are discharged without good cause, tampered with, damaged, stolen or moved, there will be a charge of £125 per extinguisher and in addition disciplinary action will be taken against those responsible. KEEP FIRE ESCAPE ROUTES CLEAR AT ALL TIMES NEVER USE A WATER FIRE EXTINGUISHER ON: OIL or FAT Fires or an ELECTRICAL Fire. Please use a fire blanket or CO2, foam or dry powder extinguishers provided in kitchens. COOKING, IN ANY FORM, IS NOT PERMITTED IN BEDROOMS. CHIP PANS, PRESSURE COOKERS AND BBQ’S ARE NOT PERMIITTED WITHIN RESIDENCES. FLAMABLE MATERIALS ARE NOT PERMITTED TO BE STORED IN RESIDENCES. PORTABLE COOKING EQUIPMENT IS NOT PERMITTED IN RESIDENCES UNLESS SUPPLIED BY THE UNIVERSITY.

If you need any help or information regarding the electrical supply or what appliances may be used, please contact the House Manager who will be pleased to advise you.

The House Manager can be approached for permission to use some cooking equipment in residences but permission will not be granted if the appliance is not thermostatically controlled.

Any unsafe practice will be dealt with under disciplinary regulations. If you need advice, please seek it from a member of staff. You should follow guidelines at firekills.direct.gov.uk/index.html

Fire alarm activations caused by poor housekeeping or carelessness while cooking will incur a charge of up to £100 to the individual responsible. Where the person responsible cannot be identified the residents who use the kitchen in question will be charged £100.

Please note that student owned equipment left in the kitchen may be tested and will be removed if found to be defective. All equipment tested will be labelled on the cable.

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Please note that the fire alarms are linked to Security who will automatically summon the fire brigade. Kitchens contain heat detectors; bedrooms and corridors contain smoke detectors. If smoke from cooking escapes into the corridor the fire alarm will activate, and the fire brigade will attend. Please take care. Please ensure that, when cooking, you close the kitchen door and open the window to avoid activating the fire alarm. Propping open fire doors is a disciplinary offence. You should never hesitate to activate the fire alarm and use the fire equipment provided if there is a fire, however small, but do not put yourself at risk. If you have to use a fire extinguisher or blanket, this should be reported immediately to the House Manager or the Hub, otherwise the University will assume that the equipment has been used without good reason. There will be a fire evacuation drill at least once each term, which will be repeated if the response is not satisfactory. The fire alarms will be sounded for testing weekly in your residence every Wednesday morning between 10.00 and 11.00am.

No Smoking in Residences Policy This policy operates in order to provide a safe environment for those who live and work in residences. Smoking is not permitted anywhere within residences. Residents wishing to smoke should do so away from the building and should not smoke close to building entrances. Failure to comply with this policy will result in disciplinary action. Staff will check during regular scheduled cleaning visits and flat inspections that occupants are complying with the policy. Staff will also investigate any complaints of breach of the policy and any incidents.

Barbecues Barbecues pose a number of safety hazards and students must discuss with the House Manager and agree to a safety plan in advance of having a barbecue. Please ensure that you approach the House Manager at least 2 working days in advance. Students should note that holding an

unauthorised barbecue may result in disciplinary action. Authorisation will only be given if the House Manager is satisfied that a responsible person will be in charge of the barbecue; will remain sober and capable during the event and that safety precautions are agreed and adhered to.

Health And First Aid First Aid Emergency first aid calls should be made to University Security on +44 (0)191 227 3200. All students must register with a local doctor as soon as possible after arrival. Students in need of emergency first aid assistance should contact University Security on +44 (0)191 227 3200.

Accidents Accidents should be reported to your house manager or the Hub, out of hours to University Security on +44 (0)191 227 3999.

Calling the emergency services All calls to emergency services should be made by calling University Security on +44(0)191 227 3200. Security staff will alert the emergency services and arrange for them to be escorted to the correct area, saving time. Security staff will also alert any other University staff who may need to be involved.

Out and About When you are out and about, and even when you are on campus, please take the normal security measures that you would take anywhere else; try not to travel alone at night, never leave drinks unattended in pubs and clubs; take care at cash points (ATMs). Stay on well lit, general circulation routes and use recommended public transport for longer distances. Visit the student safety page on the Student Support and Well Being on our Student Services web site northumbria.ac.uk/studentsupport Transport information is available from the Newcastle Gateshead Initiative: newcastlegateshead.com/travel

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From this link you can access information on buses, metros, taxis, walking map and cycle routes. newcastlegateshead.com/plan-your-visit/ travel/getting-around A walking map is available from the following link: newcastlegateshead.com/xsdbimgs/89683_ NGI_HR.pdf More information about the area can be found at newcastlegateshead.com

Your contract You are now a resident of one of the residences that are managed on behalf of Northumbria University by Campus Services. It is important for you to realise that by signing your tenancy agreement, you have committed yourself to paying the amount of rent stated on the agreement, on the due dates. You are required to pay the rent for the full period of your contract. If another student does take over your tenancy, you will be required to pay a £50 administration fee. However, the Accommodation Office operates a Successor Service for residents wishing to leave their accommodation. Where you obtain another suitable Northumbria University student who is not already living in University accommodation (a ‘successor’) to take over your room you will receive permission to leave. You must pay for and will be liable for all rent until you leave the accommodation plus a £50 administration. If you are a new student studying at Northumbria for the first time in September and for at least a full academic year, and you leave your course at the University, provided you notify the Accommodation Office on or before the last Friday of the term in December, you may be released from your Tenancy Agreement. In the event that this applies to you, you must: • Contact the Accommodation Office and provide your intended leaving date

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• You must pay for and will be liable for all rent until you leave the accommodation plus a termination charge equivalent to four calendar weeks’ rent. You must contact the Accommodation Office before the last Friday of term in December to confirm your withdrawal from the University otherwise you will remain liable for the full contracted period. Course leavers can use the Successor Service prior to their departure from residence. Where a suitable successor is found the termination charge (equivalent to four calendar weeks’ rent) will be waived, however the £50 administration fee will still be charged. If there are problems with your room, or the flat you share with other students, you should discuss this with the manager of your residence who will investigate and try and resolve the problem. Your contract will be for either self-catered (meals not included) or catered accommodation (some meals included). Contract lengths are usually 39, 41, 43 or 44 weeks dependant on the building; details are on the contract that you signed. PLEASE CHECK WITH THE STUDENT ACCOMMODATION OFFICE IF YOU ARE UNSURE OF YOUR CONTRACT END DATE. NB. Catered contracts include 6 weeks without meals during Christmas vacation and Easter vacation. Please note you must vacate the accommodation by 1000 hours on the last day of your contract. If you require accommodation after this date you must make arrangements via the Accommodation Office and must be prepared to change rooms for maintenance and security purposes. Any students arriving early or staying after the end of the contract will be charged the normal rental for additional nights. Students leaving their accommodation early are not entitled to a refund unless the University manages to re-let the room after the room is vacated and the key is returned; Refunds are not automatic and students should contact the Accommodation Office at rc.accommodation@northumbria. ac.uk with any queries concerning this.

