Applying for University accommodation by University of Wolverhampton

Applying for University accommodation

Helpful information: 9 Paying accommodation fees 11 Accommodation fee charges 14 Cancelling your Accommodation Licence 15 Accommodation for disabled students 16 Moving in 16 Completing your room inventory form 17 Reporting a maintenance or repair issue 18 Reporting an incident 19 21 21 22

Staying safe Changing rooms Contacting your Residential Assistant How to contact us

CONTENTS

Applying for accommodation: 3 Home and EU students 5 International students 7 Returning students

3 APPLYING (HOME AND EU STUDENTS)

Applying for accommodation Home and EU students Students from within the European Union can apply and be offered a room at University accommodation when they receive a Conditional Firm offer letter (ie. when the University has offered a place dependent on achieving certain grades). You can apply for accommodation via our e:Vision system.

Applying for accommodation through e:Vision

1. If this is the first time you have used e:Vision, log in at: www.wlv.ac.uk/evision using your username (student number) and password. On first login, your password is an individually generated number sent to you by the University. 2. Once you’re in e:Vision, go to the navigation bar and click on ‘My Tasks’. 3. Follow the instructions on how to apply for accommodation. Please note: • Students should apply for the campus closest to where they will be studying. • You MUST supply us with your main email address, as this is where we will send any future correspondence. • If you do not have the option to ‘Apply for accommodation’ then you must contact your admissions unit to check your student status.

What happens next

• Accommodation Services will process your request and try to ensure you get the room you want – please note this is on a first-come-first-served basis. • When we have received your application for accommodation we will send you an email as soon as possible explaining how to confirm that you want to take up the room. • You will have five days to confirm that the room you have been offered is acceptable by replying using the link included within the offer of accommodation email. • You will then have to pay your deposit, agree to the Licence Agreement, and – if you want – set up a direct debit to pay your accommodation fees. • If you do not accept your offer of accommodation within five days, we will cancel your current offer and you will be required to start the process again. We will confirm this cancellation via email. • Once you have confirmed the acceptance of the accommodation, the Licence Agreement and the deposit, we will confirm the booking via email.

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Any problems?

If you originally applied for a place using the manual application process, then when accepting your Licence Agreement online, you will be asked to set up an account to verify your student details and create a password.

Accommodation Services Office University of Wolverhampton RMA Building, City Campus North Lomas Street, Wolverhampton, WV1 1HR

To complete the offer process: (Please note: you must use the mouse to click – DO NOT PRESS RETURN ON YOUR KEYBOARD)

Tel: 01902 321 268 Fax: 01902 321 267 Email: accommodationservices@wlv.ac.uk

Even if you have completed your accommodation preference form either manually or online, you will be able to complete the Licence Agreement online at: http://accom.wlv.ac.uk

1. 2. 3. 4.

Log in using your student number and password. Select Residential Year – you should select 2012/2013. Accept / reject accommodation offer. Pay the deposit and read and accept the Tenancy Agreement.

Please note: • You will have five days to complete the agreement before the offer of accommodation is withdrawn. • The University reserves the right not to accept late or incomplete documentation. Rooms are available subject to the terms of the University Licence Agreement, which is enclosed with the offer letter. • If you return the correctly completed documentation and the University accept your application for accommodation, Accommodation Services will date and sign the Licence Agreement. However, the contract for accommodation between you and the University will not come into existence unless and / or until you return the completed documentation and the University confirms the allocation of the room to you by either email or post.

If you are unable to apply online or have any queries while applying for accommodation, please contact Accommodation Services.

CONTENTS(HOME AND EU STUDENTS) APPLYING

Accepting your offer of accommodation

5 APPLYING (INTERNATIONAL STUDENTS)

Applying for accommodation International students Students from outside the European Union can apply for accommodation once they receive an Unconditional Firm course offer (ie. when the University has offered you a place without the need to achieve certain grades). You can apply for accommodation via our e:Vision system.

Applying for accommodation through e:Vision

What happens next

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us aware of when the payment was made and in whose name the transfer was made in.

documentation and the University confirms the allocation of the room to you by either email or post.

Any problems?

Accommodation Services Office University of Wolverhampton RMA Building, City Campus North Lomas Street, Wolverhampton, WV1 1HR

To complete the offer process: (Please note: you must use the mouse to click – DO NOT PRESS RETURN ON YOUR KEYBOARD)

Tel: 01902 321 268 Fax: 01902 321 267 Email: accommodationservices@wlv.ac.uk

Even if you have completed your accommodation preference form either manually or online, you will be able to complete the Licence Agreement online at: http://accom.wlv.ac.uk

1. 2. 3. 4.

