Student resident guide to
UNIVERSITY MANAGED HOUSING* 2019/20
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Student Resident Guide to University Managed Housing (UMH)
Student resident guide to
UNIVERSITY MANAGED HOUSING* 2019/20
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Student Resident Guide to University Managed Housing (UMH)
CONTENTS
Student resident guide to
UNIVERSITY MANAGED HOUSING* 2019/20
Who’s who at the University?......................................................... 3
Before you arrive........................................................................................ 6 What is provided?..................................................................................... 7 Once you’ve moved in.......................................................................... 7
What do I do if… (FAQs).......................................................................... 9 Our guide to communal living....................................................... 11 Maintenance.................................................................................................. 12 Common Maintenance issues and what you can do.............................................................................. 14 Useful Information.................................................................................... 16 Community relations – SSHH......................................................... 18 Where will we live next year?......................................................... 19 Moving out of accommodation at the end of the year............................................................................. 20 The Student Housing Team The Housing Office is located in St Swithuns Room 1 and is open Monday to Thursday 9am-5pm and Friday 9am-4.30pm. Tel: 01962 827533 Email: housing@winchester.ac.uk
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Student Resident Guide to University Managed Housing (UMH)
WELCOME TO Student YOUR NEW HOME resident guide to
UNIVERSITY MANAGED HOUSING* 2019/20
Welcome to the University of Winchester! We hope you will soon feel at home in your accommodation and discover your way around the city of Winchester and the University campus. We’ve put this guide together with lots of useful information about things to do before you arrive and throughout the duration of your licence period as a resident with us. Please take the time to go through this to make sure you understand the obligations and responsibilities that come with moving away from home and into University accommodation. We have also included some helpful information about how to look after your new home, each other and yourself.
The Student Housing Services Team are here to help you settle in and sort out any Housing queries you may have. The majority of the Student Housing Service have been students, some even at the University of Winchester, so we understand the need to deal with matters in a timely manner and understand the pressures that students are under on a daily basis. We hope that the information in here will help with your transition to student life and help you enjoy your experience here with us at the University of Winchester.
Your Student Licence Agreement
The second half of this guide contains the Student Residence Regulations which inform the legally binding Licence Agreement that you will make with the University when you accept your offer of accommodation. The Licence Agreement is a legal ‘contract’ between you and the University and lays out the obligations the University has to you and those you have to the University as the Licence holder in the accommodation (eg. Agreeing to pay for your accommodation for the duration of the letting period). Please do read through this guide and the Regulations in the back before accepting your offer of accommodation to fully understand your Licence obligations. If there is anything you don’t understand, please get in touch with the Student Housing Services team.
Winchester City Council Shared Housing Accreditation Scheme The University ensures that all its off campus managed properties adhere to the Accreditation scheme set up by the City Council. This is a voluntary scheme for local landlords aimed at improving the standard of student accommodation in Winchester. The scheme takes into consideration gas, electrical and fire safety, security of the property, room size, furniture provision, amenities, energy efficiency, property condition and property management. Further information can be found online here: www.winchester.gov.uk/housing/private-housingempty-properties/winchester-shared-housingaccreditation-scheme
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Student Resident Guide to University Managed Housing (UMH)
WHO’S WHO AT THE UNIVERSITY? Student resident guide to The Student Housing Team :
UNIVERSITY MANAGED HOUSING* 2019/20
The Housing Office is located in St Swithuns Room 1 and is open Monday to Thursday 9am-5pm and Friday 9am-4.30pm. Tel: 01962 827533 Email: housing@winchester.ac.uk
Who else might you see around the accommodation? Residential Assistants Residential Assistants are student members of staff who act as a first point of contact for queries and concerns. RA’s are on duty during the week days and will visit all UMH houses regularly, checking on residents and passing on necessary information on behalf of the Housing team. As well as providing advice and assistance with queries, they will also carry out regular checks on Health and Safety, Fire safety, maintenance and other matters. You would be able to contact a Residential Assistant if you have a question or concern using the contact details on the Housing Wall Planners in all kitchens. They will also report serious concerns back to the Housing Manager (Off Campus), Site Stewards and Wardens. RA’s will not enter study rooms unless invited, but don’t be alarmed if you see them around your accommodation communal areas, just be sure to say hello!
Wardens Wardens are staff members who live on and off campus to ensure the wellbeing and safety of all students living in University accommodation. Wardens will undertake shifts in the evening and be available out of hours to act as a first responder in an emergency, someone to contact for advice on University life and pastoral care in those first few weeks and throughout the remainder of the year. Wardens work closely with Housing, Security and RA’s providing guidance and signposting to appropriate support systems and enabling residents to manage their physical and mental wellbeing. Site Stewards Site Stewards are the University security officers and are based at the West Downs and King Alfred Quarters and are contactable 24 hours a day. They are primarily here to ensure the Security of the University campus and managed accommodation however they help with unwanted visitors, noise and give security advice, out of hour pastoral issues, as well as with directions. All Site Stewards are first aid trained and are on hand to deal with any emergencies and can facilitate access to our accommodation by the emergency services. You can contact the Site Stewards on 01962 827667 (West Downs) or 01962 827666 (King Alfred). Maintenance Once you’ve reported a maintenance issue, the Off Campus Housing Team will liaise with the landlord to organise a repair. Our landlords use a variety of contractors to make repairs which range from nationwide companies such as British Gas, to local companies. We will ensure residents are made aware of the date and approximate time of the appointment and who is due to attend.
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Student Resident Guide to University Managed Housing (UMH)
Please note: no other instalment plans are available. Student resident guide to The full year’s cost of accommodation is split in to 3
Who else may you need to contact around the University?
UNIVERSITY MANAGED HOUSING* 2019/20
The Finance Department The Finance Department deal with the payment of Residence Fees, tuition and ad-hoc charges. The residence fees foryour accommodation are detailed in your housing offer and Licence Agreement and can be reviewed at our webpage here: http://www.winchester. ac.uk/Studyhere/Student%20accommodation/Pages/ housing-costs.aspx There are a number of avenues of support should you find yourself in financial difficulties. Don’t ignore financial worries. Although it may not seem like it, it will be much better in the long run to address them. The Finance counter is in the Winton Building of the King Alfred Quarter and is open Monday – Friday 10am to 3pm. The counter’s number is: 01962 827226 How do you pay residence fees? There are 2 ways to pay, these are: In full before 11 October 2019 and you will receive a discount of £100 (this amount will be taken off the total when you make your payment). You can pay this by bank transfer, cheque or credit / debit card. Please note: The discount is per room, if there are multiple occupants then the discount will be pro-rata. By recurring card payment in three instalments on 1 1 October 2019, 17 January 2020 and 8 May 2020. To set this up visit https://payments.winchester.ac.uk/ payments
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equal instalments to coincide with payment dates of maintenance loans from Student Finance to help with your budgeting. An individual instalment payment does not cover your stay in accommodation until the next instalment date. Therefore, if you leave accommodation before the next payment date there may be a balance due to pay.
You are encouraged to contact Finance before you miss any payments as the staff will be able to suggest support and agree a way forward. Please note if you miss a payment you will incur a late payment charge and could risk your residential status. For example if the first instalment ofyour student loan is delayed beyond the payment date in October, the University may permit you to payyour residence Fee within ten days of receipt of your loan, but you must notify the Finance Office of this at least 10 days before the instalment date so they can work through this with. The late payment fee is £50. You can also contact the Student Finance team in Student Services who may be able to help resolve the delays with your funding or any other financial concerns. You can contact them via the Student Services Reception number: 01962 827341. Information pages on our Intranet can be found here: https://intranet.winchester.ac.uk/information-bank/ money-and-finance/SitePages/Home.aspx
Student Resident Guide to University Managed Housing (UMH)
Useful Contacts Student resident guide to Here are some useful numbers. We would recommend
Student Services We hope that you are looking forward to this new chapter of your life with great enthusiasm but appreciate that some students can feel a little apprehensive. It is normal to take a while to settle into a new experience, but if you find that you are not settling in as well as you thought or you feel very homesick or worried, you can find someone to talk to in Student Services. Homesickness is common in the first few weeks but can occur at any time and the Student Advice Team in Student Services would be available if you need support.
UNIVERSITY MANAGED HOUSING* 2019/20
As a general note Student Services covers the following areas: • Support and advice for personal issues which are affecting study or University life in general • Information on student finance • Health • Study Skills • Money Matters and sources of funding
that you save them into your phone in case this guide isn’t available to you when you need them. Site Stewards (24 hours) 01962 827666 01962 827667
Student Housing Services 01962 827533 housing@winchester.ac.uk St Swithuns Lodge room 1 (Mon-Thurs 9-5, Friday 9-4.30) Student Services 01962 827341 Student.advice@winchester.ac.uk studentsandmoney@winchester.ac.uk The Zone, Main Building (Mon-Fri 9am-5pm) Finance Department 01962 827226 1st floor, Main Building (Mon-Fri 10am-3pm)
• Counselling • Specialist help for students with disabilities and learning differences • Support for mental health and wellbeing • Specialist support for international students • Specialist support for Care Leavers For contact details, please see the front of this guide, your Welcome pack and Housing Wall Planners in every hall kitchen. Student Services intranet pages also have information on support offered: https://intranet. winchester.ac.uk/information-bank/wip-studentservices/SitePages/Home.aspx
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Student Resident Guide to University Managed Housing (UMH)
BEFORE YOU ARRIVE Student resident guide to
UNIVERSITY MANAGED HOUSING* 2019/20
Make sure you have completed the following before you arrive to collect your key: 1st year students
Accepted your online licence agreement
Signed and returned your paper licence agreement
Set up your recurring card payments for Residence Fees
Set up your recurring card payments for Residence Fees
Completed your online registration which includes uploading a photo
Researched/purchased contents insurance
Researched/purchased contents insurance
Researched/purchased a TV Licence
Researched/purchased a TV Licence
Checked the day you can arrive to your accommodation
Checked the day you can arrive to your accommodation
Checked key collection information indicated on your offer letter
Checked the information provided about key collection on the ‘Arrivals’ page on our website
What is provided? In our off campus accommodation we seek to provide the following items: Fridge, freezer, oven, cooker, microwave, kettle, vacuum cleaner, toaster and washing machine. Bedrooms are usually provided with a bed, wardrobe, desk and chair as standard along with suitable storage such as drawers and shelves where they fit. If the property is missing something you feel it should have, do contact us and we will discuss it with the landlord on your behalf.
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Returning students (2nd/3rd/4th years)
Student Resident Guide to University Managed Housing (UMH)
What to pack
Once you’ve moved in Student resident guide to Inventory
Unless you have been allocated into Balfour House, you will need to bring the following with you:
UNIVERSITY MANAGED HOUSING* 2019/20
• Bed linen (sheets, pillows and cases, duvets and cases • Towels • Crockery • Cutlery • Pots and pans • Food • Personal cleaning items • Basic house cleaning materials • Toilet roll Don’t worry if you forget something, there are lots of places to get what you need in and around Winchester.
What not to pack Here is a basic list of items which are not permitted in our accommodation: • Candles • Incense sticks • Tea lights • Oil burners • Blu tak/white tak
Complete the inventory provided within the first week
All rooms are checked prior to your arrival, but we would strongly advise you to complete your inventory form as soon as you’ve moved in, as it’s your opportunity to record anything that is missing or damaged. You could even take photos of the damage and attach these to the inventory when you return it to us.
We ask that you return the Inventory to the Housing office in room 1 of St Swithuns Lodge within seven days of your arrival. If we don’t receive it we will assume that all the decoration, furniture, fittings and other inventory items are in place or in good repair. Inspections of all rooms take place throughout the academic year and any damage or decoration issues, outside of fair wear and tear, not captured on the inventory could be charged back to you. Make sure all housemates sign this and return it to the Housing Office. Please note the inventory is a record of the condition of your room, not a maintenance reporting form. Gas and Electricity Readings Your utility bills are covered in your Licence Charges at an average rate of £9 per week per person. Please bear this in mind when using the heating etc. The University will take periodical meter readings but you may also wish to keep a record of these. Any excessive usage may result in additional charges.
• Kitchen equipment for use in bedrooms • White goods • Illegal substances and/or associated paraphernalia • Psychoactive substances and/or associated paraphernalia • Portable heaters • Pets • Weapons (real or replica) • Pressurised gas storage containers
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Student Resident Guide to University Managed Housing (UMH)
Student resident guide to
Introduce yourself to your neighbours It is always a good idea to maintain good relations with your neighbours.
UNIVERSITY MANAGED HOUSING* 2019/20
Do this by introducing yourselves and making sure they feel comfortable approaching you and vice-versa if there are any issues. Get to know your housemates You will be sharing facilities with people you may not have met before. It is a good idea to sit together and go through some ground rules before they become an issue. These could include rules around noise, guests, washing up and sharing personal belongings.
Settling in Making the transition from home to University or from Halls to a house in town can be both daunting and exciting for anyone. You will meet many people from different backgrounds, all of whom are also taking the same big step. We expect all our students to be tolerant and understanding of each other. If you need any help adjusting to your new environment, get in contact with Student Housing and Student Services (see page 3)
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Student Resident Guide to University Managed Housing (UMH)
something we can do to alleviate your concerns, Student resident guide toan in-house disagreement. especially if it involves …something in the house isn’t working or is broken?