Meals Students wishing to buy a meal plan can do so (see Catering & Retail Facilities). Students who have a contract for Claude Gibb rooms have meals included in their contracts. Meals are taken at Claude Gibb Hall Meal times are as follows: Claude Gibb: Breakfast Monday - Friday, 8.00 – 9.00 Saturday, 8.30 – 9.30 Sunday, 8.30 – 10.00 Supper Monday - Friday, 17.15 – 18.15 Lunch Saturday and Sunday only, 12.30 – 13.30 Claude Gibb dining room is located on the ground floor, through the double doors opposite the lifts, at the end of the corridor at the top of the stairs. Coach Lane refectory is located in the entrance to the Main West Campus Building. Meal cards are issued to residents on catered contracts and have to be produced at every meal for the whole year. Lost or damaged cards should be reported to the admin office at Claude Gibb straight away otherwise you run the risk of being refused a meal. Quite clearly we don’t allow meal cards to be transferred to others, giving your meal card to someone else is actually a disciplinary offence. We do ask all students and guests to wear suitable and appropriate clothing/footwear when in the dining room.

Coach Lane: Cash Sales throughout the day. Monday – Friday 8:00 – 18:30 (Semester time) 8.00 - 17.00 (Vacation)

Early and late meals/special requirements @ Claude Gibb On weekdays it is possible to request early/late meals when course commitments prevent a resident being present at the normal meal times. Residents should ask the catering manager for

details. Please take personal responsibility for returning any items of crockery, cutlery etc. to the kitchen after use. Please note: whilst the catering service provides a good variety of vegetarian and international dishes and also accommodates certain dietary requirements students with very specific/ complex dietary needs should consider whether a catered contract is appropriate. We always recommend that advice from the catering manager is sought as soon as possible.

Visitors’ meals There are a limited number of meal opportunities available each day for visitors of students living in student residences. Please ask at the counter for details. There is also the opportunity for self-catered residents to opt for a meal programme. Please see the catering manager for details (ask at the counter in the dining room at Claude Gibb).

Catering and Retail Facilities ‘Go’ with Catering & Retail Services @Northumbria University 2014-2015 The menu options and style of catering available through our outlets reflect a wide range of customer preferences from traditional English food to dishes from around the world. The University commitment to developing and improving the services available to students continues enabling our customers to enjoy more contemporary eating and retail experiences. Watch out for special offers and promotions throughout the year. The ever expanding range stocked by the Londis convenience store and the University Shops are the result of listening to our customers and responding accordingly. Consequently you could get just about everything you need on site from Catering and Retail Services. If you can’t, just ask and we’ll see what we can do. We listen carefully to customer feedback, particularly on preferences and changing trends. If you wish to express your views on the service that you

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receive please complete our comment form or you can comment about the service at campus. feedback@northumbria.ac.uk Need to keep in touch? International phone cards and mobile phone top ups are available from the Londis Store at Claude Gibb.

Paying your rent There are two preferred methods for paying your rent. You will need your University/SITS ID to complete details and make payments.

Option 1 – Direct Debit This is a UK payments system which allows the University to collect variable amounts of rent from your UK cheque, current or savings account by electronic funds transfer. Collection is taken in three approximately equal instalments in October, January, and April for full year students starting in September

Option 2 – Online Payments – In instalments or single payment Online at: northumbria.ac.uk/accommodationpayments A single payment at the start of your contract or in approximately equal instalments in October, January and April. You can also pay by credit/debit card or cheque at the Finance Office in Sutherland Building. You should have your invoice when paying for your rent in person. The Finance Office is open Monday-Friday 0900-1600 hours. For account enquiries or to discuss payment difficulties you should contact the Finance Office and seek advice without delay. The settlement of all accounts is a condition of re-enrolment at the University. It is therefore essential that your rent is paid promptly before other commitments are entered into.

Internet Access Internet access is included in the rent of all University managed buildings. Private partner buildings (Quay Point, Manor Bank, Liberty House, Camden Court and Victoria Hall) have separate internet offers but all other buildings include a Studentcom 4mb internet service in the rent.

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Studentcom Service only: Studentcom Service includes the Studentcom TV and telephone services (visit portal.studentcom. co.uk for further details). You also have the option to upgrade faster services. See the leaflets available in your residence on arrival and read the agreements and fair use policy when registering for the Studentcom service.

Studentcom fault in your room:

There are no pay phones in most residences and students should bring their own mobile phones. In the event of genuine emergencies the office telephones will handle urgent incoming calls. Messages are then either left at reception or in students’ rooms. International phone cards and mobile phone top ups are available from the Londis Store at Claude Gibb.

Where you report a fault which requires access to your room to repair, Studentcom (the internet service provider) and the University will assume that you are expecting an engineer to visit and therefore you would not receive further notice that an engineer will call; the University will allow the engineer access to your room in your absence. It is your responsibility to inform the House Manager if an engineer is due to call and this can be done via a note to reception; failure to do so will risk the engineer not getting access to your room and you will be liable for the £75 cancellation fee (see details below). If you do not wish the Studentcom engineer to visit your room in your absence, it is your responsibility to inform Studentcom and to agree a convenient time with them - and to ensure that you are there to provide room access to the engineer. If you have a mobile phone, your appointment will be confirmed by text message so you have a reminder of the appointment time. Please note, this text message is from an automated system for your information only, and so you cannot reply to this text message. If you need to rearrange the confirmed appointment, please call the NORTHUMBRIA Studentcom helpdesk on +44 (0)333 123 0181 giving at least 24 hours notice. Should you miss a booked engineer visit, the University will charge you a cancellation fee of £75 (plus VAT). Until this charge is paid, an alternative appointment for an engineer visit cannot be arranged and therefore you will not be able to use the broadband service until the problem is fixed.