Log in using your student number and password. Select Residential Year – you should select 2012/2013. Accept / reject accommodation offer. Pay the deposit and read and accept the Tenancy Agreement.

If you are unable to apply online or have any queries while applying for accommodation, please contact Accommodation Services.

CONTENTS(INTERNATIONAL STUDENTS) APPLYING

Accepting your offer of accommodation

7 APPLYING (RETURNING STUDENTS)

Applying for accommodation Returning students Students who have previously lived in University accommodation or are not beginning their first year of study can apply and be offered a room from February. You can apply for accommodation via our e:Vision system or by completing a returners application for accommodation which is available from either the Accommodation Services Offices or Walsall and Telford Campus Receptions. Returning students can also apply to live in a group with friends they have either met on their course or whilst previously living together. This can be undertaken by either completing the returners application form or by sending an email to: accommodationservices@wlv.ac.uk detailing the names and student numbers of all the people who want to live together. Please note: even though group applications are accepted, each individual student’s application will be reviewed and any behavioural or financial issues could affect the processing of the group application.

Applying for accommodation through e:Vision 1. If this is the first time you have used e:Vision, log in at:

www.wlv.ac.uk/evision using your username (student number) and password. On first login, your password is an individually generated number sent to you by the University. 2. Once you’re in e:Vision, go to the navigation bar and click on ‘My Tasks’. 3. Follow the instructions on how to apply for accommodation. Please note: • Students should apply for the campus closest to where they will be studying. • You MUST supply us with your main email address, as this is where we will send any future correspondence. • If you do not have the option to ‘Apply for accommodation’ then you must contact your admissions unit to check your student status.

What happens next

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•

Accepting your offer of accommodation

Even if you have completed your accommodation preference form either manually or online, you will be able to complete the Licence Agreement online at: http://accom.wlv.ac.uk If you originally applied for a place using the manual application process, then when accepting your Licence Agreement online, you will be asked to set up an account to verify your student details and create a password. To complete the offer process: (Please note: you must use the mouse to click – DO NOT PRESS RETURN ON YOUR KEYBOARD)

1. 2. 3. 4.

Log in using your student number and password. Select Residential Year – you should select 2012/2013. Accept / reject accommodation offer. Pay the deposit and read and accept the Tenancy Agreement.

Any problems?

If you are unable to apply online or have any queries while applying for accommodation, please contact Accommodation Services. Accommodation Services Office University of Wolverhampton RMA Building, City Campus North Lomas Street, Wolverhampton, WV1 1HR Tel: 01902 321 268 Fax: 01902 321 267 Email: accommodationservices@wlv.ac.uk

CONTENTS(RETURNING STUDENTS) APPLYING

•

possible explaining how to confirm that you want to take up the room. You will have five days to confirm that the room you have been offered is acceptable by replying using the link included within the offer of accommodation email. If you have previously lived in accommodation and Accommodation Services already hold a deposit for you, then you will not be required to pay another deposit. However, you may be asked to top the deposit up to the full £250 value if you have received any deductions throughout the year. If Accommodation Services does not hold a deposit for you, then you will have to pay a deposit, agree to the Licence Agreement, and – if you want – set up a direct debit to pay your accommodation fees. If you do not accept your offer of accommodation within five days, we will cancel your current offer and you will be required to start the process again. We will confirm this cancellation via email. Once you have accepted the offer of accommodation, the Licence Agreement and paid the deposit, we will confirm the booking via email.

9 PAYING ACCOMMODATION FEES

Paying accommodation fees All students staying in University accommodation are liable for accommodation fees. This means that you must pay, or arrange to be paid on your behalf, all fees and charges for accommodation provided by the University of Wolverhampton, by the set due dates.

The deposit

A deposit of £250 for booking your room and any damages that may occur is payable in advance when you accept your offer of accommodation. The deposit will be returned within a reasonable period after you have terminated your studies at the University (after deduction of any sums payable).

How and when to pay accommodation fees

Accommodation fees are due for payment either: • in advance of arrival • on arrival • on receipt of an invoice (the dates for payments will be stated on the invoice).

Semester based students only

Students who are only attending the University for one semester (whether Semester 1 or Semester 2) will be required to pay their accommodation fees in full either in advance of arrival, on arrival or on receipt of an invoice (the payment date will be stated on the invoice).

