Guide to Living on Campus - University of Winchester

<strong>Guide</strong> <strong>to</strong> <strong>Living</strong> on Campus
Incorporating the Student Resident Regulations
Issued 2013

Table of Contents
Welcome
Before you arrive Accepting/declining your offer of accommodation ....................................... page 3
Your accommodation Licence Agreement........................................................ page 3
Arrival information How <strong>to</strong> find us.......................................................................................................... page 4
When you have arrived Room Inven<strong>to</strong>ry....................................................................................................... page 5
How <strong>to</strong> report any problems................................................................................ page 5
Welcome Week arrangements............................................................................. page 5
PAT testing................................................................................................................ page 5
Support Student Housing Services...................................................................................... page 6
Residential Staff Wardens...................................................................................... page 6
Residential Assistants............................................................................................. page 6
Site Stewards............................................................................................................ page 7
Student Services...................................................................................................... page 7
Chaplaincy................................................................................................................. page 7
Universities UK Code of Practice.......................................................................... page 7
Finance Rent levels for 2013................................................................................................ page 8
How <strong>to</strong> pay your rent............................................................................................. page 8
Other financial support.......................................................................................... page 8
Facilities and Services Cleaning..................................................................................................................... page 9
Maintenance............................................................................................................. page 9
Internet...................................................................................................................... page 9
Catering..................................................................................................................... page 9
A few pointers Laundry...................................................................................................................... page 10
Shops.......................................................................................................................... page 10
Quiet Regulations................................................................................................... page 10
Parking........................................................................................................................ page 10
Visi<strong>to</strong>rs....................................................................................................................... page 10
Posters / pictures..................................................................................................... page 10
Registering with a GP............................................................................................. page 10
Lost Keys.................................................................................................................... page 10
Moving out of halls early Withdrawing from the University........................................................................ page 11
Moving out early...................................................................................................... page 11
Absence from halls.................................................................................................. page 11
Where will I live next year?................................................................................... page 12
Quick reference Information Your postal address................................................................................................. page 13
Useful contacts........................................................................................................ page 13
The Student Residence Regulations
Terms & Conditions of your Licence Agreement
1

Welcome
Welcome <strong>to</strong> the University of Winchester. We hope you will soon feel at home and discover your way around. The Student Housing
Services team are here <strong>to</strong> help you settle in and sort out any queries you may have.
This booklet tells you everything you need <strong>to</strong> know about on campus accommodation. Please take the time <strong>to</strong> read through the
information – if you have any questions before you arrive, please contact the friendly and helpful Housing Services team.
There are some important things <strong>to</strong> do before you arrive and this guide will take you through what you need <strong>to</strong> do. It then gives you
some useful information <strong>to</strong> help you settle in quickly.
The last half of the guide is the Student Residence Regulations. These Regulations, along with the online or paper form acceptance
process, form the licence you will agree <strong>to</strong> before moving in. In signing the Licence Agreement you agree <strong>to</strong> abide fully by the
regulations which include paying for the full Period of Letting. If there is anything you don’t understand, please get in <strong>to</strong>uch and
please read the Regulations before agreeing <strong>to</strong> the Licence Agreement.
There will be a University Welcome talk during Welcome Week which you are invited <strong>to</strong> attend. The first session runs from approx.
4pm, normally on the Thursday during Welcome Week, and Residential Assistants will contact you <strong>to</strong> meet up and take you there.
There will also be Hall talks for all areas as an ‘Introduction <strong>to</strong> living in housing’, where you will meet the Housing Manger (On
Campus), Residential Operations Manager, Duty Wardens and Residential Assistants (if you haven’t met them already!). You will be
invited <strong>to</strong> this after Welcome Week and do need <strong>to</strong> attend it, as it will provide helpful information on living in Halls as well as how
you could possibly win Student Union event tickets throughout the year with the ‘Switch off’ Campaign.
Have an enjoyable and productive year!
Student Housing Services
2

Before you arrive
Now you have received your offer of accommodation,
there’s a few things you need <strong>to</strong> do before you arrive.
1. Accept or decline your offer of
accommodation
How <strong>to</strong> accept the offer
If you wish <strong>to</strong> accept our offer of housing, you should log in
<strong>to</strong> your online housing account <strong>to</strong> accept your room and give
your electronic signature for your Licence Agreement. In doing
this, you will enter a legally binding Licence Agreement with
the University of Winchester so it’s vital that you read and
understand the information in this booklet and online. More
information about your Licence Agreement is given on this
page.
Note: Keys <strong>to</strong> housing will not be issued until you have
electronically signed your Licence Agreement.
How <strong>to</strong> decline the offer
If you do not wish <strong>to</strong> accept our offer of housing, you should
log in <strong>to</strong> your online housing account and follow the on screen
instructions <strong>to</strong> decline the offer.
Please note, if you choose <strong>to</strong> decline this offer and then change
your mind, it is very unlikely we will be able <strong>to</strong> offer you
another room.
Note: If you have been issued with a paper offer pack and
Licence Agreement, your instructions on how <strong>to</strong> accept or
decline are contained in the offer pack.
2. Sort out a TV licence
If you are going <strong>to</strong> watch live TV in your room, you will need <strong>to</strong>
have a licence. Please check the TV licensing website for more
details: http://www.tvlicensing.co.uk/
3. Sort out insurance for your
belongings
If you currently live with your parents, ask them <strong>to</strong> check their
home contents policy as you may already be covered in Halls
of Residence on their policy. If not, there are various companies
that offer student insurance.
Some information about your Licence
Agreement
Your Licence Agreement is an important document that, once
you sign it, becomes legally binding. This means you agree
among other things <strong>to</strong> pay for your accommodation for the
duration of the Period of Letting. Please take the time <strong>to</strong>
read through the Student Residence Regulations before you
give your electronic signature because they are part of that
document. If there is anything you don’t understand, please get
in <strong>to</strong>uch with Student Housing Services.
The Licence Agreement is for the academic year, and you are
expected <strong>to</strong> remain in this room for that period. Any move out
of residence can only happen if the Housing Services Manager
has agreed <strong>to</strong> it, and a replacement for the room has been
found. You are liable for the rent if a replacement cannot be
found unless you are leaving the University completely.
How we deal with any breaches
Within the regulations are details of how the University will
deal with any breaches of the Licence Agreement. Schedules
1, 2 and 3 at the end of the document give you a summary,
including administrative charges that could be applied.
Catered Agreements
Students in catered halls pay rent for 28 weeks. This is strictly
for the published University terms only. Your Licence Agreement
details the dates for 2013-14.
Catered Arrangements for the holidays are as follows:
Students must vacate their room by midday on the Saturdays
at the end of term. They can arrive back <strong>to</strong> their room from
4pm on the Sundays at the start of term.
Over Christmas, students pay a half rent retainer and can leave
possessions in their room. Over Easter, no rent is payable so
students must clear their room completely.
Self-Catered Agreements
Students in self-catered halls pay rent for 37 or 40 weeks,
which includes the Christmas and Easter vacations. This means
you don’t have <strong>to</strong> move out during the vacations. Please check
your Licence Agreement for the dates of your contract.
Self-Contained Flats
Students in self-contained flats pay rent for 50 weeks.
3

How <strong>to</strong> find us
Travelling by car, Park and Ride and on foot
Visi<strong>to</strong>rs travelling by car on the M3 should leave at Junction 11,
pass through Badger Farm Road and turn right at the second
roundabout <strong>to</strong> proceed along Romsey Road. West Downs
is on the left hand side and opposite West Downs you can
drive down Queens Road <strong>to</strong> Sparkford Road <strong>to</strong> find our Main
Campus. The South Winchester Park and Ride is accessible from
Junction 11 of the M3. There are Park and Ride bus s<strong>to</strong>ps along
Romsey Road close <strong>to</strong> West Downs. Please see the map below
for the location of public car parks in the city centre and for
directions on foot <strong>to</strong> Romsey Road and Sparkford Road. Our
campuses are approximately a 15 minute walk from the city
centre.
By train
Our campuses are less than one mile (approximately 15
minutes walk) from the railway station. Leave the railway
station by the main exit and turn right in<strong>to</strong> Station Road
leading in<strong>to</strong> Upper High Street. Turn right over the bridge and
then in<strong>to</strong> Clif<strong>to</strong>n Terrace. Walk along Clif<strong>to</strong>n Terrace until you
reach the main road (Romsey Road). Walk up the hill past the
prison and the Hillier garden centre, the entrance <strong>to</strong> the West
Downs Centre is on your right. You can turn left just before the
prison and walk down St James Lane <strong>to</strong> Sparkford Road <strong>to</strong> find
our King Alfred Campus.
Key Collections
During main arrivals <strong>to</strong> Halls keys can be collected from West
Downs, after this key collection is mainly from Main Reception
on the King Alfred Campus. Further information on arrivals is
published on our webpages.
West Downs Campus
including Halls of
Residence
King Alfred Campus
including Halls of
Residence
4

When you have arrived
Room inven<strong>to</strong>ry
When you collect your key, you will be given an inven<strong>to</strong>ry of
contents and condition for your room. This is an important part
of your Licence Agreement and ensures you don’t get charged
for damage you didn’t cause.
When you arrive in your room, complete the inven<strong>to</strong>ry and
return it <strong>to</strong> the Housing Office (St Swithuns, room 1) within
seven days.
Note: the inven<strong>to</strong>ry is a record of the condition of your room,
not a maintenance reporting form. Please see below for how <strong>to</strong>
report any issues that require attention.
How <strong>to</strong> report Maintenance problems
For any maintenance issue please always use the below method
<strong>to</strong> report it. This ensures the problem will be dealt with as soon
as possible and you will be kept updated of progress personally.
• Go <strong>to</strong> the University Intranet homepage.
• Click on the ‘Maintenance and Porterage’ link along the <strong>to</strong>p
of the page.
• Log in using your normal University IT account log on, and
work through the reporting form.
For more information on Maintenance p9.
For all other queries or concerns, contact Student Housing
Services.
Welcome Week arrangements
Welcome Week is designed <strong>to</strong> help you settle in<strong>to</strong> University
and make friends. You will receive lots of information from the
University and the Students’ Union letting you know what’s
going on.
University Welcome
There will be a University Welcome talk during Welcome Week
which you are invited <strong>to</strong> attend. The first session runs from
approx. 4pm, normally on the Thursday during Welcome Week,
and Residential Assistants will contact you <strong>to</strong> meet up and take
you there.
Hall talks: ‘Introduction <strong>to</strong> living in Halls’
There will be Hall talks for all areas where you will meet
the Housing Manger (On Campus), Residential Operations
Manager, Duty Wardens and Residential Assistants (if you
haven’t met them already!). You will be invited <strong>to</strong> this after
Welcome Week and do need <strong>to</strong> attend it, as it will provide
helpful information on living in Halls as well as how you could
possibly win Student Union event tickets throughout the year
with the ‘Switch off’ Campaign.
PAT testing of electrical items you bring <strong>to</strong>
halls
All portable electrical items brought in<strong>to</strong> the accommodation
will be PAT tested for safety during the autumn term. Exact
details of when your items will be tested will be provided after
you move in.
Each item tested will be given a sticker as evidence of the
successful test.
Any items that fail the PAT test and cannot be repaired will be
removed from the residence and retained of by the University
Safety & Security Officer as they are not safe <strong>to</strong> be used. These
items may be s<strong>to</strong>red (on arrangement) for collection by the
student at the end of the Licence agreement.
PLEASE SEE ITEM 2.44 OF THE STUDENT RESIDENCE
REGULATIONS.
There is a one off charge of £15 per student for PAT testing
which is included in <strong>to</strong>tal rent amounts.
Note: Items that are defined as Portable equipment include;
computers, printers, TV’s, hairdryers/ straighteners, Hi-fi
equipment (including decks), kettles, <strong>to</strong>asters, vacuum cleaners,
plug in heaters, table lamps, microwaves etc.
For more information see www.pat-testing.info
5