Televisions

Telephones

If you are moving out of halls or other student accommodation, remember that your TV Licence does not move with you and you will need to notify TV Licensing of your new address. You can update your details by visiting www.tvlicensing.

The studentcom internet service includes a “softphone service” through a pc or laptop. Details are available at studentcom.co.uk/support/ freewirephonesupport

The Studentcom internet service includes a 20 channel, broadcast quality, TV service through a pc or laptop at no additional cost; you will however need to buy a TV licence when you download the TV software (see licence info). There are no aerial sockets in most bedrooms, so students should bring their own portable aerial and TV equipment if required. You are reminded that if you bring appliances that receive a TV signal you must have a television licence. See TV licensing authority information below.

TV Licensing Authority Info: TV Licensing, students and the law When do I need a TV Licence? You need a TV Licence to watch or record TV programmes, irrespective of what channel you’re watching, what device you are using (TV, computer, laptop, mobile phone or any other), and how you receive them (terrestrial, satellite, cable, via the Internet or any other way). If you don’t have a licence you risk prosecution and a fine of up to £1,000. You need your own separate TV Licence if you live in halls of residence and use a TV in your own room. This also applies if you use it in the shared kitchen/living area.

What if I am moving out of my student accommodation?

co.uk/students and following the instructions. It only takes a minute or two. You’ll be asked for your TV Licence number and new address.

How will anyone know if I don’t have a TV Licence? TV Licensing’s database lists addresses that don’t have a TV Licence, including university accommodation and enquiry officers do visit unlicensed properties. If you use television-receiving equipment without a valid TV Licence, you risk prosecution and a fine of up to £1,000, plus court costs, and you will need to buy a TV Licence if you still need one. Students requiring further information should contact TV Licensing on 0300 790 6090. To find out about the many ways you can pay for your TV Licence, including Direct Debit, visit tvlicensing.co.uk/students

Sustainable Residences Gas and electricity charges Gas and electricity is included in the fees. Please help us to conserve energy, climate change is a major environmental concern and by switching off lights and electrical appliances when not in use, you can make a positive impact on the environment whilst reducing the University’s carbon dioxide emissions.

Greener Halls The University has its own dedicated student environmental awareness campaign called Greener Halls, for information please visit studentswitchoff.org/unis/northumbria Many radiators have control valves – please use them to regulate the heat to your requirements. Fuel consumption is monitored and the University retains the right to charge for excessive consumption according to meter readings. If you are concerned about the amount of fuel consumption in your area, please notify your House Manager. For the University’s Environmental Policy please see studentswitchoff.org/unis/northumbria

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Recycling your rubbish When disposing your rubbish please remember the majority of rubbish can be recycled; only food waste and tissues cannot. If it is paper, card or cardboard, plastic or metal it should go in the recycling bin. If it is contaminated with food, provided it is 90% free of contamination it can be placed in the recycling bin. E.g. a plastic food container free from food but containing grease or sauce remnants or a small piece of bread, or crumbs from a cake contained in a food container or wrapper can be put in the recycling bin. The same applies to liquids, provided the waste is 90% free of liquids it can be placed in the recycling bin. Tissues or hand towels are not permitted in the recycling bin.

Heating and Hot Water Heating and hot water use contribute to carbon dioxide emissions, which are a major contributor to climate change. By only using the amount of heating and hot water you require, as well as electricity, you can make a valuable contribution to managing University carbon dioxide emissions. Our heating times are designed to ensure your comfort but to also to minimise our carbon dioxide emissions and these are detailed below. Students living in Winn Studios, New Bridge Street, Knoll Court, Glenamara, Marleen Court and Stephenson regulate their own heating (please see information displayed in your residence). Students are required to limit their energy consumption and regular checks are made, with additional charges being levied where excessive consumption is identified (excessive consumption will be determined in relation to the average use for a similar room or flat). Heating in other residences is controlled by Campus Services using automatic thermostats and timers. Heating for these residences is scheduled as follows: From mid to late September until approximately April/ May, the heating is controlled by a thermostat and timer keeping the building at a reasonable temperature (21ºc) from 0700 until 2300 hours. Between 2300 and 0700 hours the heating is switched off by the automatic timer, unless the outside temperature drops unusually low.

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Wear appropriate winter clothing – jumpers can be worn indoors! Please let your House Manager know if you experience any problems with heat in your room or flat but you should note that the temperature will not be increased above 21ºc. Buildings are not normally heated during the summer months. For cost and safety reasons, students are not permitted to bring heaters into residences. Hot water is available between the hours of 0700 and 2300. Please see the University’s environmental policy on the northumbria. ac.uk/sd/central/campus/enviro/waste_ recyc/?view=Standard

How to work the equipment Operational instructions for heaters, boilers, showers etc. are displayed in your flat (Winn Studios, New Bridge Street, Knoll Court, Glenamara, Marleen Court and Stephenson only). Instructions for the launderette equipment are displayed in the launderette. Operational Information on minor equipment provided may be found in the reception/House Manager’s office.

Residences Management We often need to contact you during your stay and this may be by letter, notices or via your University email address. Important notices of access may be by display in your flat, letter or email. Please check your University email address regularly, as we rely on this to communicate directly with you.

Group Manager The team for your residence is led by a group manager who has responsibility for several residences. The group manager is based at the Hub for your group of residences (see inside front cover for details).

House Manager Your House Manager is dedicated to your residence and deals with any queries, questions or problems regarding your stay in residences. Your House Manager will be available from Monday to Friday at the times published at the Reception Office for your building (where you collected your key). See inside cover for contact details. If you wish to contact the House Manager, you can

also leave a note at the Hub reception. The House Manager acts with the delegated authority of the head of student accommodation regarding the general welfare and conduct of residents and is responsible for ensuring that Fire Safety Procedures are strictly adhered to.

The Hub Each group of residences has a hub where the group manager and administration team are based (see front cover for details). Your House Manager may be out and about during office hours; in this event please call at the hub who can assist with your enquiry and make an appointment for you to see the House Manager. Registered post and parcels will be issued from the Hub during office hours (normally 9.00 to 17.00, Monday to Friday).