Paying by post (using cheque or debit/credit card)

If you wish to pay by this method you need to complete the postal remittance form and return it to either a campus cashier’s office or by post to: University of Wolverhampton, PO Box 4018, Finance Department, Wolverhampton, WV1 1WF.

Please note: all cheques should be made payable to University of Wolverhampton. Only the following debit/credit cards are accepted: Switch, Visa Delta, Solo, MasterCard, Eurocard and Visa.

Paying online Paying in instalments (by Direct Debit)

The University offers you the opportunity to pay your accommodation fees via direct debit. This can be either by three or six instalments and must be drawn on a UK bank or building society. The instalment dates for these methods of payment are: • Six instalments: October, November, December, January, February and March. • Three instalments: October, January and April.

• Payments can be made online at: www.wlv.ac.uk/epayment • If you are paying in advance of your invoice, please type ‘ADVANCE’ in the Invoice Number field. • This payment will be allocated to your account and matched against your accommodation invoice.

Paying at a campus cashier

Students wishing to pay by this method should complete the Direct Debit mandate by no later than 1 October 2012.

• Payments can be made by cash, cheque or debit/credit card.

For further details, contact the Income Section of the Finance Department on tel: 01902 321 256 or email: incomesection@wlv.ac.uk Please note: if you choose to pay by this method, failure to pay could result in the administration charge (see below) being applied.

• Cashiers’ offices are located in MX Building for City Campus, and in Telford and Walsall Campuses.

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Administration charge

Accommodation costs for 2012/13 All rent fees are INCLUSIVE of utility bills, laundrette, internet, basic contents insurance and car parking. SPECIAL OFFER – Telford Campus accommodation: only £2,579.00 – that’s £67 per week. To enable more students to access en-suite accommodation facilities, Accommodation Services will be offering the Telford Campus accommodation at our economy rate, £2,579, instead of the normal en-suite rate of £3,208. Please note: this pricing is based on a standard Academic Year Licence Agreement.

Accommodation

Rent per week (excludes accommodation fees)

Academic Year (37-week) licence 16 Sept 2012-1 June 2013

52-week licence (May-May)

Semester licence*

Telford En-suite

£67.00

£2,579.00

£3,584.00

£1,289.50

City Economy

£67.00

£2,579.00

£3,584.00

£1,289.50

City Standard

£76.51

£2,930.87

£4,078.52

£1,465.44

Walsall Standard

£76.51

£2,930.87

£4,078.52

£1,465.44

City En-suite

£96.53

£3,671.61

£5,119.56

£1,835.81

Walsall En-suite

£99.54

£3,782.98

£5,276.08

£1,891.49

*Semester licences are only available for students that are studying with the University of Wolverhampton for one semester (either Sept - Jan or Jan - May).

Deposit and administration charge

Please note: all prices are subject to rounding. For prices on couples or family accommodation, please contact Accommodation Services.

Please note: an administration fee of £100 for the Residential Year and 52-week agreement, or £50 per semester or any other period of occupation, will be payable by any customer that either does not pay in full in advance or does not pay in instalments by means of a bank Direct Debit.

A deposit of £250 for booking your room and for any damages that may occur is payable in advance when you book.

Find out more about how to pay for your accommodation fees, visit: www.wlv.ac.uk/accommodation

CONTENTS PAYING ACCOMMODATION FEES

An administration charge of £100 for an academic year, £50 for each semester or any other variations, will be payable by any customers that either do not pay in full in advance or do not pay in instalments by means of a bank Direct Debit. Failure to make payments in accordance with the Direct Debit mandate will also result in the administration fee being applied.

11 ACCOMMODATION FEE CHARGES

Accommodation fee charges In conjunction with the terms of the Residences Licence Agreement, deductions can be taken from the deposit. This is with reference to clauses: 3.5 – If, prior to the start of the Residential Year, the Licensee cancels his/her acceptance of a place in University accommodation, or fails to take up occupation of the Room at the start of the Residential Year, the University will deduct a reasonable administrative cost to cover arranging alternative occupation of the Room. Any balance of the Deposit will be repaid to the Licensee. Nothing in this clause shall prejudice the Licensee’s right to cancel this Licence in accordance with the Consumer Protection (Distance Selling) Regulations 2000 as set out in the Offer Letter*.