Frequently asked questions - what do I do if…
UNIVERSITY MANAGED HOUSING* 2019/20
It is the resident’s responsibility to report any repairs needed via the Servicedesk link on the Intranet. Student Housing will liaise with that student about the repair. Correspondence is usually made via email, so keep an eye on your inbox. We’ve included some quick guides to common issues on page … …I’ve lost my key or am locked out? Make sure you have saved the Site Steward number to your phone and contact them. They will either provide you with a spare or give you access until a new key is available. There is a charge payable for new keys.
…our internet stops working? The owners of each property have organised the set-up of broadband in each property. If there is a problem, contact Student Housing who will advise of some things to try first of all. It would be a good idea to print off some helpful guides when you first move in, in case you cannot access the internet at any point. …I am unable to pay my Residence Fees? Please make sure you contact Finance before you miss any payments due. The friendly and helpful staff will be able to suggest support and agree a way forward with you. If you miss a payment you will incur a late payment charge and could risk your residential status. You can visit the Finance cash office in the Main Building on the King Alfred Campus 10am to 3pm Monday to Friday or call 01962 827226. …I’m not getting on with my housemates? We’ve highlighted some of the key issues we come across below with ideas on how to try to deal with them. If you need further help, do speak with Student Housing and Student Services who can help in different ways.
If you decide that you want to move, we can offer you a transfer to another property off campus dependant on the availability of rooms. Please note that we cannot offer a transfer to a room in Halls unless there is a medical need for the move for which we would need supporting evidence, but please do discuss this with us if that is the case. We also discourage transfers within the first four weeks of term to allow a settling in period and to help speed up the arrival of any students on an accommodation waiting list. There is a charge to transfer rooms which is currently £40.
…I would like to leave my house/university? Firstly, have a conversation with your tutor or with Student Services if there is a specific reason you would like to leave. You will also need to speak with the Registry department if you are considering leaving the university. Visit Student Housing Services to complete a withdrawal form, but please note the following: If you are withdrawing from the University and accommodation, your liability will cease after the required notice period (28 or 14 days). You will need to ensure you have paid any money owing to the University If you are withdrawing from your accommodation only, you will remain liable for the Residence Fees until you can find a replacement for your room. We will explain what makes a suitable replacement when you collect your form. There is a charge to withdraw from accommodation which is currently £25. Further information about withdrawals can be found in the Regulations at the back of this guide.
…I need to contact the emergency services? We hope you don’t have to do this, but if you do, please also contact the Site Stewards on 01962 827666 so that they are aware and can assist where required. …I would like to change properties/rooms? If you are not happy in your current room/house then there are a couple of options open to you. We would always advise that you discuss your reasons for wanting to move with one of the Residential Assistants or Student Housing Services in the first instance. There may be
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Student Resident Guide to University Managed Housing (UMH)
KEY DATES TO Student BE AWARE OF guide to resident
UNIVERSITY MANAGED HOUSING* 2019/20
These dates are also indicated on the wall planner in your property.
(for Tuition Fee payment dates, check online at www.winchester.ac.uk/feeregulations)
Throughout July and August 14-15 September 2019
Student arrivals (Second and Third year) Student arrivals (First year)
16-20 September 2019
Welcome week
23 September 2019
Start of term
11 October 2019
1st Rent payment due
28 October - 1 November 2019
Housing Inspections
TBC December 2019
Housing Advice day (for 2nd year housing)
9-13 December 2019
Housing Inspections
13 December 2019
End of term
13 January 2020
Start of term
17 January 2020
2nd Rent payment due
17-21 February 2020
Housing Inspections
3 April 2020
End of term
5 May 2020
Start of Assessment period
8 May 2020
3rd Rent payment due
18-22 May 2020
Housing Inspections
22 May 2020
End of academic year
For details of your Licence dates please check your room offer/Licence agreement or ask Housing. Licence dates will also be published on the wall planners that will be in all properties.
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Student Resident Guide to University Managed Housing (UMH)
OUR GUIDE TO COMMUNAL Student residentLIVING. guide to
UNIVERSITY MANAGED HOUSING* 2019/20
Coming to University can be a challenging and exciting venture but many students may find adjusting to a new more independent and communal way of living difficult. We provide accommodation to a diverse range of students from different countries, religions, race and for students with additional needs or disabilities and we expect all to be tolerant, understanding and flexible with flat mates that you may meet for the first time ever on move in day. We’ve come across many different types of housemate issues before and have provided some guidance below about how you can try to address them.
2. If this hasn’t worked, contact Student Housing Services. We will ask what you have tried and advise that we may look to visit the property to assess the situation ourselves.
3. We may look to arrange a meeting with individuals or as a group to discuss what can be done next.
As all residents are over 18 and so there is an expectation that these matters can be dealt with by residents. Student Housing will be able to help when all other options have been tried and you feel you aren’t getting anywhere with the issue.
Living communally means living with other people and for the majority of residents that means sharing facilities. Therefore learning to collectively organise certain tasks is encouraged and we strongly advise that you all make the effort to meet your housemates in the first few weeks and talk about ground rules regarding cleaning, noise and use of other belongings as examples.
Noise Noise can be a problem amongst people living so close together. Whether it’s someone who has their music up loud to the nocturnal amongst us. Residents are advised to not make excessive noise between the hours of 10.30pm and 7am, however, noise should always remain at a sensible level.
We don’t want anyone to feel uncomfortable about where they live and so if you do need further assistance in dealing with an issue, speak with Student Housing, the Residential Assistants, Wardens, Site Stewards or Student Services for further advice.
We expect residents to be able to talk to each other, so if your housemate is disturbing you, politely speak with them. If you find that this doesn’t work, you can contact the Site Stewards on 01962 827666.
Common causes of friction in student housing. Cleaning In a shared house, it is not uncommon for residents to have different views about what an acceptable level of cleanliness is. We would always recommend that you compromise with each other, but here is an idea of what to do if that isn’t working:
Noise can also cause issues to non-student residents as well. Make sure you aren’t slamming doors, playing loud music and keeping voices at a low volume. Be particularly mindful when leaving for and returning from a night out. Winchester City Council may become involved if a complaint is made against a property.
1. Talk to each other calmly and maturely. Arrange a meeting for when you’re all in and discuss what needs to happen. Perhaps you could draw up your own cleaning rota. Give this a couple of weeks and remember to feedback if you think someone is not pulling their weight. Always remember to deal with these situations calmly as you may find that confrontation causes others to ignore requests and communication to breakdown.
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Student Resident Guide to University Managed Housing (UMH)
MAINTENANCE Student resident guide to
Visitors Overnight visitors are not allowed Monday – Thursday or on a regular basis at weekends. Occasional visitors at weekends are permitted, and once here you are responsible for their behaviour and they are expected to comply with the Student Resident Regulations. You must not leave a guest unaccompanied in the accommodation or give them your key for access in your absence.
Reporting day to day repairs
We restrict visitors to try to maintain a positive living environment for fee paying residential students, so you are comfortable and confident in your safety and security within the accommodation, and are able to use the facilities without persistent restriction by those that do not live there.
This can be accessed through the Intranet via the Maintenance link. Remember to add as many details as possible, including which room, makes and models of items, a detailed description of the problem and contact details.
UNIVERSITY MANAGED HOUSING* 2019/20
Please do not invite people you do not know back to your accommodation! Residents should feel able to approach Student Housing, the Residential Assistants, Wardens and the Site Stewards if they have concerns relating to inter-tenant relations.
All maintenance issues must be reported via the Servicedesk link on the Intranet. This must be done as soon as they happen – if it is not you may be charged for damage caused by negligence.
Please remember that by having reported a maintenance issue, you have given permission for a member of Student Housing Services, the property owner or a contractor to attend. Make sure you have told your housemates that you have made a report. We will give notice where possible, especially if we require someone to be in at the property.
What is your responsibility? • Changing light bulbs • Testing and replacing batteries in Smoke Alarms • Testing and replacing batteries in Carbon Monoxide detectors • Unblocking toilets, sinks, baths, showers and external drains • Cleaning washing machine filters • Removal of lime-scale from bathrooms (especially shower heads) & kitchens • Defrosting freezers • Removal of condensation and mould growth • Clearing and cleaning of vacuum cleaner filters and parts If you need advice on any of these, please do ask!
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Student Resident Guide to University Managed Housing (UMH)
Maintenance Emergencies Student resident guide to If you feel that you have an ‘emergency’ in your property
What happens once you’ve reported an issue? The Off Campus Housing Team check the maintenance system throughout the day.
UNIVERSITY MANAGED HOUSING* 2019/20
1. The first thing we do is look to prioritise what has come in so we can action the most urgent repairs first, for example, a broken boiler would take preference over a broken drawer. 2. Check information, assess what action is needed & request more information from the resident if needed. Some things may be safe for you to fix yourself and we will advise of this where appropriate.
3. Contact the landlord or contractor to discuss repair. We use external contractors so they will not always be from the same company. 4. Contact resident to advise of repair and discuss access to the house. Some contractors require someone to be in at the property when they visit. 5. Follow up with residents to check contractor arrived and if further works are required. Residents are advised to contact Housing if the appointment has been missed or no repair made due to parts required. 6. Further follow ups made and report closed when the repair has been confirmed. Please check your emails regularly as we often use them for communication.
during office hours please call the housing office. If it is outside of office hours then ring the Site Steward on 01962 827666.
However, please check whether it truly is an emergency first or whether it can wait until the next working day. If you ring up to inform us that your heating and/or hot water are not working, we will endeavour to get an Engineer out to you but cannot guarantee availability. The earlier you call us, the more likely it is that we can request a same day appointment.
A maintenance emergency can include a large water leak an electrical fault or loss of hot water / heating – essentially something that needs immediate attention. Please be aware that where an issue cannot be repaired, temporary options may be sourced which could include an offer of alternative accommodation where necessary and available. If you find a leak, make sure you locate the stopcock to isolate the water supply until someone is able to attend. Please do not phone for minor maintenance or general enquiries out of office hours. Site Steward numbers 01962 827666/827667 Housing 01962 827533
Remember that it is extremely important that you report all maintenance issues promptly in order for us to process the issue. Additionally, if the problem is not solved by the first visit please inform us and further action will be taken. Once a contractor has been round, either pop in, call us or email us with a roundup of what they have said to you. If no one has been round within 1 week of the issue being raised, please let us know.
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Student Resident Guide to University Managed Housing (UMH)
it’s raining outside, then make sure that you leave Student residentoryour guide toand door closed. window open
Common Maintenance issues and what you can do.
UNIVERSITY MANAGED HOUSING* 2019/20
Here is a guide to some basic steps you can take within your house to help combat some common problems. If there is anything you are unsure of, please contact Student Housing Services.
Condensation and Mould We have included a more comprehensive guide to this in your house folder. A very common problem, and often misdiagnosed. Damp is a problem with the property structure, For Example. A missing tile or a broken pipe can cause a water build up. If you notice new stain marks on the walls then let us know. Condensation is caused by the way we live and when excessive moisture builds up in the atmosphere. This can then cause mould to grow in susceptible areas, For Example, in bathrooms, around windows and behind furniture. The moisture needs somewhere to go, so you need to ensure that you ventilate the room often, even in the winter. Make sure that there is a gap between furniture and a wall to let the air move between. Condensation is very common around windows, especially in winter, make sure you wipe these dry to prevent further problems. You may wish to purchase a small window sill dehumidifier/moisture catcher. If you do find that mould is beginning to form, treat it straight away as if you allow it to grow, it may damage the area and you may be charged for its re-decoration. Wipe the area down with a disinfectant (a branded mould and mildew remover is very effective) and ensure this is repeated regularly even if it seems the problem has ceased. Tips for avoiding condensation • When cooking, use the extractor fan at all times, clean or replace the filter if necessary. Use pan lids to prevent too much steam in the room.
• When using the bathroom, make sure that the air vents or the window are open. Also, try to use a bath mat to soak up the moisture. • We do not recommend that you dry your clothes in your rooms, however if you cannot use a tumble dryer
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• In your bedroom make sure blinds or curtains are opened to allow air to circulate. Keep windows open as much as possible when in the property. • Don’t overheat the house! As a guide, keep the thermostat between 18-20°c when needed.
• Don’t under heat the house! We know that energy costs are high and still rising, but don’t be put off using the heating at all as a cold house cannot dry out. Ensure that you have the heating set to come on for a few hours a day during the colder months to allow the whole property to warm up. Loss of Power If you suddenly find that your electrics have gone off, there are some things you can check before calling us: • Find the fuse box; have any fuses tripped? All fuses point in the same direction, but if one has blown it will flip another way. Fuses are usually marked to show what they relate to. • The most common things to trip fuses are blown bulbs. Turn all electrical items to off and switch the fuse back to ‘on’. Then check each item individually by switching it on and seeing if the power trips. If one item is causing a problem, stop using it. • Contact us if it was provided with the property. • Have any of your neighbours lost power too? • Check with them as it could be an external problem. • Call SSE on 0800 072 7282 to report the issue and to receive updates. There is little that Student Housing can do in this situation, you will have to be patient until the service has resumed. • Have you been receiving lots of letters from a utility company that you haven’t passed on to Student Housing? • If you have and are concerned the supply has been cut, please contact us.
Student Resident Guide to University Managed Housing (UMH)
unscrew the trap and remove the blockage. Then Student resident guide to sure it is watertight. re-screw the trap making
Appliance Care Please make sure that you keep all appliances clean and in good condition. If there are any problems with any items, then please ensure you let us know the make/model numbers to enable us to process the problem quickly.