Complaints A complaint about any aspect of service provision should be made in accordance with the complaints procedure in the University Regulations, details of which can be found at studentcom.co.uk/support/ freewirephonesupport. This would normally be to approach the House Manager in the first instance. The Students Union can be approached for representation and/or assistance with this process. Students wishing to bring a complaint under the code of practice should also follow the University’s complaints procedure. If the University’s internal student complaints processes have been exhausted, but you remain dissatisfied with the outcome you should refer your complaint to the Office of the Independent Adjudicator oiahe.org.uk or the UUK Accommodation Code of Practice Standing Committee uukcode.info Students wishing to appeal a disciplinary decision by a manager should lodge an appeal in accordance the disciplinary process at the back of this book. Students wishing to appeal against suspension or termination of internet service should use the complaints system, as above.

an out of hours team is available to deal with any problems or queries outside of office hours (17.00 – 08.30 Monday to Friday and 24 hours Saturday and Sunday). The out of hours team covers a wide range of issues including noise complaints, emergency response and pastoral support and they can be contacted on +44 (0) 191 227 3999.

Security Office The University provides a security office at Sutherland House on the City Campus West which operates 24 hours a day 365 days a year. Security act as a call centre for urgent queries outside office hours and can be contacted as follows: +44 (0)191 227 3470 or +44 (0)191 227 3999 or +44 (0) 191 227 3200 in an emergency Please state your name, room number, residence and the nature of your problem. Security will deal with your problem or contact the ‘on-call’ house manager. Security staff will patrol the residences outside office hours. Some residences have CCTV operating for the safety and security of the residents.

Mail and Deliveries Mail is delivered to the residence, sorted by staff and distributed via mailboxes. See inside cover for location. Residents are allocated a communal key for the allocated mailbox, according to their living area. Registered mail and parcels will be notified and these may be collected from the relevant hub during office hours. We cannot be held responsible for mail once delivered to shared mailboxes, so please ensure that any mail containing valuables is sent by registered post. PLEASE NOTE Staff will not accept deliveries of food. If you are placing orders with local supermarkets you must arrange directly with the supplier to be available at an agreed time to accept the delivery yourself.

The Central Out of Hours Team

Perishable food should not be sent from overseas.

Based in New Bridge Street residence reception

Expensive equipment – you should arrange

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directly with the supplier to be available at an agreed time to accept the delivery yourself.

Students’ Union Support Committees Committees can be elected in each residence to represent the views of its residents and to organise communal activities. Meetings can be attended by the House Manager or head of student accommodation if required. If you are interested in starting a committee please ask your House Manager for details.

Students’ Union NIGHTLINE Are you stressed? Worried about exams? Homesick? Lonely? Need someone to talk to? The Students’ Union are there for you, a confidential listening service. “Here to listen owl night long” Open every night 8pm-7am. Phone 0191 227 3737

Student Reps Single student representatives are called student reps and are recruited via the Students’ Union, as part of the University wide student rep system. These reps can arrange to meet regularly with the House Manager and accommodation operations managers to feedback your views. If you would like to apply to become a student rep, please contact the Students’ Union.

If you need some help with simple, cheap and healthy recipes, have a look at:

Security Keys On arrival you will be issued with a key or keys giving access to the external doors, and a study bedroom key. External doors in residences are locked at all times, with the exception of Claude Gibb, which are locked at 17.00.

Did you know you can register to vote from your term-time address? Visit aboutmyvote.co.uk/ and visit the “students” link “at aboutmyvote.co.uk/register_to_vote/ students.aspx)

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If you lose your set of keys and it is found by someone with criminal intent – that person can gain access to • The whole building • The whole flat (most residences)

For your safety and security, do not admit strangers into the building. All staff and contractors should be able to produce identification:

• Your bedroom

Identification of Security Staff: All security staff wear a standard uniform and carry an ID card/ badge.

• All students in block and their possessions

Identification of Campus Services Staff: All staff are issued with staff ID badges and are required to wear them.

If you are locked out of your flat/bedroom then you must

Identification of Visitors: Visitors are accompanied by security staff, campus services staff or residents. Identification of Contractors: All contractors have to sign in at security or Campus Services before proceeding to accommodation and are required to carry ID badges. Please ensure that doors are kept locked at all times possible to minimise theft. Please report any theft to Security on +44 (0) 191 227 3999. Most thefts are a result of negligence by the key holder. Never lend your keys to anyone, not even friends. This is a disciplinary offence. Residents in ground floor rooms should close windows when leaving the room. Some residences have electronic door systems. See below for instructions for such entry systems.

Door Entry Instructions Place fob over the plate at side of door. Light will turn green

General Election May 2015

Why you must take great care of your keys and fob

Open door.

Keys and your responsibilities as tenant You may have a suited Key – one key fits the main entrance door (for those buildings without electronic access), the flat door, your bedroom door, kitchen and bathroom.

• Bathroom and Kitchen (some residences)

Who is at risk? • All of your flatmates and their possessions • You and your possessions

• During Office Hours – contact the reception office in your building; someone will come and let you in at the first opportunity but please note that on occasions someone may have to travel from another site. • Outside Office Hours – Call University Security on +44 (0)191 227 3999 who will arrange for someone to let you in. Again you may have to wait if travel from another site is required. N.B. For a second and all subsequent calls-out there will be a £20 charge. You must have a key and fob for your flat/ bedroom at all times and your flat/bedroom must be kept locked. If a member of staff finds your flat/bedroom open they will lock the door. If you lose your key – You must go to the reception office for your building during the displayed opening hours to inform them that you have lost your keys. The lock will need to be changed on your bedroom/flat door and this will incur a charge that will vary but will start from £100. If the keys and fob are lost outside office hours or during a bank holiday or University closure period you must inform University Security who will arrange for a locksmith to replace the lock and provide keys. You will be charged £100 for this call out. If your keys and fob are stolen – • You must report the theft to the Police and to

Security to obtain a crime reference number. Students are advised to contact the Personal Possession Insurers see northumbria.ac.uk/ study-at-northumbria/accommodation/ faqs/questions-about-facilities-inuniversity-accommodation for further details • You must go to the Reception Office for your building during the displayed opening hours to inform them of your loss. The lock will need to be changed on your room/flat door and this will incur a minimum charge of £100. Your flatmates will also need to be issued with new keys. You will be charged for the replacement of all keys and fobs and are advised to apply to the student possessions insurance scheme in this event – please ensure that you have the crime reference number.