3.7- The Deposit shall be held by the University during the Residential Year as security for performance of the Licensee’s obligations which includes the right of the University to deduct from the Deposit sums due to it under this Licence Agreement. The Licensee will not receive interest on the Deposit. Subject to the right of the University to deduct any outstanding amounts payable under this Licence Agreement, the Deposit will be repaid to the Licensee as soon as reasonably practicable following the termination of this Licence Agreement. The University will ideally try to return the Deposit within four weeks from the termination of the Licence Agreement. However, if there is a dispute in relation to the Deposit this may be delayed.

* The cancellation right is set out in the Offer Letter and gives the Licensee a period of seven days to withdraw acceptance of the offer in writing. This does not apply where the room is available for occupation in the seven-day period and the Licensee takes up occupation.

There are a number of scenarios that can lead to amounts being deducted from the accommodation deposit: 1. The University does not offer you a place on the course If you apply for accommodation, and then accept a place in University accommodation, but then the University of Wolverhampton decides not to offer you a place on a course, the whole deposit of £250 will be returned to you. Accommodation Services will only refund the deposit upon written confirmation from the Admissions Unit that you have not been offered a place on a course. 2. You cancel your Accommodation Licence Agreement before the A-level results are released If you apply for accommodation, and then accept a place in University accommodation, but then decide to cancel the Accommodation Licence Agreement before the date of the A-level results being released, you will receive a deduction of £50 to cover the administration fee for allocating and then cancelling an allocation in University accommodation. 3. You cancel your Accommodation Licence Agreement on or after the A-level results are released, but prior to the commencement of the Licence Agreement If you apply for accommodation, and then accept a place in University accommodation, but then decide to cancel the Accommodation Licence Agreement on or after the date of the A-level results being released and before the commencement of the Licence Agreement, you will receive a deduction of £100. The £100 covers the administration fee for allocating and then cancelling an allocation in University accommodation and for Accommodation Services then having to find a new occupant.

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6. If you have signed a standard Semester 1 or Semester 2 licence…

If you apply for accommodation, and then accept a place in University Accommodation but you do not collect the keys to the room within seven days from the commencement of the Licence Agreement, you will receive a deduction of £100 from the deposit.

If you collect the keys and then decide to take Leave of Absence, transfer to another university, withdraw from your course or are released from the Licence Agreement by Accommodation Services then a deduction will be made from the deposit to cover the necessary administration fees. The administration fees will vary month on month, a breakdown of these are detailed below.

5. If you have signed a standard 37-week licence… If you collect the keys and then decide to take Leave of Absence, transfer to another university, withdraw from your course or are released from the Licence Agreement by Accommodation Services then a deduction will be made from the deposit to cover the necessary administration fees. The administration fees will vary month on month, a breakdown of these are detailed below.

Semester 1

Semester 2

Month

Admin fee charge

Month

Admin fee charge

September

£200

January

£200

October

£200

February

£200

Month

Administration fee charge

November

£150

March

£150

December

£150

April

£150

September

£200

January

£100

May

£100

October

£200

November

£150

December

£150

January

£100

February

£75

March

£75

April

£50

May

£50

However if you find a replacement student who is not currently occupying a room in University accommodation, as per clause 3.10 of the Licence Agreement, no administration fee deduction will be made from the deposit. 3.10 – No refund of any portion of the Licence Fee will be made to any Licensee who vacates the room without the permission of the Accommodation Services for any reason at any time during the Licence Period. Where a Licensee vacates the Room and the University, using reasonable endeavours, finds a replacement Licensee (who is not already occupying a University residence place), the University will as soon as reasonably practicable repay to the Licensee the balance of the Licence Fee for which the replacement Licensee becomes responsible.

CONTENTS ACCOMMODATION FEE CHARGES

4. You do not collect the keys within seven days of the commencement of the Licence Agreement

13 ACCOMMODATION FEE CHARGES

7. Applicable to students who have signed a standard 52-week licence If you collect the keys and then decide to take Leave of Absence, transfer to another university, withdraw from your course or are released from the Licence Agreement by Accommodation Services then a deduction will be made from the deposit to cover the necessary administration fees. The administration fees will vary month on month, a breakdown of these are detailed below:

Month

Administration fee charge

September

£200

October

£200

November

£150

December

£150

January

£100

February

£75

March

£75

April

£50

May

£50

June

£50

July your Accommodation Licence £50 Agreement 2. You cancel £25 beforeAugust the A-level results are released September