UNIVERSITY MANAGED HOUSING* 2019/20
Washing Machine It is important that at least once a term you complete a ‘maintenance wash’ with your washing machine. This requires putting the full amount of detergent in a machine, setting the highest temperature and running a wash with no laundry in it. This should then keep the pipes and machine clear.
If you find that your machine is not draining properly, then there is probably something stuck in the filter. Before emptying the filter, put lots of old towels, tissues and newspapers on the floor around the machine. At the bottom of the machine there should be a panel which can be pulled away (it may need some force, but please be careful). There will then be a round screw cap which you will need to undo. Water will come out of this which is why you need something to soak it up. Pull out anything that may be blocking it and wait until the water has stopped running. Replace the screw cap and the panel (it may be worth doing a maintenance wash now). Fridges and Freezers Make sure that you do not overload your fridge freezer. Defrost the freezer once a term to avoid a build-up of ice. A good tip is to remove food from bulky packaging and to use sandwich bags instead. You can cut the cooking instructions from the packaging and keep them in a drawer for future reference. This should help save space. Sinks and toilets Be careful about what you let go down the plug holes and toilet bowl. Use a washing up bowl in the kitchen sink and throw any solid substances straight into the bin (do not force things down the plug!). If you find that your bath, shower or sink plug hole is not draining properly then you need to unblock this yourself. You can safely use an implement to get the blockages out, but you may also want to use a sink and plug hole un-blocker to do an effective job.
Make sure that you are only flushing toilet paper and human waste down the lavatory. Sanitary towels, tampons, face wipes, cotton buds and other similar products can easily block a toilet. Try unblocking the toilet yourself first using a plunger, a toilet un-blocker liquid or boiling hot water. If you can’t clear it, then contact us.
Please make sure that toilets are cleaned before an engineer arrives as they can refuse to complete the work if they feel the surrounds are unsanitary. Showers and kettles Winchester is a hard water area, which means that electrical items like kettles and showers are more susceptible to limescale than some other areas. Limescale can significantly affect the workings of those items. Kettles You’ll probably start to notice little white bits floating in your tea or chalky remnants in the bottom of your mug. To remedy this, you will need to use a descaling solution; you could purchase a brand product each time you need to de-scale the kettle, or you can pour vinegar into the kettle and leave to soak for a few hours. The best thing about this is that once finished, you can pour the vinegar back into the bottle and re-use it when you need to de-scale again - just don’t use it on your chips! Remember to pour out excess water or try to boil exactly what you need as leaving water in the kettle will encourage the limescale.
Some sink blockages may be caused by a build-up of debris in the sink trap (this is the U-bend in the pipe under the sink) In-order to unblock this you will need to turn off the taps. Place a bowl or bucket underneath,
* UMH 15
Guide to Housing 2019/20
Garden Student resident guide tois responsible for ensuring that the Usually the landlord
Shower Allowing your shower head to build up with limescale can have serious implications if you have an electric shower. A build-up of limescale in the shower head restricts the flow, meaning water cannot escape quickly enough through the shower and remains in the heater tank for longer than necessary.
UNIVERSITY MANAGED HOUSING* 2019/20
The water will then overheat and will cause the thermal switch to operate. You may notice that the water temperature fluctuates; this can mean it’s too late and works are needed to rectify it or replace the unit. This can be fairly costly, so to avoid these repairs, remember to de-scale your shower head regularly. You can use the same method as the kettle, by removing the shower head and soaking it in vinegar. Remember to check all the chalky bits are out of the head; you can use a pin to push through the holes if necessary. Vacuum Cleaners If your vacuum cleaner has stopped working, there are a few things you can check before you report it to us: • Does the bag need changing? If yes, please do this yourself. • Is the filter covered in dust? If yes, please clean this yourself. • Check the vacuum in various plug sockets to ensure that they aren’t the problem. • Check that the cable isn’t bunched up, but is spread out straight. • If the suction is poor, check that the main unit and the hose aren’t blocked. If they are, please do your best to unblock them. If you cannot find an instruction booklet for an appliance in the property, do have a look on the Internet as most guides can now be located online.
grass is cut and any bushes or plants are maintained.
Please contact us if no one has been round to do the garden for a while. It is your responsibility to ensure that the external areas are kept clean. Do not leave rubbish and items in the garden as it looks messy. Make sure you pick up your cigarette butts!
Please don’t leave furniture or cleaning equipment, from inside the property, outside as it can get damaged and may need replacing -residents may be charged for replacements.
Useful Information Rubbish and recycling All wheelie bins from private residences in Winchester are currently collected on Thursdays. If there is any change, you will be sent notification by the City Council. Collections alternate between rubbish and recycling so check with a neighbour as to which collection is due when you move in. As the collections are fortnightly for the different types, please make sure you work together to manage your rubbish and recycling effectively. Please don’t let it build up either inside or outside the house. There is a household waste collection site in Bar End if you find you have missed a collection and need to remove some items yourself. For more information about collections and waste, please visit http://www.winchester.gov.uk/waste-andrecycling/ You can also use their helpful recycling locator guide to find out where you can recycle certain items locally http://www.recyclenow.com/recycling-locator Car Parking Some properties will come with their own off-road parking space, or may have on-road parking which doesn’t require a parking permit. Please make sure that you are using those spaces responsible. Please don’t invite friends to come and use spaces around your property as this can have a negative effect on your neighbours if they are unable to park near their property. If you require a permit to park at your property, you will need to contact the City Council http://www.winchester.
* UMH 16
Student Resident Guide to University Managed Housing (UMH)
It is important to make sure that you take responsibility Student resident guide for your own safetyto when travelling around. It is a short
gov.uk/parking/residents-parking/winchester-residentpermit-parking-scheme/ .
UNIVERSITY MANAGED HOUSING* 2019/20
The University has cycle storage facilities located across campus. Maps of cycle facilities are available on the University Intranet. Cycle lockers are located by the Stripe and are free to use. To enquire about these lockers, please email environment@winchester.ac.uk. Residents of university managed houses are not eligible to apply to park on site at the University.
Registering with a GP You are strongly encouraged to register with a local GP Practice when you move to live at or near the University. You can choose to register with any of the three Practices in Winchester including the one on site. The Friarsgate Surgery (onsite) - Tel: 01962 871730 St Clements Surgery - Tel: 01962 852211 St Paul’s Surgery - Tel: 01962 853599 Smoking All accommodation areas are designated no smoking areas (including e-cigarettes) and the University is considered a smoke free site. Please pay attention to notices and only smoke in designated areas. Smokers must go outside and must make sure that their smoke is not blown or drawn into any University Building and does not inconvenience other people Please do not smoke out of your window. Posters/pictures We do understand that you may want to bring posters or pictures to make your room feel more homely, however these should not be fixed to walls. Pin boards are provided in most rooms or students can bring their own. Blu/white tack, Sellotape, hooks, nails etc should not be used on walls. We discourage this due to the possible redecoration costs that may be incurred by a resident if these are fixed to walls. Personal Safety Winchester constantly ranks very high as one of the safest cities in the UK, but it is still always useful to know how best to get around the city safely. All our properties are in walking distance of the university, city centre, large supermarkets and train station. There are bus routes nearby with regular buses in to town; you can plan your journey using this website: www.traveline.info
walk from your property to the University, but we would still advise that you travel by bus or taxi at night and make sure that you either travel with others or ensure people know where you are. Make sure you save some taxi numbers saved to your mobile when you get here.
The Student Union employs internal and external security staff for their events and strives to ensure that students remain safe in their venue and when they leave. If you are lost or unsure where you need to go, just ask them and they will be able to help. They also run a safety bus from their venue to properties in the local community on certain nights, so make sure you find out more about this during Welcome Week. Be aware of possible dangers and follow some of these tips to stay safe: • Don’t walk home alone late at night in the dark • Use the Student Union safety bus after their events to get home • Don’t advertise your phone or wallet in public
• If someone tries to grab a bag let it go – your safety is more important • Don’t leave your drink unattended in pubs or clubs • Lock accommodation doors when going out - even if it’s just to the kitchen! • Report faulty locks, window latches, fire safety equipment • DO NOT give your accommodation keys to anyone else • Don’t let anyone you don’t recognise into the accommodation without checking who they are, and who they are visiting Property Safety Please make sure the doors and windows of the house are kept locked when the property is unoccupied. It is strongly recommended that all students take out contents insurance for their belongings as the University does not provide this. The Student Union has information and links to insurance companies at http://www. winchesterstudents.co.uk/.
* UMH 17
Student Resident Guide to University Managed Housing (UMH)
would like to speak with us to gain some further Student resident guideof the toissue and what action can be taken. understanding
Drugs and Alcohol The possession or misuse of drugs (including cannabis) is not permitted in our accommodation. Any resident found to have brought an illegal substance into the accommodation and or be using an illegal substance, or any related paraphernalia, will be subject to the sanctions in place in the Student Resident Regulations, including Police involvement. The student may also be subject to the Student Disciplinary Regulations which can be viewed here named ‘Disciplinary Procedures for Students’: http://www.winchester.ac.uk/ Freedomofinformation/Publicdocuments/Pages/ Public-Documents.aspx
UNIVERSITY MANAGED HOUSING* 2019/20
Whatever your choices are in life it is not acceptable to engage or pressure others into taking any illegal substances. If you were to suspect or know of anyone taking illegal substances in the accommodation you should report this to Housing and the Site Stewards who will investigate the concern. Do not live with what is a negative behaviour as you have the right to live in safe and secure accommodation. We also strongly discourage psychoactive substances or ‘legal highs’ from being brought into the accommodation or being taken. As the news has shown within the last 2 years these psychoactive substances can kill. If we were to find a psychoactive substance that is considered illegal at the time of discovery we will deal with it as such. When it comes to alcohol be advised that most people tend to over estimate how much they can sensibly drink and how much others might be drinking. Don’t be tempted to ‘keep up’ with others to ‘fit in’ or ‘be like everyone else’ as the reality is you’ll end up drinking more than you may be able to manage, and they are more than likely drinking less than you think! Alcohol abuse is unhealthy and can have a negative impact on any environment. If after arriving you were concerned about your level of drug or alcohol use you can contact Student Services for help, advice and signposting to local services that could help. If you become worried about a house mate you could contact Student Services for support yourself as much as for your house mate. Data Protection We do understand that when issues occur in accommodation, parents/guardians/family members
* UMH 18
Family members may also wish to find out what the next Residence Fees payment is or need confirmation of your address.
The University is not able to disclose any personal information about students to any third party without having received permission in writing from the student. You can do this by emailing housing@winchester.ac.uk and clearly stating the contact details for those who may contact us. We would encourage you to share this information with anyone who may contact us on your behalf. Community relations – SSHH Silent Students Happy Homes. This is a campaign promoted by the Student Union and the University to encourage you to have fun but also to be aware of the noise you are making. Please be aware of the level of noise that you create in your house and when walking home from a night out.
Pause for thought next time you are wandering the streets after drinking, turning the music up on your stereo or inviting your mates round for a few. Try introducing yourselves to your neighbours and telling them if you are going to have a lot of friends round, try moving your stereo and TV away from adjacent walls and keep your voices down when coming home late. It is your responsibility to be considerate of your neighbours and remember that their way of living may be very different to yours. If you do not act responsibly and respond to any complaints, Environmental Health can be called and you may receive a large fine or have equipment seized or face eviction. If you are having problems with your neighbours, be they students or non-students, please do get in touch with us and we will help you. Hopefully you’ll receive a visit from the Council within the first few weeks of term; they try to visit as many student properties as possible to promote positive community relations as well as the support and services available to all residents in Winchester.
Student Resident Guide to University Managed Housing (UMH)
University Student/Landlord Forum Student resident guide to through Studentpad are part of All properties advertised
Where will we live next year? Once you have settled into your room and made your friendship groups you will probably want to start thinking about where you are going to live for the next academic year.
UNIVERSITY MANAGED HOUSING* 2019/20
Student Housing Services can offer you help and advice on this.
House hunting can seem like a daunting process. The Off Campus Team holds an advice day before Christmas to ensure you are equipped with the right information and tools to make an informed decision. Local landlords and other representatives will be on hand to advise you about house hunting. It is advised that you pop along and speak to an advisor to discuss all of your options. Student Housing start advertising local landlord properties and university managed houses in January. Dates for these events will be advertised on the Intranet, on Social Networking sites and in houses. Staying in the same property. In November/December, Student Housing will send an email to all residents asking them to let us know if they are interested in staying in the same house for another year. This isn’t guaranteed and we usually let residents know if it is a possibility in early January. If you haven’t received an ‘expression of interest’ email from us by the start of semester 2, do get in contact. If we don’t hear from you, we will assume that you will be seeking alternative accommodation. Finding another property. Student Housing open their online accommodation listings of University Managed and private landlord properties in January on a site called ‘Studentpad’. The majority of properties are advertised this month but the website is accessible throughout the year and some landlords choose to add their property on later meaning properties continue to be added throughout the Spring and Summer. The web address for Studentpad is: www.winchesterstudentpad.co.uk The date adverts go live will be advertised on the Intranet, on Social Networking sites and in properties.
the Student Landlord Forum. There are currently nearly 150 properties registered on our Student Landlord Forum. These properties are owned by private landlords who agree to certain requirements before we advertise their properties for them: • Their accommodation will meet Winchester Shared Housing Accreditation Scheme standards • They will use fair and legal contracts • They will allow Student Housing to act as an ‘honest broker’ in any landlord/tenant disputes
The Winchester Council Shared Housing Accreditation Scheme was set up to raise and maintain the standard of student accommodation in Winchester. The scheme takes into consideration gas and electrical safety, security, fire safety provision, furniture and furnishings, energy efficiency, amenities and facilities, property condition and landlord management. Further information can be found here: http://www. winchester.gov.uk/housing/private-housing/winchestershared-housing-accreditation-scheme Other ways to search for accommodation. Students advertising/looking for rooms. The University provides access to three online places to advertise a room/look for a room. • Housemates section on the Intranet • www.winchesterstudentpad.co.ukMessageboard • ‘Winchester student2student Noticeboard’ on Facebook We also have a noticeboard in the foyer of St Swithuns Lodge. Students can also access externally run websites, for more information on these please visit the Housing Office. Local letting agencies Some students find properties through local letting agencies. If you choose this route there will be administration fees to pay when you complete an application, which are usually non-refundable if you end up not taking the property. Make sure you understand what fees are payable and when.