End of Tenancy You must hand back your keys and fob OR there will be a minimum charge of £100 for a replacement lock as we must be able to guarantee the safety of the next student.

Windows It is important to ventilate your room on a regular basis by opening the window. Please ensure that if you are on a lower floor you should close your window before leaving the room. Please ensure that windows are closed during high winds, to avoid damage.

Cleaning and Hygiene All students are responsible for cleaning their own accommodation. Please see the cleaning guide located in your kitchen designed to help you. Your accommodation will be checked regularly. In addition to monthly checks of shared areas, full flat checks are inspected every term and these include your bedroom. If extra cleaning is required to bring a flat or room back to the condition in which you found it, this will be charged to the flat and or individual as appropriate. Disciplinary action may also be initiated. All residents are required to keep their room, (ensuite where provided), and all shared facilities clean and tidy. This applies particularly to

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bathrooms, kitchen areas and cooking equipment - please keep cookers and grill pans free of grease and food debris, as this is a fire hazard. Please do not leave dirty dishes or food lying around, as this encourages pests and insects. Once per term the University Cleaning service will carry out a full clean of the communal areas within shared flats. Where residents do not keep their flat clean and tidy, they will be warned and given time to clean the flat to the required standard. Failure to do so will result in University cleaning staff or contractors being employed to clean the flat and the costs will be re-charged to the residents. Disciplinary action may also be initiated. The House Manager will inform you of your scheduled cleaning check/top up visit, either in person or by a notice in the kitchen. Residents must regularly de-frost fridges to prevent damage to the freezer compartment. If a fridge is switched off, the door should be left open to prevent mould. The fridge must be de-frosted and the drip tray should be emptied at the end of your tenancy. You are solely responsible for cleaning your room and jointly responsible for cleaning bathrooms, toilets, corridor, storerooms, dining (excluding Claude Gibb) and kitchen areas. These should be cleaned regularly - to include vacuuming and replacing full dust bags to prevent damage to the vacuum cleaner. Replacement bags can be obtained from the house manager free of charge. Vacuum cleaners must not be used on wet surfaces. Please note that while cleaning it is your responsibility to ensure that you follow the manufacturer’s instructions for the products that you are using to ensure that they are used correctly and safely. All cleaning products have instructions on the bottles. Cleaning materials are not provided, other than vacuum cleaners, brush, dustpan & brush, mop & bucket. Examples of approximate cleaning charges: Partial clean of bedroom carpet

£30

Full professional clean of bedroom carpet

£100

Call out charge for pest control and any subsequent treatment costs through non removal of rubbish £100 Full clean of bathroom/toilet

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£30

Kitchen cleaning

£20 per hour

Pest infestation

Bedroom cleaning

£20 per hour

Pests include cockroaches and other insects, rats and mice. These can cause disease and they are attracted by waste food, rubbish etc. Do not give pests a chance – keep all areas clean and tidy and dispose of rubbish properly and frequently. If you do discover pests, you must report it to your House Manager as soon as possible. A pest control professional will survey and assess the problem within 2-3 days, after which a programme will be put in place to eradicate and monitor; students should be aware that eradication may take some weeks, dependant on the species – and prevention is better (and much quicker) than cure.

Linen/Bedding No bedding or linen is provided. A linen pack containing one pillowcase, two sheets, one duvet cover, one duvet and one pillow can be purchased at a cost of £30. This is added to your accommodation account. Residents are responsible for laundering linen and bedding.

Rubbish Take rubbish out every day to prevent bad smells and pest infestation (insects etc.)! You may be charged if you do not remove rubbish regularly! All residents are required to separate recyclable and non-recyclable rubbish. Dispose of recyclables in the designated recycling bins. DON’T throw any non-recyclables into the recycling bins. Dispose of non-recyclable rubbish regularly in the large containers provided; see inside cover for location. For advice and information on recycling visit northumbria.ac.uk/sd/central/campus/enviro/ waste_recyc/?view=Standard Information regarding Northumbria University’s environmental policy can be found at northumbria.ac.uk/sd/central/campus/ enviro/?view=Standard Bin liners can be purchased from reception. Please do not clog up the skips with cardboard boxes or bulky items. For health and safety reasons, rubbish should be removed at least every day. Glass should be disposed of in the glass recycling bin. Many sites have recycling bins for recycling glass bottles and jars, please use them rather than allowing bottles to accumulate in your flat/ room. Please take care with the disposal of glass. This should be wrapped or boxed before disposal into general rubbish to avoid injury to others. If there is a bottle bank at your residence please use that. PLEASE NOTE that residents are not permitted to distribute flyers or posters in the residences.

Launderette Please see inside cover for location and opening hours and follow the link for further information. circuitgroup.com/index.htm. Contact details are displayed in the laundrette for you to make contact direct if you experience any problems with the machines. Please note that hand washing of clothes in residences is not permitted due to flooding problems and clothes drying is not permitted in rooms due to condensation damage and damage to fixtures and fittings (clothes lines must not be used inside residences because of damage caused).

Grounds The external areas of our residences are cared for by Campus Services on the City and Coach Lane Campuses. Residences staff keep other residences tidy on a regular basis within the confines of the residence, with facilities services staff attending to faults etc. Please see the University’s website for more details: northumbria.ac.uk/sd/central/ campus/fm/ Newcastle City Council is responsible for all areas off campus and outside the confines of the residences. Details can be found on their website: newcastle.gov.uk/core.nsf

Snow and Icy Conditions The University and the local authority will endeavour to keep major routes across the campuses and the city cleared and gritted. See the following links for information:

northumbria.ac.uk/sd/central/campus/ hse/healthandsafety/hs_pol/snow_ ice/?view=Standard northumbria.ac.uk/sd/central/campus/fm newcastle.gov.uk/parking-roads-andtransport/roads-highways-and-pavements/ snow-clearance-and-gritting University staff will endeavour to clear and grit access to off campus residences within our grounds but where snow fall is heavy and consistent, it may not be possible to keep this clear, particularly during weekends and holiday periods. Students should report major hazards to the central out of hours security team and all students are required to exercise caution and wear appropriate footwear when weather conditions are hazardous. Specifically, students must not worsen the situation by the creation of ‘slides’.

