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Accommodation Office Opening Times: Monday – Thursday: 9 am – 5 pm Friday: 9 am – 4 pm Saturday and Sunday: closed Bank holidays: closed

UNIVERSITY-LEASED

Accommodation Office Second Floor University House University of Hull Cottingham Road Hull, HU6 7RX T: +44 (0)1482 466054 E: universityleased@hull.ac.uk www.hull.ac.uk/accomm

UniversityOfHull @hulluniaccomm

/hull

ACCOMMODATION STUDENT HANDBOOK www.hull.ac.uk/accomm

© University of Hull • Published May 2016 • 3685-ME


UNI V E R SITY- L E ASE D ACCO M MODATION

Browse our properties and recieve updates and alerts by following us on social media! Join us on Facebook by liking University of Hull Accommodation Office or on Twitter by following @HullUniAccomm. We recommend all students currently living in University-owned or -leased accommodation follow us on social media so that you won't miss out on any important safety and maintenance notices that we communicate through those channels and through Browzer!

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U NI VE R SITY-L E ASE D ACCO M M ODATION

Contents 13

Rubbish and recycling

13

2

Welcome to University-Leased Accommodation

3

Safety and security

14

ON ARRIVAL

4

Payment of rent Deposit Keys/lock outs Insurance All inclusive properties

4 4 4 5 5

Safety Safety out of your accommodation

14 15

Regulations

16

Maintenance and RepairS

6

What is an urgent repair?

6

Common Problems

8

Condensation and how to prevent it Showers Blocked sinks and drains Light bulbs Damage to the property Inspections Withdrawals, releasing from contract Guests Drugs and smoking Expectant mothers Your housemates

C | The University of Hull

Living in the community

Useful contact information

8 9 9 9 10 10 11 11 11 11 12

Moving out

17

Forwarding of mail Return of keys Continuing in the same house Accommodation for next year

17 17 17 17

Student Discipline in Universityleased Accommodation

18

Charges

19

Complaints procedure

20

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Useful Contact Information ENQUIRY

Telephone

Emergency ONLY

01482 465555

Security office (including out of hours repairs)

01482 466868

University reception

01482 465318

ENQUIRY

Telephone

Email

University-leased accommodation

01482 466054

universityleased@hull.ac.uk

Accommodation Office

01482 466042

rooms@hull.ac.uk

AskHU (student services centre)

01482 462222

askhu@hull.ac.uk

Student Wellbeing, Learning and Welfare Support

01482 462020

studentsuppport@hull.ac.uk

Advice Centre

01482 466263

huu-advice-centre@hull.ac.uk

IT Service Desk

01482 462010

help@hull.ac.uk

Student finance

01482 466362

studentfinance@hull.ac.uk

HUU (Students Union)

01482 464000

hullstudent@hull.ac.uk

Welcome to UniversityLeased Accommodation University-leased accommodation is owned by private landlords but leased and managed by the University. That means that the University will look after you and provide plenty of help and support, if you ever have any problems, and will deal with the landlord on your behalf. In return we ask that you follow some simple rules – all of which have been drawn up to look after the interests of you, your housemates and your neighbours. This handbook forms part of your residence contract– please ensure you read it carefully and familiarise yourself with its contents.

For more information or to report repairs, please email universityleased@hull.ac.uk, call 01482 466054 or visit our office. Accommodation Office 2nd Floor, University House University of Hull Cottingham Road Hull HU6 7RX After office hours (for urgent problems only) please call the security office on 01482 466868.

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On Arrival Payment of Rent

Keys/lock outs

Insurance

All Inclusive Properties

Residence fees are payable on conditions applicable to the accommodation offered and are paid to the Student Finance Office.

At the start of term all residents are issued with a set of keys to the house. All Universityleased houses have lockable study bedroom doors. If you lose your keys, you must go to the Accommodation Office to get replacements.

A basic contents insurance package is included in your residence fees. You can upgrade your policy to cover items which are excluded such as bicycles. A full list of what is covered can be found in the Endsleigh Insurance handout or at www.hull.ac.uk/accomm.

Your residence fees for all University-leased properties are inclusive of all bills.

To claim for lost, stolen or damaged items, report them to the Accommodation Office and then contact Endsleigh Insurance who will give you a claim form and advise you of the next steps. You may also need a crime number which you can get by reporting the matter to the police.

• Electricity – please be aware there is a fair usage policy (outlined in your contract)

Payment can be paid in full or in three instalments (October, January and April). You will have received a yellow ‘Accommodation Fee Contribution Form’ in your key envelope. Please fill this in and hand it in to the AskHU desk by mid–October. If you have any problems paying your fees please contact Student Financial Services, on 01482 466362 or at studentfinance@hull.ac.uk.