£25

3.10 – No refund of any portion of the Licence Fee will be made to any Licensee who vacates the room without the permission of the Accommodation Services for any reason at any time during the Licence Period. Where a Licensee vacates the Room and the University using reasonable endeavours, finds a replacement Licensee (who is not already occupying a University residence place), the University will as soon as reasonably practicable repay to the Licensee the balance of the Licence Fee for which the replacement Licensee becomes responsible. In the cases of scenarios 4, 5, 6, and 7, once the administration fee has been deducted from the deposit, the deposit, where possible, is offset against any outstanding accommodation fees or if no fees are outstanding then the deposit is refunded as per clause 6.4.1 of the Residences Licence Agreement. 6.4.1 – The Licensee must provide Accommodation Services with written confirmation of their withdrawal / leave of absence or transfer from the appropriate school, before termination of this Licence Agreement. The Licensee must then give a copy of such documentation from the appropriate school to Accommodation Services. Accommodation Services cannot terminate the Licence Agreement until this confirmation is received and keys for the Room have been returned to the relevant campus site. On termination, the balance of the Licence Fee for the remainder of the Licence Agreement will as soon as reasonably practicable be reimbursed to the Licensee. The University may apply the Deposit in full or partial payment of outstanding sums. Unless such confirmation of withdrawal is given to Accommodation Services the Licensee remains responsible for the full Licence fee and any other sums due under this Licence.

– after moving in

Under the Distance Selling Regulations, you have the right to cancel the Accommodation Licence Agreement, where you have entered into that Agreement by means of distance communication (ie. by post, fax or online).

If you decide that you no longer wish to live in University accommodation after you have received your keys, you are required to submit a request in writing to Accommodation Services accompanied by any evidence to support your desire to leave. You may be asked to attend an interview with a member of Accommodation Services to discuss your request to be released and you may be asked to supply further information.

You enter into the Licence Agreement when the University confirms that your application for a room has been completed and that a room has been allocated to you. In order to exercise your right to cancel the Licence Agreement, you must do so in writing within seven working days from the day after the date the University confirms to you in writing (by post or email or online) that your application for a room has been completed, and that a room has been allocated to you. Notice of Cancellation should be sent to Accommodation Services. The Licence Agreement will then be treated as if it was never entered into and the University will make arrangements to refund, within 30 days, your full deposit and any amounts already paid for accommodation fees. Please note: • You are not eligible to exercise the seven-day cancellation right if a member of the University’s staff confirms to you in person that your application has been completed and that a room has been allocated to you. • You are not eligible to exercise the seven-day right of cancellation if you occupy the room allocated to you before the seven-day cancellation period expires. • The University reserves the right to terminate the Licence Agreement on seven days written notice to you if you have any unpaid University debts which are unpaid as of 30 June. The University will then make arrangements to refund, within 30 days, your deposit and any amounts already paid for accommodation fees.

If your request is based on medical or financial grounds then you may be asked to provide the following information: Medical grounds – supporting information from your General Practitioner. Financial grounds – a full financial review completed by the Students’ Union. As you have signed the Licence Agreement, you are legally bound to its terms and conditions and are required to pay fees until the dates specified on the offer letter or an alternate date supplied to you in writing by Accommodation Services. If you are taking a leave of absence or are transferring or withdrawing from the University it will be your responsibility to provide Accommodation Services with a copy of the appropriate form in order to be released from the Licence Agreement. If you are released from your Licence Agreement, your deposit will be used to pay any outstanding debts you may have, and you may incur an administration charge. For further information with regards to administration charges in relation to termination of the Licence Agreement, please refer to Administration Fee Charges (p11-12) or the University website: www.wlv.ac.uk

CONTENTS YOUR LICENCE AGREEMENT CANCELLING

– prior to arriving

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Cancelling your Accommodation Licence Agreement

15 ACCOMMODATION FOR DISABLED STUDENTS

Accommodation for disabled students Accommodation Services offer a number of facilities for students with impairments. If you have a sensory impairment or medical condition that we need to be aware of, let us know as soon as possible and we will do everything we can to ensure you receive the right accommodation and necessary support from the Student Enabling Centre. It is particularly important you complete the section on the accommodation agreement entitled ‘additional/special information’. It is also advisable for you to send an email to Accommodation Services at: accommodationservices@wlv.ac.uk outlining your disability and any additional requirements that you believe needs to be taken into consideration.