Support
Student Housing Services
If you have any problem, issue or question about your
accommodation, Student Housing Services are here <strong>to</strong> help
you.
Housing Advisors (on and off campus)
Housing Advisors provide excellent cus<strong>to</strong>mer service <strong>to</strong>
students visiting the housing office. They coordinate room
allocations and room changes and support the Housing
managers with on and off campus work and administration.
The Housing Office is in room 1 of St Swithuns Lodge on the
King Alfred Campus and is open <strong>to</strong> student enquiries between
10am and 3pm Monday <strong>to</strong> Friday during term time. We are
open for telephone enquiries between 9am and 5pm (Monday
<strong>to</strong> Thursday) and 9am <strong>to</strong> 4.30pm (Friday).
Just call 01962 827533 or send us an email at
housing@winchester.ac.uk
Staff
(Staff correct at time of printing)
Rosemary Thorne
Student Housing Services Manager
The Housing Services Manager, has overall
responsibility for the housing provision <strong>to</strong>
students at the University of Winchester. Their
role spans from the allocation of rooms in
University managed accommodation <strong>to</strong> coordinating all private
sec<strong>to</strong>r housing and landlord interest offered <strong>to</strong> the University’s
students.
Sharon Littlecott
Residential Operations Manager
The Residential Operations Manager is
the operational manager for all University
managed accommodation (on & off campus).
Their role is pas<strong>to</strong>ral and supportive <strong>to</strong>
students whilst ensuring fair discipline and efficient day <strong>to</strong> day
operations in University managed accommodation.
Lauren Lawlor-Curle
Housing Manager (on campus)
The Housing Manager (on campus) is
responsible for the day <strong>to</strong> day operations
in the on-site Residences. Their role spans
from being supportive <strong>to</strong> residents alongside
managing discipline <strong>to</strong> dealing with practical issues.
Helen Wright
Housing Manager (off campus)
The Housing Manager (off campus) is
responsible for the day <strong>to</strong> day operations in
the off-site Houses. Their role spans from
being supportive <strong>to</strong> residents alongside
managing discipline <strong>to</strong> dealing with practical issues.
Stewart Clark Michael Rice Anna McLaughlin
Residential Staff Wardens
Wardens are members of University staff who are also
employed <strong>to</strong> look after the welfare of resident students.
Wardens live in accommodation on site and are close at hand
out of hours if a need should arise. A duty warden system
operates and the contact numbers will be prominently
displayed on your wall planner when you arrive.
Dave Mason Chalie Broom Jaime Henley
Shane Phillips
Conor Power
Residential Assistants (RAs)
Residential Assistants are student members of staff who act
as a first point of contact for queries and concerns. They are
on duty during the evenings and will visit all areas of housing
regularly. As well as providing advice and assistance with
queries, they will also carry out regular checks on Health and
Safety and other matters. Please do contact a Residential
Assistant if you have a question or concern, contact details for
them will be on Housing Wall Planners in Hall kitchens. They
will report more serious concerns back <strong>to</strong> the Duty Wardens
and the Housing Manager (on campus).
6

Site Stewards
Site Stewards are the University security officers and are
based at West Downs and on the King Alfred Campus. They
are contactable 24 hours a day. They are here <strong>to</strong> help with
unwanted visi<strong>to</strong>rs, noise and give security advice, as well as
help with directions and parcels. All Site Stewards are first aid
trained and are on hand <strong>to</strong> deal with any emergencies.
You can contact the Site Stewards on 7667 (West Downs) or
7666 (King Alfred) from an internal phone.
The Universities UK Housing Code of Practice
The UUK Code of Practice for Management of Student Housing
was developed primarily <strong>to</strong> assist managers, and anyone
involved in the management, of student accommodation by
setting out the main elements of good management practice.
It covers health and safety, maintenance and repair, and
relationships between managers and student tenants and is
also designed <strong>to</strong> assist students in understanding both the
standards and procedures applying <strong>to</strong> their accommodation
and their obligations as tenants or licensees.
• Welfare
• Health
• Study Skills
• Money Matters
• Access <strong>to</strong> Learning Funds (hardship funds)
• Counselling
• Specialist help for students with disabilities and learning
differences
• Specialist support for international students
• Specialist support for Care Leavers
For contact details, please see your Student Handbook handed
<strong>to</strong> you during Enrolment, and Housing Wall Planners in every
Hall Kitchen.
Chaplaincy
The Chaplaincy is for everyone in the University, regardless of
faith or lack of it. They don’t try <strong>to</strong> make you religious, but will
listen and talk in confidence about matters great and small.
The Chaplaincy also runs a range of activities which can provide
a great way <strong>to</strong> meet people.
Further information on this code can be found on the
Universities external and internal accommodation web pages or
from the Housing office.
E-mail the Dean of Chapel: Peter.Waddell@winchester.ac.uk
or visit: facebook.com/UWChaplaincy
Student Services
You have come <strong>to</strong> University with high expectations and loads
of enthusiasm. However excited you were about starting
this new chapter of your life you may find that it is hard <strong>to</strong>
settle in and you feel homesick. This is a normal part of the
experience of leaving home. It is not uncommon, nor is it a sign
of weakness and you can be sure that there are many other
students experiencing similar feelings. It often helps <strong>to</strong> talk. The
student services team is here <strong>to</strong> offer support, guidance and
information.
7

Finance
Rent Levels for 2013-14
Room Type
Nightly Rate
Length of standard Licence
Agreement (weeks)
Total payable for full contract
Queens Road Standard Ensuite £17.50 40 £4,900.00
Queens Road Twin (per person) £10.37 40 £2,903.60
Burma Road Standard Ensuite £17.85 40 £4,998.00
West Downs Standard £15.14 37 £3,921.26
West Downs Ensuite £17.50 37 £4,532.50
Catered Halls £19.83 28 £4,083.38*
Beech Glade Flat £17.04 37 £4,413.36
St Elizabeths Annexe £15.14 37 £3,921.26
1 bedroom flat £20.58 50 £7,203.00
2 bedroom flat £22.63 50 £7,920.50
*The catered rate includes the catering fee of £54.25 per week
and the Christmas vacation retainer fee of £157.04
How <strong>to</strong> pay your rent
There are two ways <strong>to</strong> pay your rent:
• Pay in full before 11th Oc<strong>to</strong>ber 2013 and you will receive a
discount of £100 (just take this amount off the <strong>to</strong>tal when
you make your payment). NB The discount is per room, if
there are multiple occupants then the discount will be prorata.
• You can pay by direct debit in three instalments on 11th
Oc<strong>to</strong>ber 2013, 7th January 2014 and 4th April 2014. Just
fill in the Accommodation payment form and direct debit
mandate included in your housing offer information.
Please note: no other instalment plans are available. Payment
is either made in full or by 3 direct debit instalments
Having financial difficulties?
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 <strong>to</strong> address them and you will find the staff you deal
with approachable and understanding.
The Finance Department
Please make sure you contact Finance before you miss any
payments due. The friendly and helpful staff will be able <strong>to</strong>
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 main building on the
King Alfred Campus 10am <strong>to</strong> 3pm Monday <strong>to</strong> Friday or call
01962 82 7275/7265/7536
Student Services
If you are having financial difficulties, please make an
appointment with a student adviser. They can give you
budgeting advice and let you know if you are eligible for extra
support through the Access <strong>to</strong> Learning Fund.
Just call 01962 827341 or call in<strong>to</strong> the Student Centre (Main
Building, King Alfred campus) <strong>to</strong> book an appointment.
What if your student loan is delayed?
For students whose first instalment of their student loan is
delayed beyond the payment date in Oc<strong>to</strong>ber, the University
will permit them <strong>to</strong> pay their Occupation Fee within ten days of
receipt of their loan. Students must notify the Finance Office if
their loan is delayed at least 10 days before the instalment date
<strong>to</strong> complete the relevant paperwork, otherwise this arrangement
will not apply and the student will be deemed <strong>to</strong> be late in
making payment. The £50 late payment fee will be applied.
Student Services can also issue small loans for those with
delayed student loans. These need <strong>to</strong> be paid back within 10
days of receipt of your student loan.
8

Facilities and Services
Cleaning
You are responsible for cleaning your room and for removing
your room and communal area rubbish <strong>to</strong> the bin points
outside. You need <strong>to</strong> do this regularly (on a daily basis for the
kitchen rubbish).
Campus Management and Housing staff undertake room
cleanliness checks once a term and the dates for the checks are
on Housing Wall Planners in Hall kitchens. Please make sure
you are familiar with the dates - they will take place!
University cleaning staff will clean the communal areas on a
regular basis. Please help them in their work by leaving these
areas tidy and remember, a charge may be applied if a room or
communal area is not kept <strong>to</strong> an acceptable standard.
If, after an inspection, the Residential or Housing managers feel
that a bedroom is in an unacceptable condition, a charge may
be applied. Please check schedule 2 of the Regulations, at the
back of this booklet for details.
Maintenance
The University Maintenance team is here <strong>to</strong> sort out any issues
that may arise in either your room or the communal areas of
the accommodation.
(Please note that Maintenance do not deal with IT related
problems. Please see the ‘Internet Access’ section below)
How <strong>to</strong> report a problem
Please always use this method <strong>to</strong> report maintenance issues.
This ensures the problem will be dealt with as soon as possible
and you will be kept updated of progress personally.
• Go <strong>to</strong> the University Intranet homepage.
• Click on the ‘Maintenance and Porterage’ link along the <strong>to</strong>p
of the page.
• Log in using your normal University IT account log on, and
work through the reporting form.
• Follow the on screen instructions.
If you have a maintenance emergency (i.e. flood,
electrical danger) that needs immediate attention, please
contact the Site Steward on 01962 827666 (King Alfred
campus) or 01962 827667 (West Downs).
At the beginning of the new academic year the Maintenance
team are particularly busy and non-urgent repairs will be acted
on in order of priority so please be patient at this busy time.
Staff undertake an annual room check during the summer term.
Dates are given on Housing Wall Planners in Hall Kitchens.
Internet Access
Student rooms in University housing are all equipped with
data link points. Just plug in your computer or lap<strong>to</strong>p <strong>to</strong> get
access <strong>to</strong> the internet. The cost of data connection is included
in the rent, and wireless is available from every University halls
providing students with flexible study options, <strong>to</strong> check your
equipment will work on site before you arrive visit:
republic.winchester.ac.uk/authentication/_remotescan.html
If there are any problems with University technology, contact
the IT Helpdesk on telephone extension 01962 827654 or via or
via the ‘University Technology’ Intranet page.
Catering
Resident students on the part-board catered package will be
issued with their Campus Card when they collect their key, and
this also acts as your catering card <strong>to</strong> be used for paying for meals
. You can use your Campus card in all the University’s catering
outlets (the Food Hall, Learning Café, Games Room and Cafe
Life.) Part-board means approximately 14 meals per week.
A catering credit of £54.25 is loaded on<strong>to</strong> your card each week,
starting the first time you use the card and every Saturday
thereafter during term time. Once the credit is used you will not
be able <strong>to</strong> use your card <strong>to</strong> purchase food unless you load extra
money on<strong>to</strong> it. This can be done by setting up a smartsuite
account which allows you <strong>to</strong> transfer funds from your credit or
debit card <strong>to</strong> your catering card. Full details are available on the
Catering Intranet webpages. Once you have transferred funds
you will continue <strong>to</strong> get preferential discounts on a variety of
food and drink purchases. At the end of each week, the card
is loaded with the new week’s credit so please remember <strong>to</strong>
spend your balance each week as it is not transferable.
Please note: catering cards can only be used by the student
named on the card.
Students with a self-catering package and non-resident
students are welcome <strong>to</strong> use the catering facilities and you can
either pay in cash or, <strong>to</strong> take advantage of the discounts and
benefits available from your Campus Card, simply go <strong>to</strong> the
Catering webpage as above and follow the instructions. This will
guarantee you a preferential rate on a range of products and
avoid the need <strong>to</strong> carry cash.
Opening Times
Food Hall
Monday-Thursday 08.00-14.30 and 17.00-19.00
Friday 08.00-14.30
Saturday and Sunday Closed
Learning Cafe
Monday-Friday 08.00-20.00
Saturday and Sunday 10.30-18.30
Cafe Life
Monday-Thursday 08.00-15.30
Friday 08.00-15.00
Games Room
Monday-Sunday 12.00-15.30 and 16.00-19.00
Wednesday and Friday 21.00-02.00
KKB – Cyber Italia
Mon-Fri 08.00-20.00
Weekends 10.30-18.30
Pizza Delivery until 2am
9