Deposit Everyone pays a deposit of £150. This is held as a damage deposit until the end of the year. If you are continuing in a University-leased accommodation property or University-owned property the year after, your deposit will be carried over, unless there are charges. In order to get your deposit back, you will need to fill in a deposit refund form before the end of the year. These will be sent to you with your final bill or are available from Student Financial Services. Deposits will be refunded by Student Financial Services directly into your bank account, usually around the beginning of October. This may be done earlier if no repairs or deep cleaning are needed.

4 | The University of Hull

Outside of office hours you can go to University security to report lost keys. Security are available in the Venn building 24 hours a day and are happy to help you in an emergency. However, they will not tolerate people who persistently lose/misplace keys. At the end of your contract, your keys must be returned to the Accommodation Office or the security office with both key fobs. Failure to do this will result in a £30 charge per set of keys not returned plus an extra charge for each night the keys are not returned, which will be taken from your deposit.

For further information visit Endsleigh.co.uk/ reviewcover or call 0330 3030 280.

This includes: • Gas – please be aware there is a fair usage policy (outlined in your contract)

• Water • Internet – please note that internet packages vary* • Council Tax – full time, registered students are exempt from Council Tax • TV Licence – this covers the whole house, so TVs in bedrooms are covered • TV – this is usually provided in the common room of the property

There will also be a £10 charge for each key which is returned without its barcode and fob. If you come and see us to tell us you have lost your fob before your contract ends, we can replace it free of charge. Even if you are returning to the same house the following year, you must still return your keys to the Accommodation Office. Failure to do this will incur the charges above.

* Hull telephone company, KCOM, has a local monopoly of the internet market and does not provide an unlimited package. Most packages are between 350 – 750 GB and there is a £2 charge per GB for going over, but we will contact you if you approach the limit. We have started to use Pure broadband, a satellite company, which does offer an unlimited package, however this is not available in all locations. The University of Hull | 5


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Maintenance and repairs Please report all repairs and faults to the Accommodation Office. Repairs can be reported by • calling 01482 466054 • emailing universityleased@hull.ac.uk • visiting the office in person Please remember to give as much detail as possible, including the location of the problem. You must always give your name, address, room number, and contact telephone number when reporting a repair. Your problem will be reported to the property owner or their representative who will either deal with the request, or ask University-leased accommodation to carry out the work. If the problem is not resolved within an acceptable amount of time, please inform the Accommodation Office and we will enquire on the progress of your request. Outside of normal office hours, repairs can be reported by calling 01482 466868. Please only use this number if it is urgent and cannot wait until the following working day.

What is an urgent repair? • Risk to life or substantial damage to property • Smell of gas • Major water leak resulting in flood and immediate danger to structure, services, or fixtures and fittings • Major loss of power • Smell of burning (electrical) • Major structural damages such as ceiling collapse • Main drain blockage • Total loss of heating • Lighting fault on staircases, landings and areas likely to be a health and safety issue

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Common problems Condensation and how to Prevent it Condensation occurs when warm air carrying moisture comes into contact with a cool surface. This can lead to staining and black mould growth – damaging wallpaper, wall surfaces, window frames, furniture and clothing. It can also damage the internal structure of your accommodation. Areas prone to condensation • Cold surfaces (i.e. windows) • Kitchens and bathrooms • Walls of unheated rooms • Corners of rooms and areas where air cannot circulate • Wardrobes, cupboards and behind furniture against an outside wall.

How to control condensation • Check walls are not already suffering from damp or mould. Report this to the office if they are. • After having a bath or shower ventilate the room to the outside, not to the rest of the house. Opening a window and closing the door will help. • Ensure that you are using your heating correctly – especially in colder months. • Dry clothes outside or use your tumble dryer. When drying indoors, ventilate the room by opening a window. • Keep lids on saucepans when cooking, keep the kitchen door closed and open a window. • If possible try to open windows once a day. This can help to combat condensation in the winter as the outside temperature drops and the temperature indoor rises (due to the heating). • Make sure furniture, particularly bed and settees, is not pushed right up against an outside wall. • Clean off any moisture which collects on your windows and windowsills. If mould does appear, prevent this from getting out of control by wiping down the area with hot, soapy water. Further advice is available from the Accommodation Office. For more information on condensation and damp please visit www.diydata.com/problem/condensation/ condensation.

8 | The University of Hull

Showers Please ensure shower curtains are drawn inside the bath and that shower cubicle doors are properly closed. Leaving the doors open in the shower or the shower curtain outside the bath whilst showering can lead to extensive damage to the flooring, and the ceiling on the floor below. If excessive water is left on the bathroom floor, please mop it up and ensure that all housemates follow the same instructions. Any damage resulting from a lack of such care may result in the household being charged for repair.

Blocked sinks and drains If you have a blocked shower (for example), and you cannot clear the blockage easily yourself, report it immediately and do not let water build up in the shower tray so that it overflows onto the floor. This could cause major damage to the floor and to the ceiling of the room below, and the household will be held responsible and charged accordingly for any repairs. If you report a blocked sink, shower or drain, we will send a maintenance engineer to unblock it for you. If it is blocked with food, grease, hair, soap scum, wipes of any kind (not normal toilet paper) etc, this will be classed as damage and the household will be charged for the repair. Do not pour foodstuffs and fats down kitchen sinks and toilets as this causes blocked drains. Please be careful when disposing of fats, foodstuffs, and wipes, placing them in the

kitchen bin provided. Charges will be made for persistent unblocking of sinks and drains.