Car and cycle parking Cars and Motor Cycles Parking is severely restricted. Residents should not take cars onto the City or Coach Lane campuses unless they are in possession of a valid parking permit. Anyone parking without a permit will receive a fixed penalty notice. Students needing parking permits may apply for them from Campus Services by contacting the admin office on +44 (0)191 2274100 or +44 (0)191 2273394. Students in outlying residences should call at reception for details of car parking and motor cycle parking - but parking is strictly limited at all residences. Please note that during the main arrival days parking is restricted to 20 minutes unloading between 9.00 and 18.00. Car parking contracts commence the Monday following registration days. When leaving by car at the end of contract, the City Campus East pay and display car park can be used during evenings and weekends; please do not use any other University car parks; you will incur a penalty charge if you park in the University car parks without a permit.

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Bicycles

These must not for safety reasons be kept in flats/rooms or on/under stairwells and they must not be taken in lifts. Most residences have bicycle storage areas – please call at reception for details. Bicycles found within buildings will be removed.

Your Personal Property Insurance Personal possessions insurance, a basic insurance package is included in the rent of University residences; campus block halls group scheme for Northumbria. For more information see northumbria.ac.uk/brochure/facilities/acc/ halls/furtherinfo

The Fire safety rules:

4.1

Cooking, in any form, is not permitted in bedrooms.

4.2

You must respond to fire alarms by vacating the building. We rarely have false alarms - but we do have a system that allows you to get out when there is a fire - before you are aware of it and before you are in immediate danger. Failure to vacate when an alarm sounds will result in disciplinary action - because you could be placing other people’s lives in danger - in particular, the Fire Fighters who would be looking for you in the event of a fire spreading. Do not re-enter the building until you are informed it is safe to do so.

Please note that due to UK Finance Regulations, University staff are not able to advise you in insurance matters and you should contact the insurers direct to make a claim or to increase your cover.

Property Left Behind This is not the responsibility of the University. Whilst efforts would be made to trace the owners of valuable items and these would be retained for a short while, most property (clothing etc.) will be discarded.

4.3

House Rules 1

The House Rules are for the safety and comfort of all residents and exist to ensure that everyone enjoys living in the residences and no one is disturbed as a result of residents’ actions or inactions. Applicability. Residents are bound by these rules and are responsible for ensuring that non-residents (e.g. guests and visitors) that they have invited or who are in their company are aware of and comply with the House Rules at all times. Visitors are permitted to stay for a maximum of two nights in any seven. Non-Compliance. Non-compliance with the rules by residents, guests or visitors will usually result in a warning, fine, notice to quit or a combination of these. A fine may be imposed upon a resident or a

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non-resident student and such fine may relate to his/her own actions or to those of his/her guest or visitor for which he/she is deemed to be responsible. Where the actions giving rise to the fine have been those of unidentified individual(s) from an identifiable group the fine shall be divided equally between every member of that group plus an administrative charge of £10 per person (normally £20 for an individual).

4.4

4.7

Food cooking must be attended at all times. Oven cooked food must be checked regularly.

4.8

Emergency exits are to be used only in an emergency.

4.9

Fire exits must not be blocked.

4.10 Furniture and appliances (heaters, cookers and fridges etc.) must not be brought into residences without the express permission of the house manager. Permission will not normally be granted for upholstered furniture unless a certificate of fire retardency is produced.

4.5

Candles (and other items producing a naked flame or smoke) are not permitted and will be removed by staff if discovered.

4.6

Ordinary saucepans must not be used to deep-fry food (e.g. chips). Use thermostatically controlled deep-fryers only.

Dangerous Behaviour. Behaviour that is dangerous, whether malicious or as an intended prank, is not permitted. Objects or substances of any kind must not be thrown from the windows of the building, and articles must not be placed on external windowsills because of the danger of injury to passing pedestrians being hit by falling objects. Careless, thoughtless or malicious actions that place other people in danger will result in disciplinary action.

Damage. Residents must not in any way damage, remove or misuse any part of the premises its furnishings, fixtures, fittings, decoration or equipment. This includes overflowing of water from any appliance and residents are required to keep all gullies, waste pipes and drains free from obstruction.

The University is committed to the safe undertaking of all works that affect the fabric or services of the building. All residents, whether living in or visiting our buildings, are also required to understand their responsibilities with respect to maintaining a safe and healthy environment in which to work, study and live; this includes ensuring that a safe environment is maintained for staff, contractors and visitors e.g. do not leave cables trailing.

Users of the building are prohibited from undertaking any intrusive work in the building i.e. do not make a hole in the wall – (please use the noticeboards provided) or drive any nail, screw or other article into any part of the building or affix any placard or other object to any part of the building.

Security. Residents must not allow unauthorised persons to enter the building. If in doubt residents should leave people outside the building because if they are authorised they will have their own method of procuring entry. Following others into a building (tailgating) is the most common method used by thieves to enter the building. Residents are advised to always keep their bedroom and, where

4.11 The University retains the right to remove items that could be potentially dangerous e.g. candles, heaters, unsafe cooking equipment. 4.12 The no smoking requirement must be observed at all times. 4.13 You must attend the fire talks arranged during the Autumn term 5

Keep all fire doors closed. Please note that we have heat detectors in kitchens and smoke detectors in corridors – so please stop accidental soundings of the fire alarm by keeping kitchen doors shut – especially if you have burnt the toast! Fire doors must not be propped open. Do not interfere with any fire safety equipment on the understanding that any interference will result in the severest penalties since you could be putting someone’s life at risk. Activation of a fire alarm call point without good reason is a criminal offence and is a police matter in addition to a University disciplinary matter.

Fire Alarms – 97% of fire alarm activations are accidental; you will be charged if you accidentally activate the alarm. Reasonable care is required of all students and their visitors to ensure that the alarms are not activated unnecessarily. An alarm activation in one of our residences requires the complete evacuation by everyone and the attendance of the fire service, who dispatch at least two tenders. This is why you will be charged without further warnings. Please note that aerosol sprays (deodorant etc.) and hairdryers can set off the alarms if used directly underneath the detectors. Please use them well away from the detector in your room. Domestic Appliances. Only domestic electrical appliances e.g., hair dryers, shavers, stereos may be used and residents are to ensure that such appliances are fitted with fused plugs. All appliances must be switched off, disconnected and left in a safe condition after use. Electrical appliances must be in a safe condition. Staff will remove unsafe items.