A few pointers
Vending Zones
Vending machines are located at various points around the
University campuses. There are a variety of machines vending hot
and cold drinks, cold snacks and confectionery. A map is available
at various locations around campus and on the Catering intranet
webpages and most machines take Debit Cards.
Laundry
The launderettes are run by the Student Union and are based at:
Burma Road Student Villages 24 hours access with Campus card.
West Downs 24 hours access
King Alfred campus Open 7am-7pm.
Costs
£2.20 a wash
£1.20 a dry
Please make use of these, and avoid drying clothes in rooms or
draping wet washing on radia<strong>to</strong>rs, as this can lead <strong>to</strong> damp and
mould issues.
Shops
The Students’ Union run shops on both the King Alfred and
West Downs campus selling groceries, newspapers and
magazines and Winchester branded clothing.
Opening Times (term time)
King Alfred Campus (University Centre)
Monday-Friday 08.00-21.00
Saturday-Sunday 10.00-16.00
West Downs
Monday-Friday 08.30-22.00
Saturday-Sunday 12.00-21.00
Quiet House regulations
Quiet areas are hopefully beneficial for two main reasons.
The first, <strong>to</strong> benefit the resident student who has asked <strong>to</strong> be
allocated a quieter area, and secondly <strong>to</strong> benefit our neighbours
who live in close proximity <strong>to</strong> quiet houses.
The quiet areas are generally on the outside perimeters of
the villages closest <strong>to</strong> our resident neighbours, Beech Glade
is the only fully designated quiet building. All other areas are
designated ‘moderately quiet’.
No, we don’t have a noisy house category! We expect residents
<strong>to</strong> refrain from excessive noise at all times, but within quiet
areas we ask you <strong>to</strong> refrain from excessive noise especially
between 2230hrs and 0800 hrs and moderately quiet
accommodation between 2300hrs and 0800hrs. See the
Student Residence Regulations for more details.
Car Parking
As you may well already know, resident students may not bring
a car on<strong>to</strong> campus. The University has a very small number of
parking spaces that are for staff and students who live outside
Winchester. We strongly advise you not <strong>to</strong> bring a car <strong>to</strong>
Winchester as most neighbouring roads <strong>to</strong> campus are covered
by resident permit zones.
Winchester is a small city and everywhere is within walking
distance, the main shopping area is only a 10-15 minute walk
from the campuses and the railway station is about 15minutes
walk from the University, there is a good network of buses that
cover the city.
Parking permits for campus will not be issued <strong>to</strong> resident
students unless they are a disabled badge holder or have a
small child living with them. For more information, please have
a look at the University website for the Student Parking policy.
Smoking
All University accommodation is a designated no smoking
area. If you wish <strong>to</strong> smoke, please go outside and away from
buildings and windows.
Visi<strong>to</strong>rs
Overnight visi<strong>to</strong>rs are not allowed on a regular basis, but
occasional visi<strong>to</strong>rs at weekends can be permitted by prior
arrangement. Please notify the Site Steward if you intend
having a guest <strong>to</strong> stay. They will need <strong>to</strong> sign in at the Site
Steward Office.
Please do not invite people you do not know back <strong>to</strong> your
house or halls!
Posters/pictures
These should not be fixed <strong>to</strong> walls. Pin boards are provided. Blu/
white tack, sellotape, hooks, nails etc should not be used on
walls.
Registering with a GP
You will need <strong>to</strong> register with a local GP Practice when you
move <strong>to</strong> live at or near the University. You can either register
with The Friarsgate Practice that runs a surgery on site or
choose <strong>to</strong> register with either of the two other Practices in
Winchester. Alternatively you may choose <strong>to</strong> register with a
Practice in the surrounding area. To find a GP Practice in your
area please visit: www.choices.nhs.uk
The three practices in Winchester, including the one onsite are:
The Friarsgate Surgery (onsite) - Tel: 01962 871730
St Clements Surgery - Tel: 01962 852211
St Paul’s Surgery - Tel: 01962 853599
Loss of campus key/identity card:
1. Call the Site Steward on 01962 827666 or 827667. The team
will assist with access <strong>to</strong> halls of residence until the following
working day
2. Email campuscard@winchester.ac.uk <strong>to</strong> request a
replacement card (there will be a charge)
Loss of an accommodation key:
1. Call the Site Steward on 01962 827666 or 827667. The team
will assist with access <strong>to</strong> halls of residence until the following
working day
2. Email security@winchester.ac.uk <strong>to</strong> get a replacement key
(there will be a charge for this).
10

Moving out of halls early
This section explains what <strong>to</strong> do if you want <strong>to</strong> move out of
your accommodation early.
Withdrawing from your course / Suspending
studies
If you are thinking of leaving University, there are a number of
people you can chat <strong>to</strong> before you make a decision. Residential
Assistants or a Duty Warden will be able <strong>to</strong> talk through
any concerns you may have, and you can also pop in<strong>to</strong> the
Housing Office or Student Services who can tell you what
support is available. If you do decide <strong>to</strong> leave or are suspending
your studies, you must make contact with the following
departments:
Student Services: make an appointment with a student
adviser who will be able <strong>to</strong> let you know if there is any
additional support <strong>to</strong> help you if you are struggling with
academic or personal issues. If you have definitely made the
decision <strong>to</strong> leave, they will take you through the withdrawal
process and if appropriate, suggest an appointment with a
careers adviser, who will help you decide what <strong>to</strong> do next.
Registry: <strong>to</strong> fill in a withdrawal form. You may be eligible for a
refund of some of your tuition fees but until you complete the
form, this won’t be processed.
Moving out early
When you sign your Licence Agreement and move in<strong>to</strong> halls,
you agree <strong>to</strong> pay the occupation fee and where applicable the
Christmas vacation retainer and catering fees for the whole
period of letting. If you wish <strong>to</strong> leave before the end of the
period of letting you will still need <strong>to</strong> pay these fees unless
you or Housing Services can find a suitable replacement, not
already living in University managed accommodation <strong>to</strong> take
over your room.
If you want <strong>to</strong> move out, come and speak <strong>to</strong> staff in the
housing office who will advise you and let you know if we have
a replacement for your room. If a replacement is found, you will
s<strong>to</strong>p being liable for fees on the day they take over the licence.
If you find a replacement, you must bring them <strong>to</strong> the housing
office so we can check they are suitable.
Absence from halls
If you know you are going <strong>to</strong> be away from your room for more
than a week (apart from during the University vacations), please
let Student Housing Services know and tell them when you’re
back. This is not <strong>to</strong> check up on you, it’s just so we know you
are not there for security and fire safety reasons.
Housing: <strong>to</strong> fill in a withdrawal from housing form. Students
withdrawing from the University will be released from their
accommodation licence subject <strong>to</strong> 14 days notice (this means
you move out, hand in your key then s<strong>to</strong>p being liable for rent
on the room). Until you complete the form, the notice period
will not start and you carry on being liable for rent for the room.
11

Where will I live next?
Once you have settled in<strong>to</strong> your room in halls and made your
friendship groups you will probably want <strong>to</strong> start thinking about
where you are going <strong>to</strong> live for the next academic year. Student
Housing Services can offer you help and advice on this and has
a dedicated Off Campus housing team.
January 2014
This is the time the University releases all its accommodation
listing from local landlords. There will be a Housing event
in December where Housing staff, local landlords and other
representatives will be on hand <strong>to</strong> advise you about house
hunting. Most students find accommodation through one of a
number of routes.
University Student/Landlord Forum
All properties advertised by the University on the ‘StudentPad’
website are registered with the Student/Landlord Forum - this
means that they have <strong>to</strong> provide a valid gas safety certificate
and <strong>to</strong> have had an electrical wiring safety check within the last
five years.
All properties registered with the University have also been
accredited by the Winchester Student Housing Accreditation
Scheme. This scheme is aimed at students who wish <strong>to</strong> live in
houses that are safe and of a good quality. The scheme was
launched in September 2003, by Winchester City Council
supported by the University of Winchester, Hampshire Fire
Department and Winchester Housing Group.
https://intranet.winchester.ac.uk/around-the-university/Lists/
Housemates/AllItems.aspx
University Managed Houses
There are several properties available <strong>to</strong> students in Winchester
which are managed by the University. They are usually selfcontained
houses or flats on either a 48 or a 50 week contract.
The rent is payable directly <strong>to</strong> the University and is dependent
on the location and condition of the house. You can apply for
University managed housing with a group of friends, or as an
individual looking for a house share. Application forms for this
scheme will be available from January 2014.
Local letting agencies
Some students find properties through local letting agencies.
If you choose this route, there will be administration fees <strong>to</strong>
pay when you complete an application that are usually nonrefundable
if you end up not taking the property. Make sure you
understand what fees are payable and when. If there is anything
you are not sure about, come and chat <strong>to</strong> the housing staff.
You should ask if the property is accredited and if not, make
sure you come and pick up a <strong>Guide</strong> <strong>to</strong> living off Campus so you
know what important questions <strong>to</strong> ask before taking a tenancy.
Remember, once you have signed a tenancy agreement, you
will more than likely not be able <strong>to</strong> get out of the agreement
unless you can find a replacement <strong>to</strong> take over your contract.
There is an online Housing notice board called ‘Housemates’ on
the University Intranet, where you can make contact with other
students who may be looking for housemates. This is located at:
12

Quick Reference
Your postal address
Alwyn Hall, St Elizabeth’s Hall
Post will be delivered <strong>to</strong> your faculty pigeon hole.
Your name
Your faculty (i.e. Arts, Social Sciences, Education or
Business)
The University of Winchester
Winchester
SO22 4NR
Queens Road
Post will be delivered <strong>to</strong> your postbox (located by block 2)
Your name
Your flat number and room number
Queens Road Student Village
Queens Road
Winchester
SO22 4DQ
Beech Glade
Post will be delivered <strong>to</strong> Beech Glade lobby.
Your name
Beech Glade (your room number)
The University of Winchester
Winchester
SO22 4NL
West Downs
Post will be delivered <strong>to</strong> your Post box.
Your name
Your house number and room number
West Downs Student Village
Romsey Road
Winchester
Postcode for houses 1 -68: SO22 5HT
Postcode for houses 69 – 108: SO22 5FT
Parcels
Students at West Downs will be sent an email <strong>to</strong> their
University account <strong>to</strong> let them know they have a parcel. The
email will contain instructions for collection.
Students on the King Alfred campus will be sent an email <strong>to</strong>
their University account. Parcels can then be collected from the
post room.
Useful Contacts
Below is a quick reference of contacts for departments you may
need <strong>to</strong> get in <strong>to</strong>uch with. The last four digits of all telephone
numbers are the extension number when using an internal
phone.
Site Stewards (24 hr security)
01962 827666 (King Alfred Campus)
01962 827667 (West Downs Campus)
Student Housing Services
01962 827533
housing@winchester.ac.uk
St Swithuns Lodge, Room 1 (10am-3pm Mon-Fri)
Duty Warden
01962 827640
(on call 7pm – 7am Mon-Fri & 24hours Sat–Sun)
Student Services
01962 827341
Student Centre, Main Building
NHS Direct
111
Finance Department
01962 82 7275/7265/7536
Main Building (10am-3pm Mon-Fri)
Burma Road
Post will be delivered <strong>to</strong> post boxes
Your Name
Block Letter/Your Flat number
Room number
Burma Road Student Village
Burma Road
Winchester
SO22 4SB
13

Issued 2013
The Student Residential Licence
Agreement and Student Residence
Regulations
Please read your Student Residential Licence
Agreement and these regulations before signing
the Agreement.
This is a legally binding contract. In signing the Licence agreement you agree <strong>to</strong> abide
fully by these regulations which includes paying for the full Period of Letting.
If there is anything you do not understand or wish <strong>to</strong> discuss regarding the contract,
please contact Student Housing Services before signing the Agreement.