* UMH 19
Student Resident Guide to University Managed Housing (UMH)
Keys Student resident • Allguide keys must beto returned to the Housing Office in St
If there is anything you are not sure about, come and chat to a Student Housing Advisor. You should ask if the property has been Accredited by the City Council and if not, asked to be ensured of the same standards that are covered in Accreditation.
UNIVERSITY MANAGED HOUSING* 2019/20
A good letting agency should be signed up to a regulatory body, for example ARLA, so make sure you ask if they are before proceeding.
Remember, once you have signed a tenancy agreement, it is unlikely you will be released from the agreement unless you can find a replacement to take over your contract. Student Housing has lots of helpful guides which are available on the Intranet and from our office in St Swithuns Lodge. These include guides to contracts, deposits, housing jargon and a handy house hunting check list. You can also utilise the vast information provided on these external sites: www.citizensadvice.org.uk england.shelter.org.uk www.gov.uk www.nus.org.uk/en/advice/housing-advice
Moving out of accommodation at the end of the year. What to do Cleaning • Towards the end of the tenancy you will receive a list detailing the state the house is expected to be left in. All areas of your house should be cleaned thoroughly. • All residents are responsible for the communal areas at the end of your Licence Agreement period. • If you choose to leave early and rely on those left to leave your communal area tidy, you do so at your own risk. • We would recommend you take photos of the property the day you leave and email us with any concerns you have.
* UMH 20
Swithuns Lodge or to Main Reception on the King Alfred Quarter and signed in.
• Please ensure that you clearly mark your key with your name, it would be better to return it in a clearly marked envelope. • Out of hours please call the Site Stewards on 01962 827666 and return your key to them.
• Failure to return your keys may result in a charge for non-return and possible lock change charges. • If you do forget to hand your key in, then you must send it back to the University in a secure jiffy bag and by recorded post to: Student Housing Services University of Winchester Winchester SO22 4NR Don’t forget to indicate who is sending it (but NOT which property it is for!) Post Please make sure that you have your post re-directed at the end of the licence period. You may need to get this set-up a month or so before you leave. This can be done at www.royalmail.co.uk. The housing office IS NOT able to forward mail to previous residents once they have moved out.
Charges If the property is not left in an acceptable condition, residents may be charged. This could be for uncleanliness, excess rubbish removal and damage repairs. Please note, failure to report a maintenance issue which has resulted in damage will be re-chargeable to residents. An example of this would be a dripping tap which is left and requires a replacement tap instead of a replacement washer.
Student Resident Guide to University Managed Housing (UMH)
Student resident guide to
UNIVERSITY MANAGED HOUSING* 2019/20
* UMH 21
THE STUDENT RESIDENTIAL LICENCE AGREEMENT AND STUDENT RESIDENCE REGULATIONS UNIVERSITY MANAGED HOUSES ISSUED 2019 Please read your Student Residential Licence Agreement and these regulations before signing the Agreement. This is a legally binding Agreement. In signing the Licence Agreement, you agree to abide fully by these regulations which includes paying for the full Period of Letting. If there is anything you do not understand or wish to discuss regarding the Licence Agreement, please contact Student Housing Services before signing the Agreement.
INTRODUCTION Specific details of the Accommodation being granted to you, the Period of Letting and the Residence Fees are given during the online room offer / acceptance process or on your paper offer letter (if you are not accepting your room online). Both are an integral part of this Licence Agreement. By signing this document, you enter into a legally binding Agreement under which you agree to be bound by these ‘Student Residence Regulations’ The language in this Agreement and the Regulations are necessarily of a legal nature. Wherever possible, “plain English” has been used. There are, however, some words or phrases in the Agreement and the Regulations which have a very particular meaning, and those are set out below. This document is available in large print upon request. CONTACT DETAILS STUDENT HOUSING 01962 827533 housing@winchester.ac.uk St Swithuns Lodge room 1 OUT OF HOURS Site Stewards: 01962 827666/827667
2
DEFINITIONS The following words or phrases have the following meanings in this Agreement and in the Regulations:
Accommodation
means the residential Student Accommodation as specified in the online room offer / acceptance process or paper offer letter (if the online process is not used) or any other residential Accommodation which the University may allocate to the Student during the Period of Letting.
Agreement
means these Student Residence Regulations and all details included in the online room offer / acceptance process (as summarised in the confirmation email provided at the end of the process) or on the paper offer letter (if the online process is not used).
Authorised Staff
means any persons who are employed by the University in any of the following capacities: Cleaners, Maintenance, Security, Housing (including Residential Assistants and Warden staff), Recruitment and Marketing staff and Student Services staff (see clause 2.33 of the Regulations).
The University
means The University of Winchester, Sparkford Road, Winchester SO22 4NR.
Residence Fee
means the licence charge payable as stated in the online room offer / acceptance process or paper offer letter (if the online process is not used), in respect of the Student's Residence in the Accommodation and which is payable by the Student to the University during the Period of Letting. The Residence fee is payable in advance, either in full on the 11th October 2019 or by three equal instalments on the on 11th October 2019, 17th January 2020 and 8th May 2020. Fees are detailed in the room offer of Accommodation and (for first years) on our website at: https://www.winchester.ac.uk/accommodation-and-winchester-life/accommodation/costs/
Summer Retainer Fee
means the licence charge, equal to half the Residence Fee for four weeks, payable by the Student (if allocated to a 52 week contract) to the University for the period (1st July 2019-29th July 2019). The amount is indicated on the paper licence agreement. The Student is not allowed to reside in the accommodation during this period.
Period of Letting
means the period granted by this Agreement starting and ending on the dates stated in the online room offer / acceptance process or paper offer letter (if the online process is not used).
3
Regulations
means the Student Residence Regulations issued by the University on and amended from time to time.
Student/Resident
means the person who has been offered the Accommodation through the online room offer / acceptance process or paper offer letter (if the online process is not used) who is a student who has been accepted for a course of study at the University and who has been offered and has accepted Accommodation by the University. This includes any carers/support staff, employed by the Student and granted permission by the University to reside in or regularly access the Accommodation.
Term
means an academic term of the University, the dates of which will be published from time to time.
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1.0 GENERAL General Definitions and Interpretations
1.1
The Student Residential Licence Agreement is the contract between the University of Winchester and the Student relating to the Accommodation and comprising the online room offer/acceptance process or paper offer letter (“Licence Agreement”) and these Student Residence Regulations (“Regulations”)
Grant of Residence
1.3
Together referred to as the “Agreement” Words and phrases used in these Regulations shall, if defined in Clause 1 of the Licence Agreement have the same meaning in these Regulations as in the Agreement. The University grants the Student the right to reside in the Accommodation for the Period of Letting (specified on the Licence Agreement). The Period of Letting will not necessarily start and finish on the same dates as the University’s academic year.
University rules and regulations
1.4
The Student must comply in all respects with:
1.2
1.4.1 1.4.2
The Terms and Conditions in this Agreement ‘Disciplinary Procedures for Students’ and the ‘Regulations for payment of University Fees’ and the ‘Conduct Policy for Students’ which are available to review on the University website: https://www.winchester.ac.uk/about-us/leadership-and-governance/policies-and-procedures/
1.4.3
Any proper and reasonable requests from University staff including authorised contract workers that work within or manage the Accommodation PLEASE NOTE: Any breach of any of these rules and regulations could result in the termination or suspension of this Agreement. In the event of any discrepancy or contradiction between these Regulations and the University Regulations, the University Regulations shall prevail and take precedence.
Periods not covered by the Period of Letting
1.5
There is no right to reside in the Accommodation outside the defined Period of Letting. Where the Period of Letting includes a Retainer Period, there is no right to reside during the Retainer Period and belongings cannot be kept in the Accommodation without prior written consent from the Housing Manager (off campus), Student Housing Services Manager or Head of Housing & Security. 5
Staff responsible for management of the Accommodation
1.6
The overall responsibility for the management of the University Managed Housing rests with the Director of Estates and Facilities Services. The day-to-day management of the Accommodation is delegated to the Head of Housing and Security, with operational control vested in the Student Housing Services Manager and the Housing Managers (Off and On Campus).They are assisted by Housing Advisors, the Allocations and Systems Officer, Receptionist, Residential Assistants and Wardens.
Moving in without signing the Agreement
1.7
If the Student moves into the Accommodation without having signed the Licence Agreement, they will be deemed as having accepted this Agreement by their actions.
Variations
1.8
No variation of this Agreement will be valid unless it has been confirmed in writing by either the Student Housing Services Manager, Head of Housing and Security or Director of Estates and Facilities Services.
Governing law
1.9
This Agreement is governed by English Law, which for international students may be different from what they are used to, and any legal proceedings brought by either the Student or the University under the terms of this Agreement will be heard by the courts in England.
Accreditation
1.10
All University Managed Accommodation meets the required standards stipulated under the Winchester City Council Shared Housing Accreditation Scheme. Details of the scheme can be viewed by visiting www.winchester.gov.uk.
Service of Notices
1.11
Any Notice that the University serves on the Student under this Agreement will be made in writing and will be delivered by hand, email, first class post, or special or recorded delivery and sent to them at: 1.11.1
The Accommodation and/or;
1.11.2
Their University email account and/or;
1.11.3
The address they provide to us in the UMH application form, or such other address that they have notified us of.
6
Guarantees of Accommodation
1.12
Any guarantee given by the University to allocate Accommodation to the Student shall cease to have effect if this Agreement is terminated for any reason in accordance with its terms.
Complaints
1.13
Any complaints regarding the Accommodation will be covered by the Housing internal complaint process in-conjunction with the University Complaints Policy, available to view on request or on the University main webpage at: https://www.winchester.ac.uk/about-us/leadership-and-governance/policies-and-procedures/ The University complies with national requirements to provide an external review of complaints, which is covered under the ‘University Complaints Policy’. The University will not consider complaints received later than 20 working days of the incident; or if appropriate, later than 10 working days after a failure to resolve the complaint at the Informal Stage, whichever is the latter. More information is referenced in the University ‘Complaint Handling’ Policy.
Loss or Damage
1.14
1.14.1
Subject to the provisions of the Occupiers Liability Act 1984 and the Defective Premises Act 1972 we shall not in any circumstances incur any liability in respect of loss or damage to any person or the Accommodation or otherwise, unless the loss or damage was caused by our negligence. The University has the right to carry out any alterations or building works at the Accommodation or on our adjoining or neighbouring accommodation without liability for disturbance where we have used reasonable endeavours to carry out works at times likely to minimise disturbance for as short a period as reasonably practicable (save in case of emergency).
2.0 STUDENT’S RESPONSIBILITIES – The Student Agrees to: University Rules & Regulations
The Student will comply in all respects with the following:
2.1 2.1.1
the Terms and Conditions in this Agreement; and
2.1.2
the ‘Disciplinary Procedures for Students’ which are available for review on the University website: https://www.winchester.ac.uk/about-us/leadership-and-governance/policies-and-procedures/
2.1.3
any proper and reasonable requests from University staff including authorised contract workers that work within or manage the Accommodation 7
Licence Charges & Methods of Payment
PLEASE NOTE: Any breach of any of these Rules and Regulations could result in the termination or suspension of this Agreement. In the event of any discrepancy or contradiction between these Regulations and the University Student Disciplinary Regulations, the University Student Disciplinary Regulations shall prevail and take precedence. The Licence Charges which include the Residence Fees and (where applicable) the Summer Retainer Fee are determined annually and are described in the Licence Agreement.
2.2
2.2.1
2.2.2
There are two methods of payment: Pay in full before 11th October 2019 and receive a discount of £100 on the bill. (The discount only applies to those students paying for and using a full year’s Accommodation. Please note, if the Student leaves the Accommodation early the discount will be reclaimed and where there are multiple Residents in a room, the discount is per room and pro-rata. By three instalments by Recurring Card Payment only on the 11th October 2019, 17th January 2020 and 8th May 2020 to coincide with student loan payments. You will need to register your card on University’s payment portal to pay in instalments: https://payments.winchester.ac.uk/payments No other instalment plans are possible.