Our facilities

We provide adapted accommodation at all campus sites to suit a variety of special needs. However, it may be necessary for you to visit the accommodation prior to your arrival to ensure all of your requirements are achieved to allow you to live an independent life. At all of our campuses we offer a number of wheelchair adapted rooms which include en-suite facilities, level access shower facilities and, in most cases, lowered kitchen facilities. Several rooms, both standard and en-suite, have facilities for

deaf/hard of hearing students. These rooms have flashing doorbells and visual alerts for the fire alarm. Accommodation Services or your local campus office can offer deaf alerters free of charge. These will be loaned for the duration of your stay in accommodation. If the equipment is not returned at the end of your Licence Agreement, £50 will be deducted from your accommodation deposit. Please ensure you notify Accommodation Services if you require a deaf alerter prior to your arrival. If you think you may need a carer to come with you to the accommodation; please give us plenty of notice so we can book rooms together. Please note: the Disabled Student Allowance is not currently available for students from overseas. Accommodation Services believe it is important that you view the accommodation before you commit yourself to a Licence Agreement, as everyone’s needs are different. We are happy to arrange a viewing at your convenience. Please note: an offer of a place on a course does not automatically guarantee you a room in University accommodation. If you find that your needs have changed during your time in accommodation, please contact Accommodation Services and we will try to assist you as best as possible.

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Moving in dates

Due to the flexible licence dates that Accommodation Services offer, there are several available moving in dates, please refer to your offer/acknowledgement letter for clarification:

Please note: you will be charged for any extra night’s stay outside the dates of the license. We regret that in most circumstances we will not be able to give you your allocated room prior to the contractual start date.

Legal Practise Course students Sunday 9 September 2012

Purchase bed linen and kitchen packs prior to your arrival

Accommodation Services are offering students the opportunity to purchase a number of items online to make you feel comfortable in your new home. This includes bed linen pack, kitchen utensil packs and extra storage so that you Academic Year, Nursing and PGCE students have one less thing to worry about as you prepare to leave Sunday 16 September 2012 home for University. For more information visit our estore: www.estore.wlv.ac.uk Semester 2 students Sunday 20 January 2013 International, EU and Semester 1 students Tuesday 11 September 2012

Items to bring with you

You can arrive to collect your keys from 10am on the stated date.

What If I arrive early?

Anyone arriving before the start date should contact Accommodation Services, who will try and provide an alternate room within the accommodation.

• • • • •

Towels. Desk equipment (ie. desk tidy, lamp). Computer/ laptop. TV, radio – remember you must buy a TV License! Basic food for a few days, although there are supermarkets close to all campuses. • Any items that will make you feel at home.

Completing your room inventory form Upon arrival you will be issued with a room inventory form. Please go through each point, inspect the condition of the item and make a note of any problems. If you identify any repairs or faults within your room you must log these issues using the FixIT! reporting system. Details of how to do this can be found on p17 and will also be attached to the room inventory form. The room inventory form must be completed and returned to Accommodation Services Offices at City and Walsall Campuses respectively or the Telford Campus reception. Please note: if you have not stated on your inventory form

any broken or damaged items, you may be charged for the damage/loss. You will not be able to add to your room inventory form once you have submitted it, so inspect your room closely to ensure you are not held responsible for damage that is not your fault.

Communal inventory form

Within your first few weeks in accommodation, the Residential Assistant for your block will undertake a kitchen meeting with all of the residents on your corridor. At this meeting you will be asked to complete as a group a communal inventory of your kitchen and communal areas. Any repairs, faults or missing items are to be reported using FixIT!

CONTENTS MOVING IN

Moving in

17 REPORTING A MAINTENANCE ISSUE

Reporting a maintenance issue If you notice any maintenance or repair issues in your room, you are required to report this via the FixIT! maintenance reporting system, which is available online. Your request will be processed Monday-Friday, 8am-5pm. Once a job has been reported, you will receive an email to confirm what action is being taken. Completing a maintenance report provides members of staff permission to gain access into your bedroom to resolve the issue in your absence. Outside of these hours emergency jobs should be reported directly to your local caretaking team. To use the online reporting system, you will need to register for an account: • Visit: http://facts.wlv.ac.uk • Click on ‘Register’ • Follow the instructions • Complete the following fields on the Add Requester details window. Some repair jobs can be completed instantly, while others may take a few days or weeks to complete. It is important that you do not report the same repair more than once – it will not be completed any quicker and you will waste administration time. For further assistance please contact either your campus reception, Residential Assistant or the Network Advisor. It is imperative that you remember to report all repairs or maintenance issues within your bedroom and communal area, as, once you have taken occupation, this becomes your responsibility.