Specific details of the Accommodation being granted <strong>to</strong> you, the Period of Letting and the Rent 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 in<strong>to</strong> a legally binding agreement under which you agree <strong>to</strong> be bound by the ‘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.
DEFINITIONS
The following words or phrases have the following meanings in this Agreement and in the Regulations:
Accommodation
Agreement
Authorised Staff
The University
Occupation Fee
Catering Contract Fee
Christmas Vacation Retainer
Period of Letting
Regulations
The Student
Term
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 <strong>to</strong> the Student during the Period of
Letting.
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).
means any persons who are employed by the University in any of the following capacities: Cleaners, Maintenance, Security, Wardenal,
Housing, Recruitment and Marketing staff and Student Services staff (see clause 2.31 of the Regulations).
means The University of Winchester, Sparkford Road, Winchester SO22 4NR.
means the licence fee 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 occupation of the Accommodation and which is payable by the Student <strong>to</strong> the University during the
Period of Letting. The Occupation fee is payable in advance, either in full or by three equal instalments on the 11th Oc<strong>to</strong>ber 2013, 7th
January and 4th April 2014. Costs are also given in the <strong>Guide</strong> <strong>to</strong> <strong>Living</strong> on Campus (front part of this booklet).
means the sum of £54.25 per week which is payable by the Student (if allocated <strong>to</strong> catered Accommodation) in advance, either in full
or by three equal instalments on the 11th Oc<strong>to</strong>ber 2013, 7th January and 4th April 2014. This sum is included in the <strong>to</strong>tal figure given in
the online room offer / acceptance process or paper offer letter (if the online process is not used). C. Costs are also given in the <strong>Guide</strong> <strong>to</strong>
<strong>Living</strong> on Campus (front part of this booklet).
means the sum of £157.04 which is payable by the Student (if allocated <strong>to</strong> catered Accommodation) <strong>to</strong> the University for keeping the
Accommodation available for the Student for the period from14th December 2013 <strong>to</strong> the 9th January 2014. This amount is included in
the <strong>to</strong>tal figure given in the online room offer / acceptance process or paper offer letter (if the online process is not used). Costs are also
given in the <strong>Guide</strong> <strong>to</strong> <strong>Living</strong> on Campus (front part of this booklet).
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)
means the Student Residence Regulations issued by the University on 1st August 2013, as amended from time <strong>to</strong> time.
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.
means an academic term of the University, the dates of which will be published from time <strong>to</strong> time.
1

Term
1.0 General:
Definitions &
Interpretations
1.1
The Student Residential Licence Agreement is the contract between the University of Winchester and the Student
relating <strong>to</strong> the Accommodation and comprising
1.1.1
1.1.2
the online room offer/acceptance process or paper offers letter (“Licence Agreement”)
these Student Residence Regulations (“Regulations”)
Together referred <strong>to</strong> as the “Agreement”
1.2 Words and phrases used in these Regulations shall, if defined above have the same meaning in the Regulations as
in the Licence Agreement.
THE UNIVERSITY AGREES:
Grant of Residence 1.3 The University grants the Student the right <strong>to</strong> 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.
THE STUDENT AGRESS:
1.4 <strong>to</strong> pay the Occupation Fee and (if applicable) the Catering Contract Fee and Christmas Vacation Retainer <strong>to</strong> the
University on the due dates
IMPORTANT – PLEASE READ. The Student acknowledges that, in accordance with the University’s
Undergraduate and Postgraduate Regulations and Financial Regulations (a copy of which can be obtained by
contacting the Housing Office), the University may withhold the award of any diploma, certificate or qualification
from the University or not permit the Student <strong>to</strong> progress <strong>to</strong> their next year of study until all outstanding debts
owed by the Student (including any debts under this Agreement) have been paid in full.
1.5 <strong>to</strong> be bound by all of the terms and conditions set out in the Regulations which, by signing this Agreement, the
Student acknowledges having received, read and unders<strong>to</strong>od
IT IS FURTHER AGREED that:
1.6 the catering status of the Accommodation is defined in the Licence Agreement.
1.7 the Occupation Fee is inclusive of gas and electricity consumed at the Accommodation during the Period of Letting
(but see clause 3.2 of the Regulations); and
1.8 the University will undertake cleaning of shared facilities used by the Student in the building in which the
Accommodation is situated.
1.9 by reason of the nature of the Agreement and the Regulations the Student will not have exclusive possession of any
part of the Accommodation and will be a licensee of the University.
Periods not covered by the
Period of Letting
Officers responsible
for management of the
Accommodation
Moving in without signing
the Agreement
1.10 There is no right of occupancy of the Accommodation outside the defined Period of Letting. Where the Period of
Letting does not include the Christmas and Easter vacations (e.g. catered halls) the Accommodation must (except
during the Christmas vacation if the Christmas Vacation Retainer has been paid) be cleared of all personal effects
during the vacation period.
1.11 The overall responsibility for the management of the University Accommodation rests with the Direc<strong>to</strong>r of Campus
and Conference Services. The day <strong>to</strong> day management of the Accommodation is delegated <strong>to</strong> the Housing Services
Manager, with operational control vested in the Residential Operations manager. They are assisted in their work by
the Housing Manager (on campus), Duty Wardens and Residential Assistants.
1.12 If the Student moves in<strong>to</strong> the Accommodation without having signed the Licence Agreement, they will be deemed
as having accepted the Agreement by their actions.
Variations 1.13 No variation of this Agreement will be valid unless it has been confirmed in writing by either the Housing Services
Manager, Residential Operations Manager or Direc<strong>to</strong>r of Campus and Conference Services.
Governing law 1.14 This Agreement is governed by English Law, which for international students, may be different from what they
are used <strong>to</strong>, 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.
Code of Practice 1.15 The University of Winchester has signed up <strong>to</strong> the Universities UK / SCOP Code of Practice for the Management of
Student Housing, which can be viewed by visiting www.universitiesuk.ac.uk/acop Any queries or concerns regarding
the code should be made <strong>to</strong> the Housing Services Manager or the Residential Operations Manager.
Service of Notices 1.16
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 <strong>to</strong> them at:
1.16.1
1.16.2
1.16.3
the Accommodation; and/or
their University email account; and/or
the address they provide <strong>to</strong> the University in the Housing Request form, or such other address that they have
notified us of.
Guarantees of
Accommodation
1.17 Any guarantee given by the University <strong>to</strong> allocate accommodation <strong>to</strong> the Student shall cease <strong>to</strong> have effect if this
Agreement is terminated for any reason in accordance with its terms.
2

Complaints 1.18 Any complaints regarding the Accommodation will be covered by the ‘Complaints Handling’ policy, available <strong>to</strong>
view on the University main webpages. Click on ‘Freedom of Information’ link at the bot<strong>to</strong>m of the University
homepage and then ‘Public Documents’.
The University complies with national requirements <strong>to</strong> provide an external review of complaints, which is covered
under the ‘Complaints handling policy’
Disclaimer 1.19
Subject <strong>to</strong> the provisions of the Occupiers Liability Act 1957 and the Defective Premises Act 1972 the University
shall not in any circumstances incur any liability in respect of loss or damage <strong>to</strong> any person or property or
otherwise, unless the loss or damage is caused by our negligence.
1.19.1
The University has the right <strong>to</strong> carry out any alterations or building works at the Accommodation or on its adjoining
or neighbouring property without liability for disturbance where it has used reasonable endeavours <strong>to</strong> carry out
works at times likely <strong>to</strong> minimise disturbance for as short a period as reasonably practicable (save in case of
emergency).
2.0 STUDENT’S RESPONSIBILITIES:
Regulations and charges:
University rules &
regulations
2.1
2.1.1
The Student will comply in all respects with
The terms and conditions in this Agreement; and
2.1.2
The Student Disciplinary Regulations which are available for review on the University main webpages. Click on ‘
Freedom of Information’ link at the bot<strong>to</strong>m of the University homepage and then ‘Public Documents’
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.
Occupation Fee
2.2
The Occupation Fee is determined annually and is described in the Licence Agreement
Methods of payment
There are two methods of payment:
2.2.1
Pay in full before 11th Oc<strong>to</strong>ber 2013 and receive a discount of £100 on the bill. (The discount only applies <strong>to</strong> 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 occupants the discount is per room and pro-rata.)
2.2.2
By three termly direct debit payments on 11th Oc<strong>to</strong>ber 2013, 7th January 2014 and 4th April 2014 <strong>to</strong> coincide with
student loan payments.
Concession if loan is
delayed
2.3 For Students whose first instalment of their student loan is delayed beyond the dates above, the University
will permit them <strong>to</strong> pay their Occupation Fee within 10 days of receipt of their loan instalment. Students must
notify the Finance Office if their loan is delayed at least 10 days before the first instalment date <strong>to</strong> complete the
paperwork otherwise this arrangement will not apply and the Student will be deemed <strong>to</strong> be late in making payment
and clause 2.4 will apply.
Late payment 2.4 Failure <strong>to</strong> pay by the stipulated dates will incur an administrative charge of £50. The non-payment of fees
procedure will apply as set out in Schedule 1 (please also see clause 9).
NOTE: Students in particularly difficult financial circumstances should contact the Finance Department before the
date on which their fees are due. In cases of financial hardship it is the responsibility of the Student <strong>to</strong> inform the
Finance Department before the payment due date. The Finance Department is not obliged <strong>to</strong> make enquiries where
no representations have been made. Students in financial hardship should seek advice from Student Services
Outstanding debts 2.5 IMPORTANT - PLEASE READ: Outstanding debts or failure <strong>to</strong> pay fees by stipulated dates may affect any future
application <strong>to</strong> reside in University Accommodation (owned or managed by the University). In accordance with
the University Undergraduate and Postgraduate regulations and Financial Regulations referred <strong>to</strong> in clause 2.1, the
University may withhold the award of any diploma, certificate or qualification from the University or not permit the
Student <strong>to</strong> progress <strong>to</strong> their next year of study until all outstanding debts owed by the Student have been cleared.
Liability for Occupation
Fee for entire Period of
Letting and exceptions
2.6
The Agreement is for the duration of the Period of Letting. Accordingly, the Occupation Fee and (where applicable)
the Christmas Vacation Retainer 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
2.6.1
2.6.2
2.6.3
where the Student ceases <strong>to</strong> be a student at the University, in which event the University may exceptionally and
at its absolute discretion, refund all or part of the Occupation Fee and (where applicable) the Christmas Vacation
Retainer and/or the Catering Contract Fee, being a proportion commensurate with the length of time remaining in
the Period of Letting, subject <strong>to</strong> 14days notice or,
where the Student continues <strong>to</strong> 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 <strong>to</strong> the amount for which the replacement student
becomes liable <strong>to</strong> pay.
an administrative fee 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.
Absence during Period of
Letting
2.7 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 <strong>to</strong> sublet the Accommodation.
3