Concession if loan is delayed
2.3
Late payment
2.4
PLEASE NOTE: The full year’s cost of accommodation is split in to 3 equal instalments to coincide with payment dates of maintenance loans from Student Finance to help with your budgeting. An individual instalment payment does not cover your stay in accommodation until the next instalment date. Therefore, if you leave accommodation before the next payment date there may be a balance due to pay. For students whose first instalment of their student loan is delayed beyond the dates above, the University will permit them to pay their Residence Fees within 10 days of receipt of their loan. Students must notify the Finance Office if their loan is delayed otherwise this arrangement will not apply and the Student will be deemed to be late in making payment and clause 2.4 will apply. Failure to pay by the stipulated dates will incur a late payment administrative charge of £50. The nonpayment of fees procedure will apply as set out in Schedule 1. (Please also see Clause 8) PLEASE NOTE: Students in particularly difficult financial circumstances should contact the Finance Department before the date on which their Licence charges are due. In cases of financial hardship it is the responsibility of the Student to inform the Finance Department before the payment due date. The 8
Outstanding debts
Liability for Licence Charges for entire Period of Letting and exceptions
Finance Department is not obliged to make enquiries where no representations have been made. Students in financial hardship should seek advice from Student Services. IMPORTANT -PLEASE READ Late or non-payment of Licence charges for your Accommodation may result in the University taking action to terminate the Agreement as per clause 8.1 of the Agreement (Termination for serious Breach, Failure to Pay Licence charges). Late or non-payment of Licence charges may also affect any future application to reside in University Accommodation (owned or managed). If you are experiencing difficulty in making payment, please contact the Finance Office as soon as possible so they can work through your difficulties with you. The University has Regulations for the Payment of University Fees which you should read through, they can be found at: https://www.winchester.ac.uk/aboutus/leadership-and-governance/policies-and-procedures
2.5
You can also contact Student Services who may be able to assist you further; StudentsandMoney@winchester.ac.uk; Student.Advice@winchester.ac.uk The Agreement is for the duration of the Period of Letting. The Licence Charges which include the Residence Fees and, where applicable, the Summer Retainer Fee, is payable by the Student for the whole of the Period of Letting and no refund or reduction of them will be made upon termination of the Agreement for any reason, before the end of the Period of Letting, except as indicated at 2.6.1 and 2.6.2 below:
2.6
2.6.1
2.6.2
Where the Student ceases to be a student at the University, in which event the University may exceptionally and at its absolute discretion, refund all or part of the Licence Charges which include the Residence Fees and (where applicable) the Summer Retainer Fee, being a proportion commensurate with the length of time remaining in the Period of Letting, subject to 28 days’ notice (the Student can shorten this notice period to 14 days at the time of form submission) or; Where the Student continues to be a student at the University and a suitable replacement can be found for the vacated room. The refund in these circumstances will be equal to the amount for which the replacement student becomes liable. For students residing in Single Sex accommodation, please refer to Clause 2.39. 9
2.6.3
Absence during Period of Letting
2.7
VAT
2.8
Council Tax
2.9
2.9.1 2.9.2 Internet
Utilities (gas, electric, water, oil)
2.10
2.11 2.11.1 2.11.2 2.11.3
An administrative charge of £25 may be levied if the Agreement is terminated for any reason (other than where the University is in breach of the Agreement) in respect of the University’s administrative costs in dealing with the termination. No refund will be made in respect of absence from the Accommodation at any time during the Period of Letting, and students are not permitted to sublet.
At the date of this Agreement, the Licence Charges which include the Residence Fees and (where applicable) the Summer Retainer Fee for students is exempt from VAT but The University reserves the right to charge VAT if it becomes payable during the Period of Letting, for instance, if the Student ceases to receive a supply of education from the University or if there is a change in the law. At the date of this Agreement, properties occupied solely by fulltime students can be exempted from council tax. The Student will comply with Schedule 2 in order to exempt the Accommodation or building containing the Accommodation from Council Tax. If Council Tax becomes due as a result of the Student becoming part time, the Student will reimburse the University for any tax paid by the University on the Student’s behalf. If Council Tax becomes due as a result of the Student not complying with Schedule 2, the Student will reimburse the University for any tax paid by the University on the Student’s behalf. If an internet connection has been provided, the Student will be jointly responsible, along with other residents in the Accommodation, to ensure appropriate use of the internet. Outgoing phone calls will be barred on the phone line. If students would like to receive incoming calls, this then becomes the student’s responsibility. PLEASE NOTE: The University reserves the right to make a charge for excessive use if the Student exceeds the download limit. If it is not possible to identify one individual responsible for exceeding the download limit, any charge will be split between all Residents in the Accommodation. The Student will be jointly responsible along with other Residents in the Accommodation to ensure reasonable use of the utilities supplied to the property. The Student is responsible for ensuring that timers are set on boilers in accordance with prevailing weather conditions. The Student is responsible for ensuring that all electrical equipment is switched off when not in use. The Student is responsible for ensuring that all plumbing equipment is switched off when not in use; this may include, but is not limited to taps and showers. 10
2.11.4
Moving in & Inventory
The University reserves the right to make a charge for excessive use if the student uses more than £9 a week in gas, electricity and water combined. PLEASE NOTE: If it is not possible to identify one individual responsible for exceeding the utility reasonable use, any charge will be split between all Residents in the Accommodation. An inventory of condition and contents will be supplied to the Student on arrival to the Accommodation. The Student should check the inventory and mark any discrepancies. The checked inventory must be taken to the Housing Office within one week of arrival.
2.12
PLEASE NOTE: the inventory is a record of condition and contents of the Accommodation, NOT a maintenance reporting tool. Anything noted on this that is a Maintenance issue will not be deemed to be reported, Maintenance issues must be reported separately through the procedure detailed in clause 2.32. This is an important part of the Licence Agreement as it helps to ensure charges for damage (carpet stains for e.g.) not caused by the Student aren’t charged to the Student after vacation of the Accommodation. Damage/debt
2.13
2.13.1
The Student will reimburse the University on demand the reasonable costs incurred by the University in repairing or replacing any damage, breakages or loss to room, building or contents where caused by the Student or their invited or uninvited visitors for the duration of the Licence Agreement.. This includes damage, breakages or loss to any University Accommodation, either on or off campus. The student will reimburse the University on demand the reasonable costs incurred by the University in disposal of or recycling any item damaged or broken by the student. The non-payment of fees procedure will apply as set out in Schedule 1 (please also see Clause 8) in the case of non-payment.
Post arrangements
2.14
The Student should make arrangements to have post forwarded when they move out of the Accommodation. The University is not able to forward post delivered after the end of the Period of Letting. Post will be returned to sender where possible. Any post for previous residents of your Accommodation should be labelled ‘return to sender’ and posted back in the post box. PLEASE NOTE: Students must not arrange for post to be delivered to the Accommodation before the occupation start date. Post collected between Licences will either be disposed of or returned to sender. 11
RESPECT FOR OTHERS In the interests of the wellbeing of other residents of University Managed Housing, University staff, visitors and neighbours, the Student will follow Clauses 2.14-2.18, listed below. Noise 2.14 The Student will refrain from excessive noise at any time.
Consideration for neighbours
2.15
Outdoor activities Drones
2.16
Parties
2.17
Anti-social behaviour
2.18
2.16.1
2.18.1
The Student must remember that what they deem to be excessive may vary from their neighbours’ beliefs. Reasons for this may include neighbours who have young children, elderly neighbours and neighbours who work throughout the night and therefore sleep during daylight hours. The Student will have consideration for their neighbours and be aware that although they are away from the University campus, their behaviour still has consequences that can affect the University’s reputation in the community. This includes keeping the external areas of the Accommodation in a clean and tidy condition and free from excess refuse and recycling. Bins should be returned to the bin storage area on the day they have been emptied. The Student will refrain from noisy outdoor activities. The Student is not permitted to use drones or any similar mobile image or video capturing device without the prior consent of the Housing Manager or Security Manager. The Student will not hold, permit, or participate in any party in the Accommodation, or in the building containing the Accommodation, or the grounds at any time. The Student will refrain from any behaviour which may endanger the safety of or be construed or perceived as harassment, nuisance, annoyance or antisocial behaviour to any other residents of University Managed Housing, University staff or its agents or contractors or any neighbouring properties or services, by whatever means but in particular by reason of or reference to any other person’s gender, race, colour, nationality, religion, disability or sexuality. Methods of exhibiting such behaviours, which may include but are not limited to, verbal, physical either to person or belongings or via online activity may be considered a breach of this clause. This is in accordance with the ‘Conduct Policy for Students’ which can be found on the University website at: www.winchester.ac.uk/about-us/leadership-and-governance/policies-and-procedures The Student will not put up posters or other pictorial representations (including videos) which depict explicitly matters of a violent or sexual nature which may cause offence to other residents, members of the University or legitimate visitors to the Accommodation and its shared facilities. Accordingly, the Student must refrain from displaying such material in the Accommodation and shared facilities. In the 12
event of any dispute or doubt as to whether any material offends this clause, it will be resolved by a member of Housing Services staff, whose decision will be final. This is in accordance with the ‘Conduct Policy for Students’ which can be found on the University website, under Freedom of Information and Public Documents. 2.18.2
The Student will not remove property from neighbours that does not belong to the Student and bring it into the Accommodation (which could include, but is not limited to; removing building site equipment from sites or road sides, wheelchairs from the hospital, or shopping trolleys from Supermarkets). This will be considered a breach of this clause in addition to being a nuisance to our neighbours and also theft. PLEASE NOTE: In addition to any action taken by the Police and under the University Student Disciplinary Regulations, action may be taken under the terms of this clause.
RESPECT FOR THE LIVING ENVIRONMENT In the interests of safety and security and the wellbeing of other residents of University Managed Housing, the Student will follow Clauses 2.19-2.33 below.
Condition of the Accommodation Loss / damage
2.19
Alterations
2.20
Changing décor
2.21
Notices
2.22
The Student will not cause damage to or loss of any property from the Accommodation. This includes damage, breakages or loss to property within any University Accommodation, either on or off campus. The Student will be responsible for any loss of or damage to any property in the Accommodation (whether caused wilfully or through negligence) for the duration of the Licence Agreement. The Student shall (unless the Student is shown to be solely responsible for any loss or damage) be jointly responsible for loss of or damage to property in areas used in common with other residents. The cost of any damage or loss will be charged to the Student. The non-payment of fees procedure will apply as set out in Schedule 1 (please also see Clause 8) in the case of non-payment. The Student will not make any alteration or addition to the Accommodation or any other parts of the building within which the Accommodation is located, or the grounds, nor cause any damage therein. The Student will not affix, without the written consent of the University, any aerial, cupboard, bookcase, shelf, picture or other fixture to the walls or woodwork of the Accommodation, and not carry out any redecoration of the Accommodation. The Student will not display or permit to be displayed on or in the Accommodation any advertisement, notice, bill or nameplate without first seeking permission from the Housing Manager (off campus).
13
Blu-tack/White tack/tape/
Cleanliness
PLEASE NOTE: permission will not be granted to display any permanent advertisement, notice, bill or nameplate or anything that depicts explicitly matters of a violent or sexual nature that may cause offence to other residents of the Accommodation or legitimate visitors to the Accommodation and its shared facilities. This is in accordance with the ‘Conduct Policy for Students’ which can be found on the University website at: www.winchester.ac.uk/about-us/leadership-and-governance/policies-and-procedures The Student will not affix drawing pins, staples, sticky tape, Blu-Tack, White-Tack or other similar substances or adhesives to the walls, ceilings, windows or doors of the Accommodation, but use notice boards provided.
2.23
2.24
2.24.1
2.24.2 2.24.3
House Inspection charges
2.25
PLEASE NOTE: Breach of this Clause resulting in damage to the paintwork will make the Student liable for the cost of redecoration and an administrative charge (see Schedule 3). The Student will keep the Accommodation, furniture, furnishings, fixtures, fittings, decorations, shared facilities and garden (if applicable) clean, tidy and in good condition for the duration of the Licence Agreement. The Student will ensure that kitchen equipment, including cooking utensils, crockery and cutlery, is washed and stored immediately after use. Spillages in fridges and on cookers must be cleaned. Fridges and freezers must regularly be defrosted. The Student will make efforts to recycle as much waste as practical and ensure the recycling bin is put out for collection on the appropriate day according to council collection dates. The Student will be responsible for the removal of personal and kitchen waste rubbish to exterior bins on a daily basis. Rubbish bins should be put out for collection on the appropriate day according to council collection dates. If there is too much rubbish to fit in the exterior bin, the Student will take the excess to the Household Waste Recycling Centre located on Bar End Road. The Student may be charged for removal of rubbish if it is deemed a health and safety hazard by the Housing Manager (off campus). See Schedule 3. University Managed Houses will be inspected periodically on dates indicated on the wall planner. If at any time the Accommodation is found, in the reasonable opinion of the University, to be in such an unclean condition as to cause a breach of these Regulations, the University may employ cleaners to remedy the breach, the costs of which will be met (in the case of the Accommodation) by the Student or (in the case of shared facilities) in equal shares by the Student and the other residents sharing use of 14
those shared facilities. Charges for additional cleaning may be levied at the end of the Period of Letting if areas are left in an unsatisfactory condition. See Schedule 3. PLEASE NOTE: The Student has the right to appeal any action taken for breach of this regulation as per clause 5.7. Overflow Blockages
2.26 2.27
Removal of property
2.28
Bringing items into Accommodation Furniture and furnishings
2.29
Flammable items (candles etc.)