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The Incident Reporting Procedure is the way in which Accommodation Services and Campus Operations deal with student complaints and queries. It’s designed to formalise any misdemeanours carried out by students in accommodation. It’s important that occupants understand that any incidents not reported to Accommodation Services will go unresolved and may lead to you being unnecessarily dissatisfied while in University accommodation. All reports should be submitted in writing either by email, letter or completion of the Student Query Form. All information that is reported to Campus Operations or Accommodation Services is treated in the strictest of confidence and the University aims to resolve your queries without causing you any further distress. However, in some cases, the University may require your permission to speak to other occupants that are causing you problems. Accommodation Services and Campus Operations aim to be discreet when dealing with all student queries. The incident procedure will be evoked if a student engages in offences against fellow students or staff. These could include: • • • • • • • • •

anti-social behaviour or criminal activity excessive noise bullying and harassment lack of cleanliness wilful damage/vandalism repeat kitchen failures or notices breach of Licence Agreement smoking in accommodation tampering with fire safety equipment, including covering fire/heat/smoke detectors, breaking fire bolts and removing extinguishers from their brackets.

Disciplinary action will be taken if a student engages in offences against fellow students/staff, or if a student partakes in offences that are likely to disrupt or adversely affect the conduct or reputation of the University. Examples include: • • • •

violent, threatening, offensive behaviour causing damage to University property engaging in fraud or deception any breach of the Licence Agreement clauses.

Please note: this list is by no means exhaustive and other student activities may be subject to the incident procedure.

Stage one

The student would be interviewed along with any witnesses and a statement taken. If it was the student’s first incident and it did not have serious health and safety implications to other occupants, staff or premises, then a first written warning would be issued and, if necessary, a fine imposed.

Stage two

If a student has already received a first warning letter or the incident is deemed to have serious health and safety implications to other occupants, staff or premises, then the student and any witnesses would be interviewed, statements taken and a final warning letter issued.

Stage three

If the student is involved in any further incidents and they have already received a first and/or final warning, or the incident had severe health and safety implications to residents, staff or premises, a Notice to Quit would be issued. This is a legal document that would be entered into court for the University to regain possession of the room that the student had been allocated. The student would be asked to leave the accommodation and would not be allowed to reside in any accommodation managed by the University.

Right to appeal

The student may appeal against all three stages of the incident procedure in writing with any supporting evidence within seven days from the date of the warning, to the person specified on the document. Please note: • Any information from the disciplinary investigation will be disseminated to the relevant Dean of the School and the written statements passed to the Conduct and Appeals Unit for them to pursue under a separate disciplinary procedure. If deemed necessary, the University could potentially suspend or exclude the student from the institution. • If the student has caused problems on campus, Accommodation Services have the right to refuse a request for accommodation should they apply for the following year.

CONTENTS REPORTING AN INCIDENT

Reporting an incident

19 STAYING SAFE

Staying safe – in and around campus Personal safety

You must think about your own personal safety when in and around campus. Here are some tips: • When out in the dark, walk with someone else. • Do not take short cuts: stick to well-lit areas. • Share a taxi with friends. In and around Wolverhampton City Campus, there are signposted ‘Safer Walking Routes’, which show the recommended safer route for students to walk to and from the University to accommodation.

Safety of your belongings

• Do not leave expensive equipment out on display. • Close your curtains at night (especially if you live on the ground floor). • Do not keep large amounts of cash in your room. • Do not let anyone into accommodation that you do not know. If you see someone in your corridor or block that you do not recognise, contact Security and they will investigate. • Ensure bedroom windows are shut when you leave, and kitchen windows are shut at night.

Your accommodation is provided with layers of security protection. Each building entrance has a separate lock (either key or swipe card operated) to restrict access and a unique lock on your bedroom door ensures you are the sole person able to access your room. Access to kitchen areas are controlled by means of either a lock on the kitchen door or a unique lock fitted to the corridor entrance. No one will be permitted access to your room without your written permission other than University staff on authorised business or in an emergency. Caretaker and Security staff are on duty 24 hours, seven-daysa-week. They carry out regular patrols around the campus sites. However, if you spot anything suspicious please report it straight away. Security staff can be recognised by their distinctive uniform and are encouraged to wear their ID badges. Important telephone numbers for Campus Security Staff: City – 01902 322 106 Telford – 01902 323 900 Walsall – 01902 323 200

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– in the event of a fire

Malicious activations

Tampering with, or vandalism to, these fire safety devices will result in disciplinary action, financial penalties, and you will be reported to the Police. If a student maliciously activates a fire alarm a fine of £250 and a final warning will be issued to the student. If this is repeated again a fine of £300 will be issued and the student’s case will be passed to the Conduct and Appeals Unit. The student may then be suspended from accommodation whilst this is being investigated and may then be issued with a Notice to Quit.