VAT/Council Tax 2.8 At the date of this Agreement the rent for students is exempt from VAT but The University reserve the right <strong>to</strong>
charge VAT if it becomes payable during the Period of Letting, for instance, if the Student ceases <strong>to</strong> be a student or
if there is a change in the law. If Council tax becomes payable due <strong>to</strong> a change in the law or if the Student ceases <strong>to</strong>
be a Student, the Student will reimburse the University for any tax paid by the University on their behalf.
Moving in & Inven<strong>to</strong>ry 2.9 An inven<strong>to</strong>ry of condition and contents will be supplied <strong>to</strong> the Student on arrival <strong>to</strong> the Accommodation. The
Student should check the inven<strong>to</strong>ry and mark any discrepancies. The checked inven<strong>to</strong>ry must be taken <strong>to</strong> the
Housing Office within one week of arrival.
NOTE: the inven<strong>to</strong>ry is a record of condition and contents, NOT a maintenance reporting <strong>to</strong>ol. Anything noted
that requires attention from the maintenance department should be reported separately through the procedure
detailed in clause 2.10
Reporting damage /
maintenance issues
2.10
report promptly all disrepair, damage, maintenance or defect affecting the room, building or contents (including
broken windows etc) <strong>to</strong> the University by going <strong>to</strong> the main Intranet pages and clicking on the ‘Maintenance and
Porterage’ link along the <strong>to</strong>p of the page, then logging in using University IT account log on details and completing
the form. Only in exceptional circumstances will maintenance requests be accepted by telephone.
2.10.1
Any emergency issues or critical failures that arise out of normal working hours (Monday – Thursday, 8am <strong>to</strong> 5pm
and Friday 8am <strong>to</strong> 4pm) must be reported by the Student <strong>to</strong> the Site Stewards, who hold the relevant maintenance
contact details.
Damage 2.11
The student will reimburse the University on demand the reasonable costs incurred by the University in repairing
or replacing any damage, breakages or loss <strong>to</strong> room, building or contents where caused by the Student or his or her
guests. This includes damage, breakages or loss <strong>to</strong> any University Accommodation, either on or off campus. Charges
will be at cost, <strong>to</strong> include administrative fees, and not less than £10 (in addition <strong>to</strong> the expenses incurred by the
University for labour and / or materials).
2.11.1
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.
Respect for others:
In the interests of the well-being of other occupiers of University accommodation, the Student will:
Noise 2.12 refrain from excessive noise at any time and in particular between the hours of 2300 and 0800 (moderately quiet
accommodation) or 2230 and 0800 (quiet accommodation)
Ball games & other
outdoor activities
2.13 refrain from playing ball games and other noisy outdoor activities inside the Accommodation. These are only <strong>to</strong> be
played in the open fenced protected area adjacent <strong>to</strong> Romsey Road at the front of West Downs Student Village, or
the Dytche and tennis courts on the King Alfred campus.
Parties 2.14
not hold, permit, or participate in any party in the Accommodation, or in the building containing the
Accommodation, or the grounds at any time.
2.14.1
Small individual barbeques or informal gatherings may be permitted. Permission must be sought from the Site
Steward on duty who must be informed of the house and timings involved. The student ID card of the student
holding the barbeque or gathering will be surrendered <strong>to</strong> the Site Steward for the duration of the gathering and
that student will be held responsible for the gathering and its conduct. Disposable barbeques must not be put on
University furniture at any time. Barbeques or gatherings will only be permitted on specific areas of the campus.
Anti-Social Behaviour 2.15
refrain from any behaviour which may endanger the safety of or be construed or perceived as harassment,
nuisance, annoyance or anti-social behaviour <strong>to</strong> any other occupiers of University accommodation, University staff
or any neighbouring properties or services, by whatever means but in particular by reason of or reference <strong>to</strong> any
other person’s gender, race, colour, nationality, religion, disability or sexuality.
2.15.1
posters or other pic<strong>to</strong>rial representations (including videos) which depict explicitly matters of a violent or sexual
nature may cause offence <strong>to</strong> other occupiers of the University or legitimate visi<strong>to</strong>rs <strong>to</strong> the Accommodation and
its shared facilities. Accordingly, the Student must refrain from displaying such material in the Accommodation
and shared facilities. In the event of any dispute or doubt as <strong>to</strong> whether any material offends this clause, it will be
resolved by a member of Housing Services staff, whose decision will be final.
NOTE: Unauthorised removal of property that does not belong <strong>to</strong> the student and bringing it back <strong>to</strong> the
Accommodation (which could include, but is not limited <strong>to</strong>; removing building site equipment from sites or road
sides, wheelchairs from the hospital, or shopping trolleys from Supermarkets), will be considered as a breach of
this clause in addition <strong>to</strong> being a nuisance <strong>to</strong> our neighbours and also theft. In addition <strong>to</strong> any action taken by the
Police and under the University 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 well-being of other occupiers of University accommodation, the
Student will:
Condition of the
Accommodation and Loss/
Damage
2.16 not cause damage <strong>to</strong> or loss of any University property in the Accommodation. The Student will be responsible for
any loss of or damage <strong>to</strong> any University property in the Accommodation either on or off campus (whether caused
wilfully or through negligence). The Student shall (unless the Student or University is shown <strong>to</strong> be solely responsible
for any loss or damage) be jointly responsible for loss of or damage <strong>to</strong> University property in areas used in common
with other occupiers.
Any loss or damage will be invoiced <strong>to</strong> the Student. The non-payment of fees procedure will apply as set out in
Schedule 1 (please also see clause 9) in the case of non-payment.
4

Communal Cleanliness 2.17
will keep the Accommodation, and all furniture, furnishings, fixtures, fittings, decorations and shared facilities clean,
tidy and in good condition. In particular, the Student will:
2.17.1
2.17.2
2.17.3
Ensure that kitchen equipment, including cooking utensils, crockery and cutlery, is washed and s<strong>to</strong>red immediately
after use. Spillages in fridges and on cookers must be cleaned. Fridges and freezers must regularly be defrosted.
make efforts <strong>to</strong> recycle as much waste as practical. Recycling will be removed from kitchens by the cleaners on a
daily basis and charges may be applied for persistent contamination of recycling bins (see Schedule 2).
be responsible for the removal of personal and kitchen waste rubbish <strong>to</strong> exterior bins on a daily basis. Rubbish must
be removed <strong>to</strong> the external bins situated in compounds around the West Downs Student Village, Queens Road
Student Village and Burma Road Student Village or outside main entrances in King Alfred Campus Halls.
NOTE: Domestic staff (where cleaning is provided) will clean only surface areas and not kitchen equipment and
utensils. Residential Supervisors may issue warnings for poor cleanliness and report these <strong>to</strong> the Housing services
team, who may issue written warnings and charges <strong>to</strong> all residents in the case of shared facilities (please see Clause
2.19 and Schedule 2).
Room Inspections and
Cleanliness
2.18 Students’ bedrooms will be inspected once a term on dates indicated on Housing Wall Planners in Hall kitchens.
Students whose rooms fail <strong>to</strong> meet the required standard at these times will be charged an administration fee of
£25. The Student will be given 7 days <strong>to</strong> bring the room up <strong>to</strong> standard, after which a further administration charge
of £15 will be levied if a re-inspection is not satisfac<strong>to</strong>ry. Charges for extra cleaning may be levied at the end of the
Period of Letting if rooms are left in an unsatisfac<strong>to</strong>ry condition.
NOTE: Maintenance issues or other breaches of the Licence agreement will be reported if found during these
room Inspections, for example any breaches of Fire safety or Health and Safety on which Housing will take
the appropriate action. Maintenance will attend <strong>to</strong> resolve any Maintenance reports made by staff from these
inspections without prior notice <strong>to</strong> the resident.
Cleanliness breaches 2.19 If at any time the Accommodation is found, in the reasonable opinion of the University, <strong>to</strong> be in such an unclean
condition as <strong>to</strong> cause a breach of the Agreement, the University may provide a warning and charge <strong>to</strong> the
student(s) and/or having given notice <strong>to</strong> the student(s), employ cleaners <strong>to</strong> 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 occupiers sharing use of those shared facilities. Charges for additional cleaning may
be levied at the end of the Period of Letting if areas are left in an unsatisfac<strong>to</strong>ry condition (see Schedule 2)
NOTE: The Student has the right <strong>to</strong> appeal any action taken for breach of this regulation as per clause 6.7
Alterations 2.20 not make any alteration or addition <strong>to</strong> the Accommodation or any other parts of the building within which the
Accommodation is located, or the grounds, nor cause any damage therein.
Changing of decor 2.21 not affix, without the written consent of the University, any aerial, cupboard, bookcase, shelf, picture or
other fixture <strong>to</strong> the walls or woodwork of the Accommodation, and not carry out any redecoration of the
Accommodation.
Notices 2.22 not display or permit <strong>to</strong> be displayed on or in the Accommodation any advertisement, notice, bill or nameplate
without first seeking permission from the Housing Manager (on campus).
NOTE: permission will not be granted <strong>to</strong> display any permanent advertisement, notice, bill or nameplate or
anything that depicts explicitly matters of a violent or sexual nature that may cause offence <strong>to</strong> other occupiers of
the Accommodation or legitimate visi<strong>to</strong>rs <strong>to</strong> the Accommodation and its shared facilities.
Blu-tak / tape 2.23 will not affix drawing pins, staples, sticky tape, Blu-Tack, White-Tack or other similar substances or adhesives <strong>to</strong> the
walls, ceilings, windows or doors of the Accommodation, but shall only use notice boards provided.
NOTE: breach of this clause resulting in damage <strong>to</strong> the paintwork will make the Student liable for the cost of
redecoration and a reasonable administrative charge (see Schedule 2)
Overflow 2.24 not allow baths, basins, sinks or s<strong>to</strong>rage systems <strong>to</strong> overflow.
Blockage 2.25 keep all gulleys, waste pipes and drains free from blockages.
Telephones 2.26 The telephone system in the Accommodation is for the convenience, safety and security of residents, and is for
internal, incoming and (except for payphones) non-chargeable outgoing calls only. Use or abuse of the system
which results in charges <strong>to</strong> the University will incur an administrative charge and any charges will be met by the
Student.
NOTE: Datalinks in each bedroom will be provided via the ITS department. Details of the terms and conditions are
<strong>to</strong> be obtained from ITS (Media Services & Networks)
Removal of University
Property
Bringing items in<strong>to</strong>
Accommodation
2.27 not remove from the Accommodation any furnishings, fixtures or other property belonging <strong>to</strong> the University.
2.28 not bring any furniture or furnishings (including curtains) in<strong>to</strong> the Accommodation. Any rearrangement of the
furniture or furnishings must comply with safety standards. At the end of each term, the Student must return the
furniture and furnishings in the Accommodation <strong>to</strong> the same position they were in at the commencement of the
Agreement.
5

Drugs 2.29
not bring in or cause <strong>to</strong> be associated with or allow <strong>to</strong> be brought in<strong>to</strong> the Accommodation:
2.29.1
Any unlawful drugs or other substances or any equipment or paraphernalia that could be used for the manufacture
or use of illegal substances including cannabis, or any prescription substances or any equipment or paraphernalia
that could be used for the manufacture or use of prescription substances without a valid prescription.
NOTE: Any substances, equipment or paraphernalia associated with, or that could be used for the manufacture of
‘Legal highs’, are strongly discouraged within the Hall environment, and if found <strong>to</strong> be considered illegal at time of
discovery will be dealt with as per Clause 2.29 and 2.29.1. Please note that if any authorised staff has reasonable
grounds <strong>to</strong> suspect that the Student may be in breach of this clause, the Site Stewards are authorised personal <strong>to</strong>
undertake a room search under this Clause.
Firearms, weapons etc. 2.29.2 Any firearms (including airguns) shotguns, replicas, live ammunition, used ammunition, offensive weapons or any
other dangerous items including knives, swords or flammable items including fireworks.
Candles etc. 2.29.3 Any candles, joss sticks or oil burners or similar devices.
2.29.4 The University reserves the right <strong>to</strong> remove any such items found in the Accommodation. Items may be s<strong>to</strong>red by
the University Safety and Security Officer until the end of the Period of Letting or handed over <strong>to</strong> the Police in the
case of illegal items or drugs.
Pets 2.30 The Student will not keep animals of any kind in the accommodation or elsewhere in the building in which the
accommodation is situated, or in any ‘garden’ area.
If found, any animal will normally be removed by authorised staff <strong>to</strong> an area designated by Student Housing
Services. The Student will be required <strong>to</strong> make arrangements <strong>to</strong> rehome the animal within a reasonable amount of
time, as specified by Student Housing Services. The amount of time given will depend on various fac<strong>to</strong>rs including
the type of animal, its health and any potential risk it may pose <strong>to</strong> 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 <strong>to</strong> rehome the animal. The Student will reimburse the
University for any reasonable cost incurred by the University in caring for or rehoming any animal found in the
Accommodation.
Access <strong>to</strong> the
Accommodation
2.31
The University reserves the right for its Authorised Staff (e.g. Cleaners, Maintenance, Security, Wardenal, Housing,
Recruitment and Marketing staff and Student Services staff) <strong>to</strong> enter the Accommodation at any time where
reasonable and necessary. Notice will be given whenever possible and practical.
NOTE: Authorised staff will always carry with them identification badges bearing a pho<strong>to</strong>graph and description of
the individual’s position. Reasons for access may include (but not limited <strong>to</strong>): maintenance, inspections, welfare or
disciplinary concerns, viewings. A list of authorised staff is available on the Security pages of the Intranet.
2.31.1
2.31.2
The emergency services (Police, Fire and Ambulance) will have a right <strong>to</strong> enter the Accommodation, if responding
<strong>to</strong> an emergency call or if invited or authorised <strong>to</strong> enter the Accommodation by any of the Authorised Staff.
The Student must allow free and unfettered access <strong>to</strong> the Accommodation and shared facilities for Cleaning Staff
at appointed times (normally 9am <strong>to</strong> 3pm, Monday <strong>to</strong> Friday) for cleaning purposes, and must ensure that the
cleaning staff are not hindered in their duties by the conduct of the Student.
Smoke free environment 2.32 The Student will not smoke in any part of the Accommodation, on balconies or immediately adjacent <strong>to</strong> the
Accommodation.
Note: University staff work in the Accommodation and have a right <strong>to</strong> work in a smoke-free environment.
Anyone found smoking in the Accommodation could be liable <strong>to</strong> a fixed penalty fine and possible criminal
prosecution in accordance with the ‘Smoke free (Premises and Enforcement) Regulations 2007’
Use of the accommodation:
The Agreement permits the Student and none other <strong>to</strong> occupy the Accommodation for the Period of Letting.
Subletting 2.33 The Student is not permitted <strong>to</strong> sub-let the Accommodation at any time.
Cohabitation
2.34
The Student is not permitted <strong>to</strong> allow anyone <strong>to</strong> cohabit with them in the Accommodation.
Exception
2.34.1
Students in the one or two bedroom self-contained flats may have cohabitees with the permission of the
University. They must declare any cohabitees on the ‘Declaration of Cohabitees in University Flats’ form within one
week of moving in. Cohabitees will be required <strong>to</strong> show proof of identification <strong>to</strong> Housing Services and <strong>to</strong> declare
that they do not have any criminal convictions.
Visi<strong>to</strong>rs
Overnight visi<strong>to</strong>rs
2.35
The Student will be held responsible at all times for the conduct of any visi<strong>to</strong>rs they invite on<strong>to</strong> campus or in<strong>to</strong>
the Accommodation. This includes being invoiced for any administrative charges referred <strong>to</strong> in this Agreement or
damages arising due <strong>to</strong> the behaviour or actions of such visi<strong>to</strong>rs.
2.35.1
2.35.2
2.35.3
2.35.4
The University reserves the right <strong>to</strong> prohibit visi<strong>to</strong>rs <strong>to</strong> any part of its premises (including the Accommodation) at
any time.
The Student may occasionally accommodate an overnight visi<strong>to</strong>r (which includes other University students
resident in Halls) in the Accommodation at weekends. (Friday, Saturday and Sunday nights) The visi<strong>to</strong>r will be
signed in by the Student at the Site Steward office for weekend visits only.
Overnight visi<strong>to</strong>rs under the age of 16 are not permitted at any time.
The student may not accommodate an overnight visi<strong>to</strong>r aged 16 or 17 without first obtaining written permission
from the Housing Manager (on campus), Residential Operations Manager, Housing Services Manager or Direc<strong>to</strong>r
of Campus and Conference Services. If permitted, the visi<strong>to</strong>r 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 visi<strong>to</strong>r under the
age of 18 <strong>to</strong> visit any licenced premises.
6