Pressurised gas canisters/fuel containers/fireworks
2.29.1
2.29.2
2.29.3
2.29.4
The Student will not allow baths, basins, sinks or storage systems to overflow. The Student will keep all internal and external gulleys, waste pipes and drains free from blockages. This includes keeping shower drains clean of material build-up such as hair. The Student will not remove from the Accommodation any furnishings, fixtures or other property belonging to the landlord or University. The Student will not bring in or cause to be associated with or allow to be brought into the Accommodation: The Student will not bring any furniture or furnishings (including curtains) into the Accommodation without prior permission from the Housing Manager (Off Campus). Any rearrangement of the furniture or furnishings must not cause a health and safety hazard. At the end of each term, the Student must return the furniture and furnishings in the Accommodation to the position they were in at the commencement of the Agreement. The Student will not light within the Accommodation any candles, joss sticks, oil burners or other known flammable items. PLEASE NOTE: This includes candles on cakes or in pumpkins and any other lantern arrangement. Not bring in, allow to be brought in, use or cause to be associated with any fireworks, fuel containers and pressurised gas storage containers for example; Nitrous oxide gas canisters within University Managed Accommodation, any University building and on University grounds PLEASE NOTE: Deodorant canisters are acceptable however if misused will be considered a breach of this Agreement. The University reserves the right to remove any such items found in the Accommodation. Items may be stored by the University Security Manager until the end of the Period of Letting or handed over to the police in the case of illegal items or drugs, or disposed of if deemed appropriate to do so by the Housing Managers. 15
Pets
2.30 2.30.1
2.30.2 Illegal Activity
Drugs
2.31
2.31.1
2.31.2
2.31.3
The Student will not keep, nor give access to, any animals (pets, including fish) in the Accommodation or elsewhere in the building in which the Accommodation is situated, or in the garden. If found, any animal will normally be removed by authorised staff to an area designated by Student Housing Services. The Student will be required to make arrangements to rehome the animal within a reasonable amount of time, as specified by Student Housing Services. The amount of time given will depend on various factors including the type of animal, its health and any potential risk it may pose to other occupiers of the Accommodation, the Accommodation itself or University staff. If the Student does not make the appropriate arrangements within the timescales given, the University may make arrangements to rehome the animal. The Student will reimburse the University for any reasonable cost incurred by the University in caring for or re-homing any animal found in the Accommodation. The Student will not conduct any activity considered to be illegal within or surrounding any areas of the Accommodation, and will be subject to appropriate sanctions in Law, under these Regulations and the Disciplinary Procedure for Students should they be found to do so. PLEASE NOTE: Please be advised that the University will liaise with the Police as appropriate under this clause. The Student will not bring in, allow to be brought in, use or cause to be associated with any illegal drugs or other substances within University Managed Accommodation, any University building and on University grounds. The Student will be subject to the Misuse of Drugs Act 1971, Drugs Act 2005, the Student Disciplinary Regulations and any other relevant or subsequent legislation under this clause The student may also be subject the relevant and appropriate Acts in law (Drugs Act 2005 for example) and the Student Disciplinary Regulations which can be viewed here named ‘Disciplinary Procedures for Students’: www.winchester.ac.uk/about-us/leadership-and-governance/policies-and-procedures The Student will not bring in, allow to be brought in, use or cause to be associated with equipment or paraphernalia deemed to be associated with or that could be used for the manufacture, import or export or use of illegal drugs or other illegal substances including cannabis within University Managed Accommodation, any University building and on University grounds. The Student will not bring in, allow to be brought in, use or cause to be associated with any prescription substances without a valid prescription, or any equipment or paraphernalia that could be used for the manufacture, import or export or use of prescription substances within University Managed Accommodation, any University building and on University grounds
16
Firearms, weapons etc
2.31.4
Psychoactive substances (legal highs) or paraphernalia are strongly discouraged within the Accommodation, and if found to be considered illegal at the time of discovery will be dealt with as per clause 2.31.
2.31.5
The Student will not bring in, allow to be brought in, use or cause to be associated with any equipment or paraphernalia that could be used for the manufacture, import or export of psychoactive substances (legal highs), or be found in possession with the intent to supply, import or export a Psychoactive substances within University Managed Accommodation, any University building and on University grounds. The Student will subject to the Psychoactive substances Act 2016 under this clause
2.31.6
Please Note: If any member of authorised staff has reasonable suspicion to suspect that the Student may be in breach of this clause, the Site Stewards are authorised personnel to undertake searches within the Accommodation. Students would normally be present or be contacted to have given consent for the search to occur where the Student prefers not to give consent the Police may be called to undertake this. Please be advised that the University will liaise with the Police as appropriate under this clause. The Student will not bring in or use or cause to be associated with or allow to be brought into the Accommodation any firearms (including airguns) shotguns, replicas, live or used ammunition of any kind, offensive weapons or any other dangerous items including knives, swords and axes. This includes all items used in re-enactment of weaponry which may be airsoft guns of any types or manufactured paintballing guns. Please Note: This regulation applies to every Student Resident even if the Resident is a member of a Student Union society and organising or participating in activities including any of the items stated above.
Reporting damage/ maintenance issues
2.32
The Student must promptly all disrepair, damage, maintenance, defect or infestation affecting the Accommodation, building or contents (including broken windows) to the University by; Go to the University of Winchester Intranet homepage At the top of the page click on ‘Servicedesk’ The Student should be logged in automatically and given option tiles directing you to what to do The Student should click on the ‘Log a Maintenance request’ tile then ‘UMH maintenance request’ and complete the form If the Student incorrectly places a job or they don’t cover what’s requested they will reply via this system or email advising you accordingly. 17
2.32.1 2.32.2
The Student will reimburse the University for any damage or loss caused as a result of any delay in reporting disrepair, damage, maintenance or defect. Any emergency issues or critical failures that arise out of normal working hours (Monday – Thursday, 0900 to 1700 and Friday 0900 to 1630) will be reported by the Student to the Site Stewards, who hold the relevant maintenance contact details. PLEASE NOTE: The University will not be held liable for damage to personal belongings that occur due to the Student either delaying or failing to report disrepair, damage, maintenance, defect or infestation. The Student will use the described method of reporting Maintenance issues as by doing so they give permission for an appropriate member/s of Authorised staff to enter the Accommodation to attend to the issue (clause 2.33 also refers), the Student will also be directly corresponded with about the timescale assigned to the issue and when it is considered to be complete.
Access to the Accommodation
The University reserves the right for its Authorised staff to enter the communal parts of the accommodation (Hallways, kitchens, bathrooms) at any time where reasonable and necessary, for all purposes, including but not limited to;
2.33
2.33.1
Undertaking routine visits as per their job role (Housing Staff, Residential Assistants, Wardens, Security), which may include inspections and the investigation of potential breaches of these Regulations.
2.33.2
Undertaking routine and emergency inspections and repairs (Landlords and/or their nominated contractors) PLEASE NOTE: The Student must be aware that by having reported a maintenance issue, they have given permission for an appropriate member of Authorised staff, or a contractor, to attend and enter the Accommodation to investigate and or rectify the fault, without the Student being present at the time/s of attendance. The Student must also be aware that if they request Authorised staff (only staff permitted) to place maintenance reports on the Students’ behalf, they have given permission for an appropriate member of Authorised staff, or a contractor, to attend and enter the Accommodation to investigate and or rectify the fault, without the student being present at the time/s of attendance 18
2.33.3
Undertaking checks in relation to the welfare of students (Housing Staff, Residential Assistants, Wardens, Security, Student Services)
2.33.4
Undertaking visits to accommodation in line with the University’s Student Recruitment activity (Recruitment and Marketing staff) Notice will be given where the visit is required to the Student’s study bedroom, where the requirement is outside the provisions of clauses 2.33.1, 2.33.2, 2.33.3 PLEASE NOTE: The Student should ensure the Accommodation is safe for access at all times in accordance with clause 2.41.1. Authorised staff will always carry with them identification badges bearing a photograph. A list of authorised staff is available on the Student Housing section of the Intranet. The Accommodation will always be left secure after access by any Authorised staff member, including the locking of a study bedroom if it was found to be unlocked on attendance. In this instance if the Student became locked out the Site Stewards could be called for access The Emergency Services (Police, Fire and Ambulance) have the right to enter the Accommodation if responding to an emergency call or if invited or authorised to enter the Accommodation by any Authorised Staff or other residents.
2.33.5
Access to Accommodation by Emergency Services
Smoke Free environment
2.34
2.35 2.35.1
2.35.2
PLEASE NOTE: If the Student requests the attendance of an Emergency Service, the Student must make the Site Stewards aware of this by calling 01962 827666. The Student will not smoke in any part of the Accommodation, on balconies or immediately adjacent to the Accommodation. E-cigarettes pose a serious fire hazard and are subject to the following restrictions if brought into the Accommodation: • any equipment associated with these should be marked with a ‘CE mark’ to show that it’s been tested to an approved standard • they must not be left alone whilst being recharged Students and their visitors are permitted to smoke outside of residential buildings subject to the following restrictions:• •
Smokers must ensure that smoke is not blown or drawn into any property and does not inconvenience other people Smoking on balconies forming part of the Accommodation is specifically prohibited
19
PLEASE NOTE: University staff, landlords and their nominated contractors work in the Accommodation and have a right to work in a smoke-free environment. Anyone found smoking in the Accommodation could be liable to a fixed penalty fine and possible criminal prosecution in accordance with the ‘Smoke free (Premises and Enforcement) Regulations 2006’’.The University Smoke Free Policy can be found on the University Intranet.
USE OF THE ACCOMMODATION The Agreement permits the Student and none other to occupy the Accommodation for the Period of Letting. Subletting 2.36 The Student is not permitted to sublet the Accommodation at any time. Cohabitation 2.37 The Student is not permitted to allow anyone to cohabit with them in the Accommodation at any time. Visitors/Overnight 2.38 The Student will be held responsible at all times for the conduct of any visitors they invite into the visitors Accommodation. This includes being invoiced for any administrative charges (as referred to in these Regulations) or damages arising due to the conduct or actions of such visitors. 2.38.1 The Student may occasionally accommodate an overnight visitor in the Accommodation at weekends (Friday, Saturday and Sunday nights only). 2.38.2
2.38.3 2.38.4 2.38.5
Visitors to the Accommodation during the week (Monday-Thursday) will be considered an overnight guest if they are found in the Accommodation past 23:00 and as such the Student may be held in breach of clause 2.37.1 The University reserves the right to prohibit visitors to any University Managed House at any time. Overnight visitors under the age of 16 are not permitted at any time. The Student may not accommodate an overnight visitor aged 16 or 17 without first obtaining written permission from the Housing Managers Student Housing Services Manager, Head of Housing & Security or Director of Estates & Facilities Services. If permitted, the visitor will be signed in by the student at the Site Steward Office for weekend visits only (Friday, Saturday, and Sunday nights). The Student will not allow any visitor under the age of 18 to visit any licensed premises. PLEASE NOTE: Visitors are restricted as outlined within this clause so to try to maintain a positive living environment for our fee paying residential students, so they are comfortable and confident in their safety and security within the Accommodation, and are able to use the facilities without persistent restriction by those who do not live in the Accommodation. 20
Visitors in Single Sex accommodation
2.39 2.39.1 2.39.2
Business use
2.40
Changing Accommodation
2.41
In order to preserve the comfort of all Students residing within accommodation which has been designated ‘single sex’; The Student will not be permitted to have visitors of the opposite sex in the accommodation between 10pm-10am The Student will not be permitted to transfer their licence agreement to a student of the opposite sex PLEASE NOTE: As per Clause 2.33, Authorised Staff (male and female) will access the accommodation in order to undertake their job role. The Student must not carry out any profession, trade or business from the Accommodation or shared facilities. In exceptional circumstances, and at the discretion and with the agreement of the Student Housing Services Manager or Housing Managers, the Student may, at the Student’s request, change accommodation to other University managed Accommodation off campus during the Period of Letting. In such a case the Student may be required to sign a further agreement with the University and pay an administrative charge of £40 in respect of the administrative costs of the University. This includes moves to other rooms in the same Accommodation. PLEASE NOTE: Any change of Accommodation without the appropriate permission may be considered a breach of this Clause, as well as those that govern Safety within the Accommodation, such as clauses 2.19, 2.20 and 2.24. No changes of Accommodation will be authorised within the first four weeks of the commencement of the Period of Letting and changes of accommodation are normally between the same licence types (catered to catered, UMH to UMH for e.g.) unless a student can provide evidence of significant extenuating circumstances to Housing Managers.
SAFETY AND SECURITY Security
2.42 2.42.1 2.42.2 2.42.3
In the interests of the safety and security of the Student, other residents of the Accommodation, and the Accommodation itself, the Student will: Ensure that entrance doors to the Accommodation and the building within which the Accommodation is situated are properly secured. Ensure that windows in the Accommodation are not left wide open when the property is unoccupied. Not admit strangers to the Accommodation or the building in which the Accommodation is situated without checking the identity and the purpose of such visitors;
21
2.42.4 2.42.5 Health and Safety
2.43
2.43.1 2.43.2
PLEASE NOTE: All Authorised Staff will always carry with them identification badges bearing a photograph. If entrances to the Accommodation are persistently left unsecured, this will be considered as a breach of this clause and administrative action may be taken that could include a warning and a charge (see Schedule 3). The Student shall (unless the Student or University is shown to be solely responsible for leaving entrances unsecured) be jointly responsible for this breach along with the other residents responsible for the entrance concerned. Report to the duty Site Steward anything, person or behaviour they are suspicious of. The Student will comply immediately with the requests and directions of University staff where these relate to security. The Student will comply with the University’s ‘Health and Safety’ policy, copies of which may be obtained from the University Health and Safety Manager and on the University’s website under ‘Freedom of Information’. In addition, the Student will: Not obstruct exits, stairways, corridors and other passage ways; Not keep bicycles inside the Accommodation. PLEASE NOTE: No bicycle, however expensive, may be kept in a bedroom. Limited cycle storage facilities are available on campus at the Student’s own risk.