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applicable, their flat entrance door locked. If a suspicious person is spotted then residents are advised to ring security immediately. 12

Dangerous Items. Any item or substance that is illegal, or could cause harm and is inappropriate to a residential environment, or is intended to inflict harm is prohibited. Notably fire arms (including replicas and air guns), hunting or combat knives and combustible materials come under this category. To be in possession, to use or be associated with any of the above will result in confiscation of the item and disciplinary proceedings. Residents in doubt should ask the House Manager before bringing any item into the Residence. Noise – our biggest complaint. Residents are not to make an unreasonable noise at any time and in particular between the hours of 23.00 and 8.00, no noise that would disturb other residents should be audible outside the room in which the noise is being made. Consideration must be exercised in the use of audio equipment and the use of headphones should be considered. Social Events. Applications for social activities / parties involving more than four people at any time and more than one visitor after 23.00, must be made five weekdays (excluding bank holidays) in advance to the house manager. Nuisance. Residents must not engage in any behaviour constituting a nuisance or annoyance to other residents or interfering with the quiet and comfort of other residents or users of neighbouring property. This also applies to the distribution of unauthorised leaflets, posters and flyers which cause litter problems. Privacy. All residents are required to treat the possessions, property and space of others with respect; uninvited intrusion into these may result in disciplinary action.

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Grounds. No ball or other physical games are to be played in the immediate vicinity of the residences and other residential buildings. Residents should respect the gardens and other aspects of the environment. Any gardens or grounds attached to the Premises are to be left in a clean and tidy condition. Non-Residents. Facilities in residences are provided for the use of those students living there. Residents may not permit or invite non-residents to use the communal facilities e.g. kitchen, as this could prevent the use of the facility to those who pay for it.

Security of Keys. Residents must not lend out keys to rooms.

Cleanliness. Residents are to keep their premises in a clean and tidy condition and failure to keep the premises clean may lead to extra cleaning charges.

Storage. Residents are to ensure that their belongings are stored in their own area and the accommodation is not cluttered with their items that would prevent staff from carrying out their normal duties.

Car Parking. Cars are not to be parked in residence car parks without an official parking permit and current tax disc.

Staff/Contractors Co-operation. Residents are to give access to University staff and authorised contractors carrying out their duties and are to behave with consideration, co-operation and courtesy towards all such persons at all times. Reasonable notice of a visit will be given wherever practicable.

Students are required to notify the University if they intend to be away from their room for more than two weeks during their contract period; this is to ensure that University staff are alerted to undertake essential safety checks in your absence. Notification of absence can be made via email: rc.residences@northumbria.ac.uk or by informing the hub receptionist. The University will require entry to the room once every fortnight in order to carry out these checks and will assume that the required notice of entry has been understood by the student when the notification of absence is made.

Pets. Pets/animals are not to be kept on the premises or in any part of the residences. Registered assistance dogs are the exception and special arrangements will be made. Drugs. The storage, use or supply of illegal drugs is a criminal activity and is a police matter. All illegal drugs found will be confiscated and University action initiated in addition to any police action. Criminal Activity. If Residents commit an offence which may cause the University to consider the resident to be an unsuitable tenant, they may be required to leave the premises permanently. If the resident allows any visitors onto the premises who the University considers unsuitable, then both may be required to leave the premises permanently. This rule applies to offences committed either on or off University premises.

Offensive Material. Posters or other material that cause offence may not be displayed and will be removed wherever found. The University’s sexual, racial harassment and equal opportunities policies commit to providing an environment that is free from discrimination on the grounds of ethnic origin, colour, gender, disability, marital status, age, sexuality or religion.

Aerials and satellite dishes. Residents are not to fix TV or any other aerial or satellite receiver to the inside or outside of the premises.

Facebook and other social networking sites. Please take care when using social network sites and think carefully about what you post there. Don’t forget that future employers have been known to check out applicants on their Facebook pages. Increasingly we receive complaints regarding posts on social networks and you

should be aware that the University will take disciplinary action if you cause distress to others. Below is an excerpt from the Handbook of Student Regulations, Section 3, Appendix 3: “Appendix 3, Social Networking Sites Social networking sites are now widely used for both socialising and work. They are readily accessible and offer an immediate means of communication. However, they are relatively public and posted comments may be stored permanently. Care must therefore be taken not to cause offence or distress when making comments about individuals or their work, including University staff and students. The University has regulations to reduce the risks of individuals being distressed by the comments of others, whether said or in writing, and will take disciplinary action where relevant in such cases. There is also a body of law dealing with libel and slander. The following points should therefore be borne in mind when using any website discussion forum: Good Practice • Never say anything that may cause distress to others • Remember that unknown others may see what you have to say • Remember that your comments may be saved and become a permanent record • Therefore always think before writing any comments about others, especially if they may be in any way critical.”

Disciplinary Procedures: 1

There are three stages to the University’s Accommodation disciplinary procedure followed by a fourth stage outwith the University (see flow diagram at the end of this Appendix)

1.1

Stage 1; disciplinary interview conducted by either the House Manager or the Group Manager depending upon the seriousness of the incident

1.1.1

The member of staff attending the initial incident or the House Manager will determine who will consider the case

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1.2

Stage 2; Formal Disciplinary Hearing chaired by the Accommodation Disciplinary Officer

1.3

Stage 3; Appeal to the Students Appeals and Complaints Ombudsman and/or complaint to the OIA

Fines and/or other penalties may be applied according to the nature of the incident and the stage at which the case is being considered (see 2.6 and 2.7 below). Confiscation procedures may be applied at any stage

Serious incidents may be considered directly at Stage 2. This will be determined by the Accommodation Disciplinary Officer

At all stages of the disciplinary process a ‘Friend’ may accompany the resident (see Section 1 of the Handbook of Student Regulations for a definition of a ‘Friend’)

If at any point in the disciplinary process it becomes apparent to the University that there may have been a serious breach of a professional code of conduct by the resident, the relevant Faculty Disciplinary Officer will be informed. This may result in Accommodation disciplinary proceedings being halted and the case investigated further by the Faculty Disciplinary Officer with a view to being considered by a Professional Suitability Board. The decision whether to do this will be made by the Faculty Disciplinary Officer