Business Use 2.36 The Student must not carry out any profession, trade or business from the Accommodation or shared facilities.
Changing Accommodation 2.37 In exceptional circumstances, and at the discretion and with the agreement of the Housing Manager On Campus in
the first instance, and the Residential Operations Manager or Housing Services Manager where required, the Student
may, at the Student’s request, change accommodation <strong>to</strong> other accommodation provided by the University during the
Period of Letting. In such a case the Student may be required <strong>to</strong> sign a further agreement with the University and pay
an administrative fee of £35 in respect of the administrative costs <strong>to</strong> the University. No changes of accommodation
will be authorised within the first four weeks of the commencement of the Period of Letting.
Security and Safety:
In the interests of the safety and security of the Student, other occupiers of the Accommodation, and the
Accommodation itself, the Student will:
Security 2.38
Ensure that entrance doors <strong>to</strong> the Accommodation and the building within which the Accommodation is situated
are kept properly secured.
2.38.1
2.38.2
Not admit strangers <strong>to</strong> the Accommodation or the building in which the Accommodation is situated without
checking the identity and the purpose of such visi<strong>to</strong>rs.
Report <strong>to</strong> the duty Site Steward anything, person or behaviour they are suspicious of.
NOTE: All Authorised Staff will always carry with them identification badges bearing a pho<strong>to</strong>graph and description
of the individual’s position. If entrances <strong>to</strong> 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 <strong>to</strong> be solely responsible for
leaving entrances unsecured) be jointly responsible for this breach along with the other occupiers responsible for
the entrance concerned.
Health & Safety 2.39
Comply with the University’s Health and Safety Policy, copies of which may be obtained from the University Safety
and Security Officer and from the University home webpage; Access ‘Tools and Legal information’ then ‘Freedom of
Information’ then ‘Public Documents’
NOTE:The University, in compliance with the Health and Safety at Work Act 1974, operates a Health and Safety
Policy, and ensures, as far as is practicable, that its buildings, plant and safety arrangements comply with statu<strong>to</strong>ry
requirements.
In addition, the Student will:
2.39.1
2.39.2
Not obstruct exits, stairways, corridors and other passage ways; and
Not keep bicycles inside the Accommodation.
Note: no bicycle, however expensive, may be kept in a bedroom. Limited cycle s<strong>to</strong>rage facilities are available at
the Student’s own risk.
Electrical Appliances 2.40 Not make any alteration <strong>to</strong> or damage any University owned electrical equipment. This includes not changing any
light bulb or lamp shade in the Accommodation.
2.41 Not use any form of radiant fire or convec<strong>to</strong>r or large electrical adap<strong>to</strong>rs (as they may overload the electrical
systems) in the Accommodation or threaten the integrity of any Fire Certificate which has been granted <strong>to</strong> the
building within which the Accommodation is situated.
2.42 Not use any kitchen appliances, including kettles, <strong>to</strong>asters, grills and fridges within the study bedrooms.
2.43 Restrict personal items of cooking equipment <strong>to</strong> domestic <strong>to</strong>asters and sandwich <strong>to</strong>asters for use in the kitchen
areas only.
Note: The University reserves the right <strong>to</strong> remove any items found in the Accommodation it reasonably deems
<strong>to</strong> be in breach of these Regulations, such breaches would be dealt with a per sections; 6, 7, 8 and 9 of these
Regulations
Appliance safety / PAT
testing
2.44 Ensure that any electrical equipment they bring in<strong>to</strong> the Accommodation is safe <strong>to</strong> use. In addition, the Student
will comply with the University Portable Appliance Testing policy, available on the University Intranet pages in the
‘Information bank’ and then ‘Health and Safety’.
NOTE: The University, in accordance with the Electricity at Work Regulations 1990 and the Electrical Equipment
(Safety) Regulations 1994 must ensure all electrical equipment used on its premises (including residential buildings
owned or managed by the University) is PAT tested for safety. Therefore the University will PAT test all equipment
brought in<strong>to</strong> the Accommodation by students. A manda<strong>to</strong>ry charge of £15 will be made <strong>to</strong> the Student for PAT
testing which is included in the <strong>to</strong>tal rent amount.
Portable equipment is defined as an appliance of less than 18kg in mass that is intended <strong>to</strong> be moved whilst in
operation or an appliance which can easily be moved from one place <strong>to</strong> another. This includes computers, printers,
TVs, hair dryers / straighteners. Hi-fi equipment (including decks), kettles, <strong>to</strong>asters, vacuum cleaners, plug in
heaters, table lamps, microwaves etc.
For items bought after the testing period, it will be the students responsibility <strong>to</strong> request for the items <strong>to</strong> be tested.
Student should refer <strong>to</strong> the University’s policy ‘Safe Use and Maintenance of Portable Electrical Equipment’ found
on the University Intranet.
7

Removal of dangerous
items
2.45 The University reserves the right <strong>to</strong> remove any item of electrical equipment that has either failed a PAT test or is
deemed <strong>to</strong> be a health and safety risk by the University Safety and Security Officer. Any such items will be s<strong>to</strong>red
by the University Safety and Security Officer until either the end of the Period of letting or after early surrender of
the accommodation. It remains the responsibility of the Student <strong>to</strong> arrange collection of items from the University.
Note: During authorised room or communal area access by Authorised staff if any electrical item is seen not
<strong>to</strong> be PAT tested the item will be removed for testing and returned within 48 hours if fit for purpose, Students
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 Students responsibility <strong>to</strong> claim any items held in s<strong>to</strong>rage at the end of the Period of letting, any items
not collected within 7 days of vacation may be disposed of. The Student will reimburse the University for any
reasonable costs incurred in disposal.
Fire Safety / rules 2.46 Adhere strictly <strong>to</strong> the fire rules for the building in which the Accommodation is situated, copies of which are posted
in each flat/house/hall.
Fire safety equipment 2.47 Not interfere in any way with fire extinguishers, other fire fighting equipment, alarms, fire doors or any other safety
equipment installed (including bedroom or kitchen door closers).
Note: it is a CRIMINAL OFFENCE, which can lead <strong>to</strong> prosecution, <strong>to</strong> misuse the fire alarm system or the
fire-fighting equipment (this includes covering smoke/heat detec<strong>to</strong>rs). 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 may be incurred for damage <strong>to</strong> these items – cost for
repair or replacement will be charged individually or <strong>to</strong> all members of the relevant house, depending on who is
responsible.
Other responsibilities:
Parking 2.48 Except in the case of disabled students displaying disabled persons badges in their vehicle, or single parent families
with permission of the University, the Student will not park any mo<strong>to</strong>r vehicle on any premises belonging <strong>to</strong> the
University at any time.
Occasional parking for guests of students can be arranged by registering details with site security. Cars not
registered, or parked in non-approved areas will be issued with a civil penalty notice. Please see the University
Parking Regulations (available on the Intranet) for more details.
Personal property 2.49 Except in cases of proven negligence, neither the University nor any of its employees will be liable for the loss of, or
damage <strong>to</strong>, the Student’s personal property in the Accommodation or on any University premises.
Note: Students are strongly recommended <strong>to</strong> obtain adequate insurance for their personal property, including
bicycles.
Insurance 2.50 The Student will not do or allow <strong>to</strong> 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.
Checking out:
End of Period of Letting 2.51 The Student will comply with the checking out procedure. This includes leaving the Accommodation in the
same state of cleanliness it was found on occupation, removing all rubbish and waste from the Accommodation,
returning furniture and fittings <strong>to</strong> their original positions and locking the study bedroom door and House / Flat
/ Hall front door on vacation. Keys should be signed in at the Housing office, main reception or the site security
offices.
Early vacation / surrender
of Accommodation
2.52 If the Student chooses <strong>to</strong> check out before the end of the Period of Letting, they will surrender their right <strong>to</strong> reenter
the Accommodation.
If the Student wishes <strong>to</strong> re-enter communal areas of the Accommodation in order <strong>to</strong> fulfil their joint obligations
under these Regulations, they should either liaise with other occupiers of the Accommodation or with Student
Housing Services.
NOTE: No refund of the Occupation Fee or (where applicable) the Retainer Fee will be made if the Student
chooses <strong>to</strong> check out of the Accommodation early.
NOTE: Failure <strong>to</strong> comply with check out procedures will entitle the University <strong>to</strong> levy an administrative charge,
without prejudice <strong>to</strong> any right or action accrued <strong>to</strong> the University in respect <strong>to</strong> damage <strong>to</strong> or loss of University
property for which the Student is responsible during the Period of Letting. Failure <strong>to</strong> surrender keys when requested
<strong>to</strong> do so or loss will result in a charge as detailed in Schedule 2 of these Regulations.
Unclaimed property 2.53 The University reserves the right <strong>to</strong> dispose of any personal property left at the Accommodation after the Student
has checked out.
The University will not accept any liability for 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 <strong>to</strong> 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 <strong>to</strong> contact the Student and it remains the responsibility of the Student <strong>to</strong> arrange collection of items with
the University.
Post 2.54 The Student will make arrangement <strong>to</strong> have post forwarded when they move out of the Accommodation. Any post
that arrives after the end of the Period of Letting will be returned <strong>to</strong> sender where possible.
3 UNIVERSITY’S RESPONSIBILITIES:
The University shall provide the following, save that it will not be liable for any failure <strong>to</strong> provide these services and
facilities if this failure is due <strong>to</strong> reasons outside its control:
8