Electrical appliances
2.424 2.44.1
2.44.2
2.44.3
The Student will not make any alteration to or damage any landlord or University owned electrical equipment. The Student will not use any form of radiant fire or convector (i.e. Heater or fan) anywhere within the Accommodation, as these may overload the electrical system in the Accommodation or threaten the integrity of any Fire Certificate which has been granted to the building within which the Accommodation is situated. If there is a fault with the heating system supplied by the University the Student must report this as per Item: 2.32. The Student will not bring into the Accommodation, any large kitchen appliance (Fridge, Freezer, Tumble Dryer etc.) without written permission from Student Housing Services. Permission for Medical or small fridges for medical needs may be granted or can be provided by the University, for students who declare and provide evidence of a medical requirement for these. The Student will not use any kitchen appliances anywhere other than in the communal kitchen within the Accommodation, as this may overload the electrical system in the Accommodation or threaten the 22
2.44.4
integrity of any Fire Certificate which has been granted to the building within which the Accommodation is situated. This includes (but is not exclusive to); kettles, toasters, rice cookers or grills. Such items may be stored in a study bedroom but not used in a study bedroom (i.e. not be found to be plugged in). The Student will restrict the amount of personal cooking equipment brought into the Accommodation, all personal cooking utensils and appliances brought in to the Accommodation should be kept tidily so as not to cause an obstruction to other users of the communal facilities and not to overload the electrical systems of the communal facilities PLEASE NOTE: The University reserves the right to remove any items found in the Accommodation it reasonably deems to be in breach of these Regulations, such breaches would be dealt with as per sections; 5, 6 and 8 of these Regulations.
2.44.5
Appliance safety
2.45
The Student will ensure that all electrical equipment cables are kept tidy and safely away so not to hinder access / egress to themselves, other residents or staff. PLEASE NOTE: The University reserves the right to remove any items found in the Accommodation it reasonably deems to be in breach of these Regulations, such breaches would be dealt with as per sections; 5, 6 and 8 of these Regulations. The Student will ensure that any electrical equipment they bring into the Accommodation is safe to use and conforms to current safety standards. In addition, the Student will comply with the University Portable Appliance Testing policy, available on the University Intranet pages in the ‘Information bank’, then ‘Health and Safety’ then ‘All Documents’ and navigate through the pages to find the ‘Portable Appliance Testing’ documents: https://intranet.winchester.ac.uk/information-bank/health-andsafety/Documents/Forms/all.aspx?View={C401679E-7AAE-4BF1-B887DF7EB0026E94}&FilterField1=TaxKeyword&FilterValue1=electricity
Removal of dangerous
2.46
Portable equipment is defined as an appliance of less than 18kg in mass that is intended to be moved whilst in operation or an appliance which can easily be moved from one place to another. This includes but is not limited to computers, printers, TVs, hair dryers / straighteners. Hi-fi equipment (including decks), kettles, toasters, vacuum cleaners, table lamps, microwaves etc. The University reserves the right to remove any item of electrical equipment that has either failed a PAT test or is deemed to be a health and safety risk by University staff. Any such items will be stored by 23
University staff until either the end of the Period of letting or after early surrender of the Accommodation. It remains the responsibility of the Student to arrange collection of items from the University.
items
Fire Safety
PLEASE NOTE: During authorised room or communal area access by Authorised staff if any electrical item is deemed to be unsafe and/or has not been PAT tested the item will be removed for testing and returned within 48 hours if fit for purpose. The Student will either be made aware of this in person or via a note left by the staff member removing the item. It will be the Student’s responsibility to claim any items held in storage at the end of the Period of letting. Any items not collected within 7 days of the end of the Period of Letting may be disposed of. The Student will reimburse the University for any reasonable costs incurred in disposal. The Student will not act in such a manner that might put the Accommodation at risk of catching fire.
2.47
In addition to this the Student will:
Fire Safety Equipment
2.48
2.47.1
Comply immediately with the requests and directions of University staff where these relate to Fire safety.
2.47.2
Check all smoke detectors in the property on a regular basis and report promptly any disrepair.
2.47.3
Replace smoke detector batteries when indicated by the unit itself (intermittent beeping). The student will follow the instructions on the unit and ask for assistance from University staff where required. The Student will not interfere in any way with fire extinguishers, other firefighting equipment, alarms, fire doors or any other safety equipment installed (including bedroom or kitchen door closers). PLEASE NOTE: It is a CRIMINAL OFFENCE, which can lead to prosecution, to misuse the fire alarm system or the fire-fighting equipment (this includes covering smoke/heat detectors). It is also regarded as a serious breach of these Regulations and could result in termination of the Agreement and will be dealt with in accordance with the University’s Disciplinary Procedure. Substantial charges can be incurred for damage to these items – cost for repair or replacement will be charged individually or to all members of the relevant house, depending on who is responsible. 24
OTHER RESPONSIBILITIES Parking
2.49 2.49.1 2.49.2 2.49.3
Personal property
Insurance
2.50
The Student will park any car they bring to the Accommodation in approved areas only. The Student will obtain parking permits, where necessary, from Winchester City Council, www.winchester.gov.uk. The Student will not allow others to park outside the Accommodation whilst attending University. The Student may only keep a vehicle at the Accommodation providing it is taxed, insured and has a valid MOT certificate. The Student must not park a vehicle at the Accommodation in such a way to cause or be likely to cause a nuisance to other residents of the Accommodation, University staff or its agents, contractors or any neighbouring properties and their residents, local services, including emergency service vehicles and pedestrians. Except in cases of proven negligence, neither the University nor any of its employees will be liable for the loss of or damage to, the Student’s personal property in the Accommodation or on any University premises. PLEASE NOTE: Students are strongly recommended to obtain adequate insurance for their personal property, including bicycles. The Student will not do or allow to be done, anything which may invalidate or increase the premium of any policy of insurance in respect of the Accommodation or the building in which the Accommodation is situated.
2.51
CHECKING OUT End of Period of Letting
Early vacation / surrender of Accommodation
2.52
2.52.1
The Student will comply with the checking out procedure. This includes leaving the Accommodation in the same state of cleanliness it was found on move in, removing all rubbish and waste from the Accommodation, returning furniture and fittings to their original positions and locking all exterior doors when the Accommodation has been cleared. Keys should be signed in at Main Reception, the Housing Office or the Site Stewards’ offices. The Student will surrender their right to re-enter the Accommodation if the Student chooses to check out before the end of the Period of Letting. PLEASE NOTE: If the Student wishes to re-enter communal areas of the Accommodation in order to fulfil their joint obligations under these Regulations, they should either liaise with other residents of the Accommodation or with Student Housing Services. 25
2.52.2
Unclaimed property
2.53 2.53.1
2.53.2
The University will not provide a refund of the Licence Charges which include the Residence Fees and (where applicable) the Summer Retainer Fee, if the Student chooses to check out of the Accommodation early. PLEASE NOTE: Failure to comply with these procedures will be considered a breach of these Regulations and will entitle the University to levy an administrative charge in respect of the cost which it incurs as a result, without prejudice to any right or action accrued to the University in respect to damage to or loss of University property for which the Student is responsible for during the Period of Letting. Failure to surrender keys when requested to do so or loss of will result in a charge equal to the cost incurred by the University in obtaining replacement keys and/or locks. The University reserves the right to dispose of any personal property left at the Accommodation after the Student has moved out. The University will not accept any liability for damage to or loss of property arising from the disposal of such property and the Student will reimburse the University on demand the reasonable costs incurred by the University in disposing of or recycling any unclaimed personal property. The University reserves the right to dispose of any personal property left at the Accommodation after the Student has moved out. The University will not accept any liability for damage to or loss of property arising from the disposal of such property and the Student will reimburse the University on demand the reasonable costs incurred by the University in disposing of or recycling any unclaimed personal property. The University may, at its discretion, keep personal property that it deems to be of a reasonable monetary or sentimental value for a period of 7 days after the Student vacates the Accommodation (either at the end of the Period of letting or after Early surrender of the Accommodation). In such cases, the University will make reasonable attempts to contact the Student and it remains the responsibility of the Student to arrange collection of items with the University.
3.0 UNIVERSITIES RESPONSIBILITIES Services and facilities 3.1 3.2 3.3 3.4
The University shall provide the following, save that we will not be liable for any failure to provide these services and facilities if this failure is due to reasons outside our control: Adequate furniture and fittings; Reasonable toilet facilities; Cleaned Accommodation on move in; Cleaned kitchens and shared facilities on move in; 26
3.5 3.6 Maintenance
Fit for purpose
3.6.1
3.7
Licence Charges
3.8
Information
3.9
Privacy Utilities
3.10 3.11
Fire-fighting equipment in the Accommodation; Employment of staff and other contractors for the day to day running of the Accommodation. Normal working hours for Student Housing Services are 0900 to 1700 (Monday – Thursday) and 0900 to 1630 (Friday). Critical failures out of these hours must be reported to the Site Stewards, who hold the relevant contact details. Requests for routine breakdowns arising out of hours will be reviewed the next working day. PLEASE NOTE: As a guide the following response times are set for Maintenance reports and highlighted in the email response sent to the Student when a report is actioned: Priority SA1 Emergency: Same day for e.g. floods, bare electrical wires, insecure property. Priority SA2 Urgent: Within 24 hours and is everything not covered in SA1 with the exception of Priority SA3 Routine or pre planned. Responses to maintenance issues may include offering temporary solutions e.g alternative accommodation where repairs cannot be carried out immediately as set out in Clause 7.2. The University shall ensure that the Accommodation is safe and fit for purpose. PLEASE NOTE: Students are required to report anything that could affect this clause by either following the maintenance reporting process outlined in Clause 2.32 or contacting Student Housing Services. The University shall advise the charges for Accommodation at or before the beginning of each academic year. The University shall provide information on post, maintenance, security, meter locations and other arrangements in the ’Student Resident Guide to UMH’ distributed to all residents. The University shall not interfere unreasonably with your privacy. The University will be responsible for the set up and payment of charges for gas, electricity and water at the Accommodation unless otherwise specified by the University in writing. If the student uses more than £9 per week in heating, hot water and electricity combined, the University may make a charge for excessive use. PLEASE NOTE: The student shall not enter into any agreement with another provider during the period of the Licence Agreement and should explain to any unsolicited door step callers that the university is responsible for all utilities. If it is not possible to identify one individual responsible for exceeding the utility reasonable use, any charge will be split between all residents at the Accommodation. 27
4.0 TERMINATION BY THE STUDENT 4.1
This Agreement may be terminated by the Student by giving 28 days’ notice in writing at any time, but subject always to the provisions of Clause 2.6 PLEASE NOTE: No refund will normally be made from the Licence Charges which include the Residence Fees and (where applicable) the Summer Retainer Fee, except where a suitable replacement can be found. Requests to be released from the Licence Agreement and end Licence Charge liabilities will only be considered under extenuating circumstances for which evidence may be required.
5.0 PROCEDURE FOR BREACHES OF THIS AGREEMENT The Student understands and accepts that failure to comply with any of these regulations may result in action being taken under these Regulations and the University’s disciplinary procedure, which could result in both the termination of the Student’s right to reside in the Accommodation and the Student’s exclusion from the University as a student. Procedure for minor 5.1 Minor breaches of these Regulations will be dealt with by various members of staff on the following breaches basis: 5.1.1 Residential Assistants will refer matters to the Site Stewards, Housing Managers or their nominees; 5.1.2 Site Stewards and Residential Supervisors will deal with situations as they arise and will issue verbal warnings and refer matters to the Housing Managers or their nominees; 5.1.3 Housing Advisors, Wardens, Housing Managers, Student Housing Services Manager, Head of Housing & Security and Director of Estates and Facilities Services can issue verbal and written warnings and can impose administrative charges (see Clause 5.4 below and Schedule 3). Removal of (non5.2 The University reserves the right to remove any personal property found in the Accommodation it dangerous) Personal reasonably deems to be in breach of these Regulations, with items such as those described in: 2.29-2.31 Property (inclusive). The Student may receive warnings and charges and be given the opportunity to remove the item for suitable storage and use, or removal from the Accommodation. Items may be stored by Student Housing Services or other appropriate University staff until either the end of the Period of letting or after Early surrender of the Accommodation. It will be the Student’s responsibility to reclaim stored items; clause 2.53 will apply if items are unclaimed. Persistent breaches will be dealt with as per sections; 6 and 8 of these Regulations. 28
Letter of Extra Undertaking
5.3
Costs incurred by the University
5.4
Calculation of charges
5.5
Right of appeal
5.6
Record of breaches
5.7
For more serious breaches or repeated minor breaches, the Housing Manager, Student Housing Services Manager, Head of Housing and Security or Director of Estates and Facilities Services may issue a Letter of Extra Undertaking to the Student. Such a letter will outline any further conditions for the Student’s continued right to reside in the Accommodation. The Student will have an opportunity to discuss the terms set out in the letter with its signatory. They must then sign two copies of the letter to indicate they agree to the terms specified and return one copy to the Housing Office. Any breaches of the Letter of Extra Undertaking will be dealt with using the procedure outlined in Clause 8. If the Student is not willing to sign the Letter of Extra Undertaking the University may terminate this Agreement on 28 days’ notice and Clause 2.6 will apply. The Student will be responsible for any reasonable costs (including legal costs) incurred by the University as a result of any breach by the Student of any of the terms and conditions of the Agreement and these Regulations for the duration of the Licence Agreement.. Any charges levied will reflect the cost of making good any loss, breakage, or damage caused by the Student or the Student’s visitors to the Accommodation or the common parts. Where the perpetrator(s) of such loss, breakage or damage to the common parts cannot be identified by the University after reasonable investigation (unless the Student can prove to the reasonable satisfaction of the University that she/he could not have been responsible for such loss of damage to the common parts) the Student will be charged a fair and reasonable proportion of such cost. The Student will have the right to appeal any action taken or charges imposed against them under the terms of these Regulations. Any appeal should be made in writing within 10 working days, instructions on who this is will be given in the letter sent to the Student detailing the action or charge but will usually be the Housing Manager (Off Campus) in the first instance. If the Student wishes to appeal beyond the first response instructions on who this is will be given in the letter sent to the Student detailing the action or charge. If the Student remains dissatisfied with the responses it is receiving they can escalate this to a complaint via the University Complaints Handling policy, details of which can be found under the Public Documents page on the Freedom of Information page from the main University home webpage. The University may record any breaches of these regulations which may affect any future application to reside in University Accommodation (owned or managed by the University) or any reference provided by the University at the Student’s request to a prospective new landlord.