Failure to evacuate

If an occupant does not evacuate the building upon hearing a fire alarm without due course, they will be issued with a £25 fine and a first warning. If this happens a second time the student will be issued with a £50 fine and a final warning. If they then fail to evacuate for a third time the student will be fined £50 and may then be issued with a Notice to Quit.

Covering or tampering with smoke detectors

If an occupant covers the smoke detector heads in either their bedroom or communal area, or otherwise interferes with the fire detection or fire safety equipment, the student will be issued with a fine of £50 and first warning. If this happens a second time the student will receive a final warning and a £100 fine. If this happens a third time the student may be asked to leave accommodation through a Notice to Quit or suspension and be fined £100.

Banned items

Students wishing to bring additional electrical cooking items (ie. rice cookers, juicers, smoothie makers, sandwich toasters) should ensure that those items conform to current EU standards. Items that do not conform to these standards will be confiscated. These items must only be used in kitchen areas. If you decide to bring any electrical equipment into accommodation, it is advised that it is PAT tested for safety. You can arrange this by contacting Accommodation Services. There will be a small cost for this service. If items are deemed a risk to health, safety, welfare, or not conducive to communal living, they will be confiscated without notice and this will be construed as an automatic breach of the Licence Agreement. Any student(s) found using banned items may be subject to disciplinary action. This may include loud stereo systems, speakers, television equipment and musical instruments. This list is not exhaustive and items may be added to at the management’s discretion. Items banned in accommodation include: • cooking appliances in bedrooms (kettles, toasters etc) • candles, joss sticks and oil burners • smoking equipment (such as bongs, sheesha, ashtrays etc) • electric, oil and halogen heaters/fans • mini fridges/freezers • ceremonial knives • deep-fat fryers and chip pans in bedrooms or kitchens. Students are not permitted to have posters in the corridors or on the front of bedroom doors. This is a fire risk and any items will be removed by members of staff where necessary.

CONTENTS STAYING SAFE

Details of fire regulations are posted throughout the accommodation. All doors within University accommodation are fire doors and are there to protect you in the event of a fire. Do not wedge open fire doors – it is a disciplinary offence.

21 CHANGING ROOMS / RESIDENTIAL ADDIDTANTS

Changing rooms Any student can request to change rooms throughout the Academic Year, but moves cannot be guaranteed by Accommodation Services. If you who would like to move rooms, you must complete a Student Query Form available from your Campus Reception. You will be placed on the waiting list and contacted when a room becomes available. Please note: • There is a fee of £25 to cover cleaning and administration costs. • There will be no room changes during the first two weeks of the Academic Year. • Students must not swap rooms or move to another room without permission from Accommodation Services.

Residential Assistants All campuses have a team of Residential Assistants (RAs) that are here to help you in any situation. Each block will have a designated RA and they will be visible from the moment you move into accommodation. RAs are returning students that have lived in the accommodation previously so will know what to do in almost every situation. There are also senior RAs that will be able to help if your block RA cannot. Look out for the RAs in your first few days of living at University – they will provide you with their details so you can contact them if you need to. If you would like further information about your RAs and how to contact them, please contact Accommodation Services

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Accommodation Services Office

You can contact Accommodation Services if you have any queries about: • allocation enquiries • room change requests • invoice queries • service complaints • deposit returns • private sector enquiries • neighbour problems.

Opening hours Campus receptions offer general information and advice in relation to accommodation. City Campus Monday-Friday, 9.00am-5.00pm. Tel: 01902 321 268 Telford Campus Monday-Friday, 9.00am-5.00pm. Tel: 01902 323 900 Walsall Campus Monday-Friday, 9.00am-4.30pm. Tel: 01902 323 200 Email: accommodationservices@wlv.ac.uk Web: www.wlv.ac.uk/accommodation Facebook: /accommodationservices Twitter: @accommsvcs

CONTENTS HOW TO CONTACT US

How to contact us

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Tel: 01902 321 268 Email: accommodationservices@wlv.ac.uk Visit: www.wlv.ac.uk/accommodation