Services & facilities 3.1 Adequate furniture and fittings;
3.2 Adequate lighting, hot and cold water and heating without further charge <strong>to</strong> the Student
Note: heating is provided with regard <strong>to</strong> prevailing weather conditions. This may mean, therefore, that the
heating is turned off at certain times of year.
3.3 Reasonable <strong>to</strong>ilet facilities;
3.4 Cleaned accommodation on occupation;
3.5 Cleaned kitchens and shared facilities;
3.6 Kitchenette facilities for the preparation of snacks and light meals (King Alfred Campus) OR Self-catering facilities
(West Downs Student Village/Flats/Queen’s Road Student Village/Burma Road Student Village);
3.7 Fire-fighting equipment in the Accommodation;
Maintenance 3.8
Employment of staff and other contrac<strong>to</strong>rs for the day <strong>to</strong> day running of the Accommodation
3.8.1
Normal working hours for the maintenance service are 8am <strong>to</strong> 5pm (Monday – Thursday) and 8am <strong>to</strong> 4pm
(Friday). Emergency cover is provided outside of these hours <strong>to</strong> attend <strong>to</strong> critical failures only. Any such issues must
be reported <strong>to</strong> the Site Stewards, who hold the relevant contact details. Requests for routine breakdowns arising
out of hours will be reviewed the next working day.
Cleaning
3.9
Domestic staff will clean shared facilities (e.g. kitchens, kitchenettes, shared <strong>to</strong>ilets and bathrooms) on a regular
basis, save for occasions of unavoidable staff absence at short notice. On such occasions, every effort will be made
<strong>to</strong> arrange cover.
NOTE: Domestic staff (where cleaning is provided) will clean only surface areas and not kitchen equipment and
utensils. Residential Supervisors may issue warnings for poor cleanliness and report these <strong>to</strong> the Housing services
team, who may issue written warnings and charges (please see Clause 2.19 and Schedule 2).
Cleaning of study
bedrooms for disabled
students
3.9.1
a bedroom cleaning service may be provided <strong>to</strong> disabled students who are physically unable <strong>to</strong> clean room
themselves.
Refuse 3.10 Refuse bins in all kitchens and kitchenettes. The University shall arrange disposal of refuse from the external bin areas only.
Note: students are responsible for removing refuse <strong>to</strong> the external bin areas daily.
Recycling 3.11 Recycling bins in each kitchen. These are emptied by Campus management staff.
The University shall:
Fit for purpose 3.12 Ensure that the Accommodation is safe and fit for purpose
Note: The Student is required <strong>to</strong> report anything that could affect this clause by either following the maintenance
reporting process outlined in clause 2.10 or contacting Student Housing Services.
Charges 3.13 Advise the charges for Accommodation at or before the beginning of each academic year.
Information 3.14 provide information on post, maintenance, security and other arrangements in the ‘<strong>Guide</strong> <strong>to</strong> <strong>Living</strong> on Campus’
distributed <strong>to</strong> all residents.
Smoke free environment 3.15 In accordance with the Smoke-free (Premises and Enforcement) Regulations 2007, the University of Winchester
will ensure that all premises are smoke free and all employees have a right <strong>to</strong> work in a smoke free environment.
Smoking is prohibited in all enclosed and substantially enclosed premises in the campus. This applies <strong>to</strong> all staff,
students, contrac<strong>to</strong>rs, cus<strong>to</strong>mers and visi<strong>to</strong>rs.
Privacy 3.16 Not interfere unreasonably with the Student’s privacy
4.0 CATERING CONTRACT:
4.1 Where the Accommodation allocated <strong>to</strong> the Student is designated as catered accommodation, the Student will
pay the Catering Contract Fee <strong>to</strong> the University, which will entitle the Student <strong>to</strong> a catering card which can be
used <strong>to</strong> purchase food at the University’s catering outlets <strong>to</strong> the value of the Catering Contract Fee. The Catering
Contract Fee is payable by the Student in advance with the Occupation Fee. Any failure by the Student <strong>to</strong> pay the
Catering Contract Fee, will be dealt with under clause 2.4
Note: Catering cards are not transferable (i.e. they may only be used by the card holder) and are non-refundable.
Any funds left on the card at the end of each week will be cleared <strong>to</strong> a zero balance.
5.0 TERMINATION BY THE STUDENT:
This Agreement may be terminated by the Student:
5.1 By giving 14 days’ notice in writing at any time, but subject always <strong>to</strong> the provisions of clause 2.6
Note: No refund will normally be made of the Occupation Fee or (where applicable) the Christmas Vacation Retainer
and Catering Contract Fee, except where a suitable replacement can be found <strong>to</strong> occupy the Accommodation.
9

6.0 PROCEDURE FOR BREACHES OF THIS AGREEMENTS:
The Student understands and accepts that failure <strong>to</strong> comply with any of these Regulations may result in action
being taken under the University’s Disciplinary Procedure, which could result in both the termination of the
Student’s right <strong>to</strong> occupy the Accommodation and the Student’s exclusion from the University as a student.
Procedure for minor
breaches
6.1
6.1.1
Minor breaches of these Regulations will be dealt with by various members of staff on the following basis;
Residential Assistants will refer matters <strong>to</strong> the Site Stewards, Wardens or Housing Manager (on Campus)
6.1.2
Site Stewards, Wardens and Residential Supervisors will deal with situations as they arise and will issue warnings
and refer matters <strong>to</strong> the Housing Manager (on Campus) in the first instance;
6.1.3
Housing Manager (on Campus), Residential Operations Manager, Housing Services Manager and Direc<strong>to</strong>r of
Campus and Conference Services can issue verbal and written warnings and can impose administrative charges (see
clause 6.2 and Schedule 3 below).
Procedure for serious or
repeated minor breaches
Removal of (nondangerous)
Personal
Property
6.2 For more serious breaches or repeated minor breaches the Residential Operations Manager, Housing Services
Manager or Direc<strong>to</strong>r of Campus and Conference Services may issue a Letter of Extra Undertaking <strong>to</strong> the Student.
Such a letter will outline any further conditions for the Student’s continued right <strong>to</strong> occupy the Accommodation.
The Student will have an opportunity <strong>to</strong> discuss the terms set out in the letter with its signa<strong>to</strong>ry. They must then
sign two copies of the letter <strong>to</strong> indicate they agree <strong>to</strong> the terms specified and return one copy <strong>to</strong> the Housing
Office. Any breaches of the letter of extra undertaking will be dealt with using the procedure outlined in clause
9 below. If the Student is not willing <strong>to</strong> sign the Letter of Extra Undertaking, the University may terminate this
Agreement on 14 days’ notice and clause 2.6 will apply.
6.3 The University reserves the right <strong>to</strong> remove any personal property found in the Accommodation which it reasonably
deems <strong>to</strong> be in breach of these Regulations, such as items described in: 2.39.2, 2.41, 2.42 and 2.43. The Student
may receive warnings and charges and be given the opportunity <strong>to</strong> remove the item for suitable s<strong>to</strong>rage and use, or
removal from the accommodation.
Items may be s<strong>to</strong>red, for which charges may apply, by Student Housing Services or the University Safety and
Security officer until either the end of the Period of letting or after Early surrender of the accommodation. It will be
the Student’s responsibility <strong>to</strong> reclaim s<strong>to</strong>red items; Item 2.53 will apply if items are unclaimed.
Persistent breaches would be dealt with a per sections; 6, 7, 8 and 9 of these Regulations.
Costs incurred by the
University
6.4 The Student will be responsible for any costs (including reasonable 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.
Administration costs 6.5
The administration cost of investigating and dealing with breaches of these Regulations can be significant. These
costs may be charged against students at the following rates:
6.5.1
6.5.2
6.5.3
Not exceeding £50 when dealt with by the Housing Manager (on Campus);
Not exceeding £80 when referred <strong>to</strong> the Residential Operations Manager or Housing Services Manager;
Not exceeding £100 when referred <strong>to</strong> the Direc<strong>to</strong>r of Campus and Conference Services.
Such charges shall reflect the costs incurred by the University where it reasonably believes the Student <strong>to</strong> be in
breach. Where levied, such charges shall be invoiced for immediate payment.
NOTE: if the student misses two or more appointments with a member of Housing Services staff without making
a reasonable attempt <strong>to</strong> contact that member of staff in advance <strong>to</strong> rearrange the appointment, a charge of £10
may be applied. This also applies for failure <strong>to</strong> attend a group meeting.
Calculation of charges 6.6 Any charges levied will reflect the cost of making good any loss, breakage, or damage caused by the Student or the
Student’s visi<strong>to</strong>rs <strong>to</strong> the Accommodation or the common parts. Where the perpetra<strong>to</strong>r(s) of such loss, breakage
or damage <strong>to</strong> the Common Parts cannot be identified by the University after reasonable investigation (unless the
Student can prove <strong>to</strong> the reasonable satisfaction of the University that she/he could not have been responsible for
such loss of or damage <strong>to</strong> the common parts) the Student will be charged a fair and reasonable proportion of such
cost.
Right of Appeal 6.7 The Student will have the right <strong>to</strong> 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 and sent in the first instance <strong>to</strong>
the line manager of the person taking the action. Instructions on who this is will be given by that person in the
letter sent <strong>to</strong> the Student detailing the action or charge but will usually be the Housing Manager (On Campus)
in the first instance. If the Student wishes <strong>to</strong> appeal beyond the first response, this should be done so under the
University Complaints policy, details of which can be found under the Public Documents page on the Freedom of
Information page from the main University home webpage.
Record of breaches 6.8 The University may record any breaches of these Regulations which may affect any future application <strong>to</strong> reside in
University Accommodation (owned or managed by the University).
10

Information sharing 6.9 The University reserves the right <strong>to</strong> share information about the Student, in relation <strong>to</strong> this Agreement
appropriately with University and some external professionals.
The people the University might need <strong>to</strong> share information with may include: Authorised Staff such as wardens,
other University staff, the emergency services and external partners such as Sparsholt College (for Sparsholt
students only). This list is not exhaustive and information may be shared with other professionals.
The University will only ever disclose information about the Student on a strictly ‘need <strong>to</strong> know’ basis
If at any time the University becomes seriously concerned that the Student (or others) are at risk from harm they
may make contact with relevant people/ services, whether or not the Student has given permission. This would
only be done without permission in exceptional circumstances.
7.0 TEMPORARY SUSPENSION OF RIGHT TO OCCUPY:
7.1 The University reserves the right <strong>to</strong> temporarily suspend the Student’s right <strong>to</strong> occupy the Accommodation with
immediate effect if it has reasonable grounds <strong>to</strong> suspect the Student poses a serious threat <strong>to</strong> other occupiers of
the Accommodation or the staff involved in its management. Notice of such a decision will be given in writing by
the Residential Operations Manager, Housing Services Manager or Direc<strong>to</strong>r of Campus and Conference Services
and will include details of the reasons for the suspension.
8.0 RELOCATION:
Relocation for
management reasons
8.1
The University reserves the right <strong>to</strong> move the Student <strong>to</strong> any other University accommodation at any time (<strong>to</strong>
be exercised in the University’s absolute discretion). The following are reasons why the University may move the
Student <strong>to</strong> other University accommodation:
8.1.1
8.1.2
8.1.3
8.1.4
8.1.5
If there are material personality conflicts between the Student and other occupiers 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 a student at the University.
If the Student’s current accommodation is no longer habitable.
For other practical reasons.
If the University moves the Student other than due <strong>to</strong> the Student’s breach of this Agreement, the Student may
terminate this Agreement on 14days notice and the Student shall be entitled <strong>to</strong> a proportionate refund of any
Occupation Fee and (where applicable) the Christmas Vacation Retainer Fee and Catering Contract Fee which has
been paid in advance.
Temporary relocation 8.2 The University may ask the Student <strong>to</strong> move rooms for a short period while refurbishment takes place in the
student accommodation. Alternative accommodation will be provided during the move at no extra cost <strong>to</strong> the
Student.
9.0 TERMINATION FOR SERIOUS BREACH:
The University may terminate the Agreement for the reasons set out below.
Failure <strong>to</strong> pay fees 9.1
If the Student fails <strong>to</strong> pay the Occupation Fee and/or the Christmas vacation retainer and/or the Catering Contract
Fee. The procedure for late payment will apply as detailed in clause 2.4 and Schedule 1 before any further action is
taken. Once such procedure is undertaken the Agreement will be terminated subject <strong>to</strong> 28 days’ notice.
The Student will be charged for interest lost on their payment and any debt recovery costs
9.1.1
If the Licence Agreement is terminated for non-payment of fees, the Student will still remain liable for the
outstanding amount.
Serious breach of these
regulations
Repeated minor breaches
of these regulations
9.2 If the student is in serious breach of this Agreement. The University will provide details of the breach and evidence
collected <strong>to</strong> the Student. Once such procedure is undertaken the Agreement will be terminated subject <strong>to</strong> 14 days’
notice.
9.3 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 <strong>to</strong> the Student.
The Agreement will be terminated subject <strong>to</strong> 14 days’ notice.
Right of Appeal 9.4 The Student will have the right <strong>to</strong> appeal against a decision <strong>to</strong> terminate the Agreement made by the University.
Any appeal should be made in writing within 10 working days and sent in the first instance <strong>to</strong> the Direc<strong>to</strong>r of
Campus and Conference Services. To appeal against a decision made by the Direc<strong>to</strong>r of Campus and Conference
Services, the appeal should be made in writing <strong>to</strong> the Deputy Vice Chancellor and ultimately, the Vice Chancellor,
whose decision will be final.
NOTE: no refund of the Occupation Fee or (where applicable) the Catering Contract Fee or the Christmas Vacation
Retainer will be made if the Student leaves the Accommodation as a result of disciplinary action.
10.0 OTHER REASONS FOR TERMINATION:
11