6.0 TEMPORARY INTERRUPTION OF RIGHT TO RESIDE 29
The University reserves the right to temporarily interrupt the Student’s Right to Reside in the Accommodation with immediate effect for the following reasons:
6.1
6.1.1 6.1.2
6.1.3
If the University has reasonable grounds to suspect the Student poses a serious threat to other Residents of the Accommodation or the staff involved in its management. If the University has reasonable grounds to suspect the student is involved in illegal activity. PLEASE NOTE: The University has the right to involve the Police in response to the nature of any threat. In accordance with any Supported Study Approved Procedures which may be in place for the Student and/or any serious welfare concern for the Student. The policy can be found in the Document Store on the Intranet, https://intranet.winchester.ac.uk/information-bank/documentstore/Published/Forms/AllItems.aspx Notice of such a decision will be given in writing by the Student Housing Services Manager, Head of Housing & Security or the Director of Estates and Facilities Services and will include details of the reasons for the suspension.
7.0 RELOCATION Relocation for management reasons
The University reserves the right to move the Student to any other University Accommodation at any time (to be exercised in the University’s absolute discretion). The following are reasons why the University may move the Student to other University Accommodation:
7.1
7.1.1 7.1.2 7.1.3 7.1.4 7.1.5
If there are material personality conflicts between the Student and other residents of the Accommodation; To accommodate the special requirements of certain individual students; By reason of the University’s requirement that the Student complies with the University Disciplinary Procedure at all times while the Student is at the University; If the Student’s Accommodation is no longer habitable; For other practical reasons. If the University moves the Student other than due to the Student’s breach of this Agreement, the Student may terminate this Agreement on 28 days notice and the Student shall be entitled to a proportionate refund of any Licence Charges which include the Residence Fees and (where applicable) the Summer Retainer Fee, which have been paid in advance. 30
Temporary Relocation
The University may ask the Student to move rooms for a short period while refurbishment takes place in the Students’ Accommodation. Alternative accommodation will be provided during the move at no extra cost to the Student.
7.2
8.0 TERMINATION FOR SERIOUS BREACH Failure to Pay Fees
8.1 8.1.1
8.1.2
Serious Breach of these Regulations
8.2
The University may terminate the Agreement for the reasons set out below. If the Student fails to pay the Licence Charge which includes the Residence Fees and (where applicable) the Summer Retainer Fee, the procedure for late payment will apply as detailed in Clause 2.3 and Schedule 1 before this action is taken. The Agreement will be terminated subject to 28 days notice. The Student will be charged for interest lost on their payment and any debt recovery costs. PLEASE NOTE: If the Licence Agreement is terminated for non-payment of fees, the Student will still remain liable for the outstanding amount. If the student is in serious breach of this Agreement or the University has reasonable grounds to suspect the Student poses a serious threat to other occupiers of the Accommodation or the staff involved in its management. The University will provide details of the breach and the evidence collected to the Student. Where such procedure is undertaken the Agreement will be terminated subject to 28 days’ notice. PLEASE NOTE: It may be a requirement under this clause to leave the Accommodation on the same day as an incident occurs, if this is required clause 6 will apply.
Repeated Minor Breaches of these Regulations
8.3
If the Student has signed a letter of extra undertaking for repeated minor breaches of this Agreement and further breaches have occurred. The University will provide details of the breaches and evidence collected to the Student. The Agreement will be terminated subject to 28 days notice.
Right to Appeal
8.4
The Student will have the right to appeal against a decision to terminate the Agreement made by the University. Any appeal should be made in writing within 10 working days and sent in the first instance to the Director of Estates and Facilities Services. To appeal against a decision made by the Director of Estates and Facilities Services, the appeal should be made in writing to the Deputy Vice Chancellor and ultimately, the Vice Chancellor, whose decision will be final.
31
PLEASE NOTE: no refund of the Licence Charges which includes the Residence Fees and (where applicable) the Summer Retainer Fee, will be made if the Student leaves the Accommodation as a result of disciplinary action.
9.0 OTHER REASONS FOR TERMINATION Ceasing to be a full time student
This Agreement will automatically terminate upon the Student ceasing to be a Full Time Student at the University, notwithstanding any advance payment of the Licence Charges, subject to 28 days notice.
9.1
9.1.1
9.1.2
Supply of false information Damaged Accommodation
9.3 9.4
PLEASE NOTE: see Clause 2.6.1 regarding liability for the Licence Charges. If the Student ceases to be a student of the University during the Period of Letting, notice in writing to that effect must be given by the Student to the Housing Manager (off campus) or Student Housing Services Manager within two days of that event occurring. If the Student transfers to Part Time study during the Period of Letting, the University may, using discretion, terminate the Agreement, subject to 28 days notice. The Student is required to notify the Student Housing Services Manager within 7 days of the change. PLEASE NOTE: If the Student remains in Accommodation for the duration of the Agreement, they will be subject to the conditions of Clause 2.9.1 relating to Council Tax. If it is found that the Student has provided false information to the University on their housing request form or by other means, the University may terminate the Agreement, subject to 28 days notice. In the event of the Accommodation becoming uninhabitable and the University is not able to find an alternative, this Agreement may be terminated by the University. The University will endeavour to give as much notice as possible to the Student in such an event. The University shall repay a proportionate amount of any Licence Charges which include the Residence Fees and (where applicable) the Summer Retainer Fee, which had been paid in advance.
32
Schedule 1 Procedure for Non-payment of Licence Charges (Residence Fees and Summer Retainer Fee) The procedure set out below will apply for non-payment of the Licence Charges which include the Residence Fees and (where applicable) the Summer Retainer Fee. Days fees overdue Activity Action 0 Invoice raised Payment due in accordance with the University’s payment policy as stated in the Student Residence Regulations (clause 2.1 refers). If there is a query or dispute about the amount of fees charged, students should contact the Student Housing Services Department on receipt of invoice i.e. not leave it until reminder letter are issued 1-7 days after due date
Debt is identified and letter 1 issued
Debt chasing procedure will start. Reminder letter is sent to the Student’s appropriate address. This letter notifies the Student that the Student is now in breach of their Licence agreement which puts at risk their continued use of University accommodation.
8-14 days after due date
Letter 2 issued
Letter 2 is sent to invite the Student to attend a meeting with Finance. The Student is informed that the Student Housing Services Manager will be informed and that further action will be taken against them. Further action may require the Student to leave their Accommodation.
15-21 days after due date
Letter 3 issued
Final notice is sent notifying the Student that if the debt is not paid within 7 days the University intends to issue the Student with a Notice to Quit their Accommodation.
22-28 days after due date
Notice to Quit
Notice to Quit is issued giving the Student 28 days to leave their Accommodation.
• If the Agreement is terminated for non-payment of fees, the Student will still remain liable for the outstanding amount. • The Student will be charged for interest lost on their missed payment(s) and any reasonable debt recovery costs.
33
Schedule 2 Council Tax Exemption (See clause 2.9) In order for an Accommodation to be exempt from council tax, it must be occupied solely by full time students. To prove this, every student must provide a student status certificate to Student Housing Services. Until every certificate is received, the Accommodation remains liable for council tax. If your tenancy starts in June, July, August or early September you will need to submit a certificate for the current year when you move in and another for the New Year when you register in September. The Student is responsible for submitting a student status certificate to Student Housing Services within 7 days of the start of the Period of Letting. The procedure below details what action will be taken if the Student does not fulfil their responsibilities for council tax exemption. Certificate not received within 7 days Reminder letter sent
Certificate not received within 14 days 2nd reminder letter sent
Certificate not received within 21 days 3rd reminder letter sent If the Student does not submit a student status certificate during the Period of Letting, a charge equal to the amount of council tax paid by the University will be added to the Student’s account. Important note regarding full time status: In order to be eligible for a UMH property, students must be full time. If the Student switches to part time status, the Accommodation will become liable for council tax. This amount will be covered by the Student (see clause 2.9.1 and 2.9.2). A charge equal to the amount of council tax paid will be added to the Student’s account.
34
Schedule 3 Replacement/Cleaning Charges REPLACEMENT OF MISSING/DAMAGED ITEMS Items missing or damaged will incur the appropriate reasonable charge to repair or replace the item. The Student will be notified of the cost. For damaged items, a charge will be made for the actual damage caused and reflecting that the item will have to be replaced sooner than if the damage had not occurred rather than the entire replacement value. Photos may be taken as evidence of any chargeable missing or damaged items. Cleaning charges: Please also see Clause 2.25. Cleaning cost for individual rooms. As of April 2019, the cost to employ a cleaner is a minimum of ÂŁ60 + VAT. A copy of the quote and invoice will be provided to the Student. Carpet cleaning cost for individual rooms. As of April 2019, the cost to employ a professional carpet clean is a minimum of ÂŁ66 + VAT. A copy of the quote and invoice will be provided to the Student. At the end of the Period of Letting If any room or the entire Accommodation is left in an extremely unsatisfactory condition at the end of the licence period, an estimate for remedial works will be obtained by Student Housing Services. The exact amount chargeable will then be finalised with a quote from contractors. A charge will be made per resident to reimburse the cost to the University. Removal of rubbish If excess rubbish is left, either in a study bedroom or communal area at the Accommodation at the end of the period of letting, an estimate for its removal will be obtained by Student Housing Services. The exact amount chargeable will then be finalised with a quote from contractors. A charge will be made per resident to reimburse the cost to the University. (Kitchen bins should be emptied on a daily basis.) PLEASE NOTE: During the Period of Letting, you will be given 24 hours to remove rubbish yourself before the University takes action. Redecoration The Student will be charged if a wall or ceiling needs to be redecorated (the use of pins, tacks, Blue-Tack or White-Tack, sticky tape or other sticky substances is not permitted on the walls or ceilings of the Accommodation). The Student will be given full details of the cost of the works. 35
Broken Windows/damaged carpets An estimate for remedial works or replacement will be obtained by Student Housing Services. The exact amount chargeable will then be finalised with a quote from contractors or the Accommodation owner. Keys and door locks The cost to replace missing or non-returned accommodation keys is ÂŁ25. The University will endeavour to contact the Students to remind them to return their keys. Please note that where a new lock is required, an estimate for its replacement will be obtained by Student Housing Services. The exact amount chargeable will then be finalised with a quote from contractors. A charge will be made per resident to reimburse the cost to the University. Photos may be taken as evidence for any charges applied.
36
Schedule 4 Summary of administrative action for breach Level 1
involves a written warning – repeated breaches may escalate action to Level 2
Level 2
involves a meeting and written warning - repeated breaches may escalate action to Level 3
Level 3
involves a meeting and potential Extra Undertaking letter (EU)* - repeated breaches may escalate action to Level 4
Level 4
involves a meeting and potential termination of the licence agreement and reference to the ‘Disciplinary Procedure for Students’
Dependent on the severity of the breach (which may include multiple breaches in one incident), Housing Managers may apply higher level action as a consequence. If the ‘Housing Managers’ are not available, they will nominate a member of staff to undertake the meeting and issue any warnings. Should persistent breaches of regulations take place by the same Student, the Level of action taken will increase. *The EU letter is explained in clause 5.3 of the Regulations. BREACH
CLAUSE
CATEGORY OF BREACH
Excessive Noise (to each resident concerned)
2.14
Level 1
Consideration for neighbours
2.15
Level 1
Party (to each resident concerned)
2.17
Level 1
Anti-Social behaviour
2.18
Level 1
Alteration (blu tak etc)
2.20 & 2.23
Level 1
Damage
2.19
Level 1 – charges may be applied as per Schedule 3 (Replacement/Cleaning Charges)
37
Removal of Property
2.28
Level 1 – charges may be applied as per Schedule 3 (Replacement/Cleaning Charges)
Illegal Activities (including drugs and legal highs
2.31
Level 2-4 – dependent upon breach
Firearms
2.29.2
Level 2-4 – dependent upon breach
Flammable items
2.29.3
Level 1
Pets (not allowed)
2.30
Level 1 – student will be given 7 days to re-home the animal. A charge may be applied for cleaning as per Schedule 3 (Replacement/Cleaning Charges)
Smoking
2.33
Level 1
Visitors
2.38
Level 1
Security of accommodation
2.42
Level 1
Health and Safety
2.43 & 2.44
Level 1
Obstructions
2.43.1
Level 1
Fire Safety
2.47
Level 1
Safety Equipment
2.48
Level 1
38