Stage 1

6.1

Standard fines (charges) (see 2.6.4 below) may be applied at Stage 1

6.2

A student may appeal against the outcome of the Stage 1 disciplinary process. Students considering lodging an appeal should first consult the Group Manager who will explain the reasons for the fine and the criteria used to judge any appeal. This should be done within 5 days of receiving the Stage 1 outcome. If an appeal is lodged, the Accommodation Disciplinary Officer will review the case with the managers concerned

and arrange a Stage 2 Disciplinary Hearing to hear the appeal. Students commence an appeal by lodging an appeal form (available from the House Manager or Group Manager) with the Accommodation Disciplinary Officer (Stage 2) (c/o Student Accommodation Office) within 10 working days of receiving the Stage 1 outcome. Appeal letters should describe the grounds on which the appeal is based (permitted grounds for appeal are either a procedural irregularity and/or additional information that could not have been made available earlier). Students should understand that an appeal re-opens the case, with the full range of penalties available (i.e. the result of an appeal could be a more severe penalty)

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6.3

Damage charges: These are not fines but are straight re-charges that the University has incurred as a result of either accidental damage or malicious damage. In the case of accidental damage, the cost will be passed to a student by invoice. In the case of malicious damage there will also be disciplinary proceedings. Students wishing to query accidental damage charges should also use the appeals procedure

6.4

Standard Fines

6.4.1

The following fines apply to the common problems listed below although it is possible to appeal against any fine levied. Although the list is not exhaustive it is indicative of how seriously the University regards these problems. Repetition of the same offence can result in an increased charge

6.4.2

Noise problems: £30 minimum (fines for noise are automatically £100 during exam periods)

6.4.3

Anti -social behaviour problems: £50

6.4.4

Candles found to be alight: £70

6.4.5

Inappropriate use of emergency exit (e.g. using them as an exit and setting off the alarm when there is no fire): £30

6.4.6

Non-evacuation of the building on hearing the fire alarm: £60

6.4.7

Misuse of fire extinguisher (e.g. discharging it): £130

6.4.8

Activation of pre alarm (a system warning that the fire alarm will go into full activation if not re-set by a member of staff ): £20 on first time, £60 on second occasion and rising further on subsequent occasions

Stage 2 proceedings. Prompt payment discount does not apply to damage recharges 7

Stage 2

7.1

The Accommodation Disciplinary Officer is the Head of Student Accommodation or their nominee

7.2

Fines and a wider range of penalties may be applied at Stage 2, see 2.7.6

7.3

6.4.11 Interference with fire detection equipment (e.g. covering up a heat or a smoke detector, reducing the noise level on an alarm sounder): £70

When Stage 2 (Formal) disciplinary procedures are invoked the resident will be advised in writing at least five working days in advance of the date of the Disciplinary Hearing and of the nature of the alleged misconduct. This notice, and any other written notices given under these procedures, will whenever possible be delivered by hand to the person concerned

7.4

6.4.12 Non-compliance with the strictly nosmoking prohibition: £30 for the first offence; £70 for subsequent offences. NB use of illegal substances is considered separately and fines levied as appropriate.

The Accommodation Disciplinary Officer will usually arrange a panel to assist at the Disciplinary Hearing, but the matter may be determined by the Accommodation Disciplinary Officer alone

7.5

Arrangements for, and the conduct of, the Disciplinary Hearing will be as described in regulation Section 3, 3.8.4 of the Handbook of Student Regulations

7.6

Penalties that may result from Stage 2 disciplinary proceedings-see Section 3, 3.8.5 of the Handbook of Student Regulations

7.7

Actions following the judgement by the Accommodation Disciplinary Officer-see Section 3, 3.8.6-3.8.9 of the Handbook of Student Regulations

7.8

The Student Appeals and Complaints Ombudsman will be informed of the outcome of the disciplinary process and will separately write to the student to explain the remaining right to appeal. Appeals procedures are described in Section 3, 3.9-3.13 of the Handbook of Student Regulations.

6.4.9

Wedging open fire doors or removal of automatic door closers: £30

6.4.10 Activating the fire alarm without reasonable cause (including not attending to food being cooked at all times): £70

6.4.13 Failure to attend a disciplinary or investigatory meeting, interview or hearing without reasonable notice: £30 6.4.14 Failure to attend a fire talk at the beginning of the Autumn term: £30 6.4.15 A prompt payment discount of 50% is available to those students who pay at their hub reception within 5 working days of the fine being imposed. Students must produce written evidence of the date of the charge in order to qualify for the discount. Payment should be made by credit or debit card where possible. A receipt will be issued. Standard fines not paid within 5 working days no longer qualify for a discount and an invoice will be raised for the full amount. Prompt payment does not affect the student’s right to appeal. Prompt payment discount applies only to standard fines and does not apply to fines imposed as a result of

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accommodation

3. At the conclusion of Stage 2 the Student Appeals and Complaints Ombudsman will provide the student with details of the permitted grounds for appeal and the OIA.

2. Very serious incidents will be referred directly to the Accommodation Disciplinary Officer for consideration at Stage 2.

1. Students may appeal against a standard fine (Stage 1) by writing to the Head of Student Accommodation within 10 working days of being informed of the fine.

Notes:

Member of staff attending the incident or the House Manager decides who should consider the disciplinary case

*The Accommodation Disciplinary Officer is the Head of Student Accommodation or their nominee.

Possible outcomes are either dismissal of the appeal on the grounds that it does not meet the permitted grounds for appeal or referring the appeal to an Appeals Panel

An appeal is permitted on just two grounds (see regulation 3.9.2)

Disciplinary interview conducted by either the House Manager or the Group Manager depending on the seriousness of the incident

Disciplinary Hearing chaired by the Accommodation Disciplinary Officer*

Potential Disciplinary incident

Appeal to the Student Appeals and Complaints Ombudsman (see Handbook of Student Regulations regulation 3.9)

A wider range of fines and penalties may be imposed (see House Rules, Stage 2)

Standard fines may be imposed (see House Rules, Stage 1)

Stage 3

Stage 2

Stage 1

Student Disciplinary Procedures â&#x20AC;&#x201C; University Accommodation

*Office of the Independent Adjudicator for Higher Education

OIA*

Review independent of the University (see reg 3.13)

Outwith the University