Ceasing <strong>to</strong> be a student 10.1
This Agreement will au<strong>to</strong>matically terminate upon the Student ceasing <strong>to</strong> be a Student at the University,
notwithstanding any advance payment of the Occupation Fee, subject <strong>to</strong> 14days notice.
NOTE: please see clause 2.6 regarding liability for the Occupation Fee.
10.1.1
If the Student ceases <strong>to</strong> be a student of the University during the Period of Letting, notice in writing <strong>to</strong> that effect
must be given by the Student <strong>to</strong> the Residential Operations Manager or Housing Services Manager within two days
of that event occurring.
Supply of false
information
10.2 If it is found that the Student has provided false information <strong>to</strong> the University on their housing request form or by
other means, the University may terminate the Agreement, subject <strong>to</strong> 14days notice.
Damaged Accommodation 10.3 In the event of the Accommodation becoming uninhabitable and the University is not able <strong>to</strong> find an alternative,
this Agreement may be terminated by the University. The University will endeavour <strong>to</strong> give as much notice as
possible <strong>to</strong> the Student in such an event, and the University shall repay a proportionate amount of any Occupation
Fee, Catering Contract Fee and Christmas Vacation Retainer which has been paid in advance.
12

Schedule 1
Procedure for Non-payment of Fees
The procedure set out below will apply for non-payment of the Occupation Fee, Catering Contract Fee or Christmas Vacation Retainer (as applicable)
Payment due date missed
Late payment charge applied
If payment is 1 <strong>to</strong> 7 days overdue
Reminder letter issued by Finance
If payment is 8 <strong>to</strong> 14 days overdue
Student required <strong>to</strong> attend a meeting with credit controller
If payment is 15 <strong>to</strong> 21 days overdue
Notice of intention <strong>to</strong> terminate Agreement under section 9 of the Agreement
if payment or payment plan not made
If payment is 22 <strong>to</strong> 28 days overdue
The University may terminate the Agreement as per clause 9 of this Agreement
If the Licence 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 debt recovery costs
13

Schedule 2
Replacement / Cleaning Charges
LIST OF POSSIBLE CHARGES TO BE MADE FOR REPLACEMENT OF MISSING / DAMAGED ITEMS
Replacement of missing / damaged items:
Individual Study Bedroom
Metal Frame Bed £79.31 Desk Lamp £7.42
Mattress £78.00 Waste paper bin £5.35
Double Mattress and Divan set £212.00 Curtains ( Pair ) £110.00
Toilet Roll Holder ( Cormatic ) £18.17 Fire Bell £48.00
Toilet Roll Holder ( Standard ) £4.67 Shower Curtain £32.50
Toilet Brush and Holder £3.84 Door Number £4.50
Upholstered wood framed desk chair £76.00 To replace door closer £105.00
To reconnect door closer £10.00 To replace bedroom door £210
Communal Areas
Kitchen Chair ( Plastic ) £13.50 Kettle £12.65
Kitchen Chair ( Soft ) £73.50 Iron £12.65
Kitchen table £100.00 Plastic Dustbin £12.75
Electric Cooker £178.25 Soft Broom £5.95
Microwave oven £54.00 First Aid Box £14.20
Fridge £288.65 Ironing Board £25.00
Freezer £328.90 Dustpan and Brush £6.20
Fire Extinguisher (6l foam) £39.90 Mop and bucket £3.60
Fire Extinguisher (2kg CO2) £48.75 Curtains (pair) £110.00
Fire Blanket £12.35 Internal Telephone £31.50
Hoover (Henry) £109.50 To reconnect door closer £10.00
Fire Bell £48.00 To replace door closer £105.00
Kitchen/bathroom door £210.00
All charges are inclusive of VAT
Other items missing or damaged will incur the appropriate charge.
For damaged items, a charge will be made for the actual damage caused and reflecting that the item will have <strong>to</strong> be replaced sooner than if the damage had not occurred
rather than the entire replacement value.
Please note: for items where the replacement cost is under £10 (or if a communal charge is under £10 per student) an administrative charge of £5 will be applied for the
raising of an invoice.
Pho<strong>to</strong>s may be taken as evidence of any chargeable missing or damaged items.
Redecoration
• An estimate for remedial works or redecoration will be issued by the Estates Department. The exact amount chargeable will then be finalised with a quote from the Estates
department or appropriate contrac<strong>to</strong>rs (the use of pins, tacks, Blu-tak or White-tak, sellotape or other sticky substances is not permitted on the walls or ceilings of the
accommodation).
Broken Windows / damaged carpets
• An estimate for remedial works or replacement will be issued by the Estates Department. The exact amount chargeable will then be finalised with a quote from contrac<strong>to</strong>rs.
Lost your campus key/identity card?
1. Call the Site Steward on 01962 827666 or 827667. The team will assist with access <strong>to</strong> halls of residence until the following working day
2. Email campuscard@winchester.ac.uk <strong>to</strong> request a replacement card (there will be a charge)
Lost your accommodation key?
1. Call the Site Steward on 01962 827666 or 827667. The team will assist with access <strong>to</strong> halls of residence until the following working day (there will be a charge)
2. Email security@winchester.ac.uk <strong>to</strong> get a replacement key (there will be a charge)
14

Cleaning Charges
Please also see clauses; 2.17, 2.18 and 2.19
Individual Study Bedrooms:
After termly room inspections:
• £25 cleaning charge will be made if a study bedroom is not in a satisfac<strong>to</strong>ry hygienic, clean and tidy condition. The resident student will be given seven days <strong>to</strong> bring the
room up <strong>to</strong> a satisfac<strong>to</strong>ry condition. If it is still not in a satisfac<strong>to</strong>ry condition after a re-inspection, a further administration charge of £15 will be made and a possible meet
with Housing Services arranged.
At the end of the licence period:
• £25 cleaning charge will be made if a study bedroom is not in a satisfac<strong>to</strong>ry clean condition.
• £45 deep cleaning charge will be made if a study bedroom is in a very unsatisfac<strong>to</strong>ry condition. This charge will be authorised by either the Residential Supervisors, Housing
Manager (on campus), Residential Operations manager or the Housing Services Manager.
If a room is left in an extremely unsatisfac<strong>to</strong>ry condition, charges will be applied for the number of extra hours and materials needed <strong>to</strong> bring the room back <strong>to</strong> a satisfac<strong>to</strong>ry
condition.
Communal Areas:
During Term time:
• £10 cleaning charge per person will be made if a communal area is not in a satisfac<strong>to</strong>ry clean condition (advisory slips and a house meeting are normally issued before a
formal warning and charge). If a communal area is left in an unsatisfac<strong>to</strong>ry condition persistently, an administration charge of £10 in addition <strong>to</strong> any cleaning charge may be
levied per person (<strong>to</strong> cover the additional administrative costs incurred by the University in dealing with repeated breaches).
At the end of the Licence Period:
• £10 cleaning charge per person will be made if a communal area is not in a satisfac<strong>to</strong>ry clean condition .
• £45 deep cleaning charge will be made if a communal area is in a very unsatisfac<strong>to</strong>ry condition. This charge will be authorised by either the Residential Supervisors, Housing
Manager (on campus), Residential Operations manager or the Housing Services Manager.
If cleaners have <strong>to</strong> be ‘employed’ <strong>to</strong> remedy unsatisfac<strong>to</strong>ry cleanliness conditions in communal areas the number of extra hours and materials needed for this will be met (in
the case of shared facilities) in equal shares by the Student and the other occupiers sharing use of those facilities.
Removal of Rubbish
• £10 charge will be made if large amounts of rubbish are left either in a study bedroom or communal area during or at the end of the licence period. If there are more than
five bags <strong>to</strong> be removed then a supplementary fee of £5 per bag will be levied.
• £10 charge will be made per person if rubbish has <strong>to</strong> be removed from either a study bedroom or communal areas during or at the end of the licence period because it has
become a health & safety hazard. (Kitchen bins should be emptied on a daily basis.) If there are more than five bags <strong>to</strong> be removed then a supplementary fee of £5 per bag
will be levied.
Contamination of Recycling bins
• £10 recycling bin contamination charge per resident will be made if recycling bins are contaminated.
• If recycling bins are persistently contaminated an administrational charge of £10, in addition <strong>to</strong> the recycling bin contamination charge, may be levied per person (<strong>to</strong> cover
the additional administrative costs incurred by the University in dealing with persistent breaches).
Pho<strong>to</strong>s may be taken as evidence for any charges applied.

Schedule 3
Summary of administrative action for breach (not complete list)
Breach Clause First Breach Second Breach Third Breach
Noise 2.12 1st breach warning
(may be verbal or written)
£20 + 2nd breach warning
(may be verbal or written)
£25 + 3rd breach warning (written) +
meet with Housing Manager (on campus)
Party (<strong>to</strong> each resident
concerned)
2.14 1st breach warning (may be verbal or
written)
£20 + 2nd breach warning (may be
verbal or written)
£25 + 3rd breach warning (written) +
meet with Housing Manager (on campus)
Anti-social behaviour 2.15 Meeting with Housing Manager (on campus) (dependant on level could jeopardise residential status)
Alteration and damage 2.11 / 2.20 See schedule 2
Blu tack 2.23 Charge equal <strong>to</strong> cost of redecorating affected areas + admin (see schedule 2)
Removal of property 2.27 Charge equal <strong>to</strong> replacement cost + admin
Illegal Drugs/’legal highs’ 2.29 Breach Warnings, Charges, Extra undertaking letter and possible termination of Residential and Student status and police
involvement
Firearms etc 2.29.2 Meeting with Housing Manager (on campus) (dependant on level could jeopardise residential status)
Candle, joss sticks or oil
burner
2.29.3 1st breach warning
(may be verbal or written)
2nd breach warning
(may be verbal or written)
£20 + 3rd breach warning (written)
+meet with Housing Manager (on
campus)
Pets (not allowed) 2.30 1st breach warning
(may be verbal or written)
Smoking 2.32 £20 +1st breach warning
(may be verbal or written)
2nd breach warning
(may be verbal or written)
£25 + 2nd breach warning
(may be verbal or written)
£20 + 3rd breach warning (written)
+meet with Housing Manager (on
campus)
£30 + 3rd breach warning (written)
+meet with Housing Manager (on
campus)
Subletting 2.33 Meeting with Housing Manager (on campus) (dependant on level could jeopardise residential status) + possible charge of £10 per
night that guest stayed in room.
Visi<strong>to</strong>rs / overnight guests 2.35 /
2.35.2
Meeting with Housing Manager (on campus) (dependant on level could jeopardise residential status) + possible charge of £10 per
night that guest stayed in room.
Health & Safety 2.39 Meeting with Housing Manager (on campus) (dependant on level could jeopardise residential status)
Obstructions 2.39.1 1st breach warning
(may be verbal or written)
Security 2.38 1st breach warning
(may be verbal or written)
Fire safety 2.46 £20 + 1st breach warning
(may be verbal or written)
2nd breach warning
(may be verbal or written)
2nd breach warning
(may be verbal or written)
£25 + 2nd breach warning
(may be verbal or written)
£20 + 3rd breach warning (written)
+meet with Housing Manager (on
campus)
£10 + 3rd breach warning + meeting with
Housing Manager (on campus)
£30 + 3rd breach warning (written)
+meet with Housing Manager (on
campus) and PLO
Safety Equipment 2.47 Meeting with Housing Manager (on campus) (dependant on level could jeopardise residential status)
PLO = Police Liaison Officer
Further action will be taken and Administration charges increased (<strong>to</strong> cover the additional administrative costs incurred by the University in dealing with
repeated breaches) should persistent breaches of regulations take place by the same individual.
The EU letter is explained in clause 6.2 of the Regulations
Notes:
1. The Accommodation (including all study bedrooms and communal areas) are designated non-smoking areas. As well as being a breach of these Regulations, <strong>to</strong> smoke
in any communal area of the Accommodation is a breach of the ‘Smoke free (Premises and Enforcment) Regulations 2007. Penalties can include a fixed penalty fine and
possible criminal prosecution.
2. Cannabis is illegal and illegal substances are NOT allowed on University Property.
3. Overnight visi<strong>to</strong>rs are only permitted <strong>to</strong> stay on Friday, Saturday or Sunday nights. Licensees are responsible for the behaviour and actions of their guests/visi<strong>to</strong>rs. This
includes liability for any charges applicable as a result of their behaviour.