Light bulbs If your light bulb needs replacing, do not attempt to replace it yourself, please report it by • calling the Accommodation Office on 01482 466054 • emailing universityleased@hull.ac.uk • visiting the Accommodation Office in person

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Damage to the property

Inspections

Any damage to the house or flat, its furniture or fittings, outbuildings, gardens, fences etc should be reported to the Accommodation Office. Damage caused by a student resident (or guest, for whom the host is automatically responsible) will be charged to that resident or group of residents.

Please be aware that Accommodation Office staff will regularly visit your house in order to monitor cleanliness and general upkeep. Staff have the right to access rooms at all times if they feel it is necessary, although they will usually give 24 hours notice.

The houses operate an inventory/condition report system which will enable all damaged items to be identified and the cost charged to the person or persons responsible, if known, otherwise the entire house will be charged an equal split of any costs.

A formal house inspection is done before occupants arrive and then at least once during each semester. A final inspection of the property will be conducted once the contracts have ended. It is vital that the Accommodation Office is informed of any breakages or damages as soon as they occur. It may not always be your fault and we do not want to charge people unnecessarily. If, during a semester inspection, your room or house needs cleaning, residents will be given a deadline to carry out the cleaning. If there has been no substantial improvement by the deadline, a contract cleaner will be brought in at the expense of the entire household. Please be aware that any belongings which appear to be valuable left in study bedrooms at the end of a contract will be removed and stored for two weeks. After this they will be disposed of. All other items left in a property after the contract ends will be disposed of immediately. Residents will incur charges if this happens.

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Withdrawals, releasing from contract An accommodation contract is legally binding and you are not permitted to withdraw from it, unless • a replacement student that does not live in University-owned or University-leased accommodation is willing to take your place for the remainder of the contract. The Head of Accommodation and the remaining housemates must agree to the replacement • you withdraw from the University. If you withdraw/intercalate from the University, you will be released from contract. The date of release will be the date of withdrawal/ intercalation or date of keys return, whichever is the latest. Please note there will be a four week administration charge for withdrawing.

Guests You are asked to note that, although overnight stays by guests of house residents are not encouraged (on the grounds that this places undue strain on shared resources – including access to bathrooms and fuel costs), short-term stays not exceeding two nights are permissible, provided all residents agree to this and the Accommodation Office is notified in accordance with instructions provided in the licence document.

Drugs and Smoking As a landlord and managing agent, the University of Hull operates a zero tolerance policy on the misuse of drugs and illegal substances within its owned and leased properties, whether on or off campus. The use of any illegal drugs may lead to disciplinary action and the police will be informed. Smoking is not permitted in any of our accommodation. This includes the use of electronic cigarettes.

Expectant mothers Should a student be pregnant or become pregnant while staying in University accommodation, it will not be possible for the child to be provided with residence. Having signed a contract to take accommodation for the period of letting, the student would be liable for the full cost of any vacancy arising out of such a situation.

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Living in the community Your housemates For most students, this will be their first time living away from home, and can be a stressful time. We ask that you take this into account and be tolerant of each other as much as you can. If you have any problems with the people you live with, we are happy to offer advice. Typical concerns might include students who

Living in a student house means that your neighbours will not necessarily be students and you will be part of a community of families, couples and elderly people. Please be considerate of your neighbours and fellow housemates and embrace being part of a community. Some things to consider: • Health and safety – look out for each other and report any concerns to the University. • Noise – everyone has the right to peace and quiet, so please behave considerately. If you’re having a party, inform your neighbours and be reasonable about noise levels.

• are not making friends

• Security – getting to know your neighbours means that they can keep watch on your property if you go home for the holidays and vice versa.

• are drinking too much

Rubbish and recycling

• are homesick

• have money worries • have course worries • have not been seen for some time If you have concerns about anyone you live with, you can report this by

A selection of different bins will be supplied for your weekly rubbish and recycling. You must ensure that these are put out onto the street on the correct days and put away at the back of the property following collection. Collection information will be in the welcome pack with your keys. For more information, please call Hull City Council on 01482 300300 or visit www.hullcc.gov.uk. This is an example of a blue bin sticker, indicating what can and cannot be recycled.

• visiting www2.hull.ac.uk/student/support. aspx and using the online form by selecting 'Raise a welfare concern' • emailing studentsupport@hull.ac.uk • calling 01482 462020 Reports can be made anonymously.

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SAFETY AND SECURITY To ensure your property is secure, take note of the following security tips.

Safety • All houses are fitted with a smoke alarm. Try to keep yours free from dust and test it regularly.

• Keep doors and windows firmly shut and locked, particularly when you are out of a room, leaving the house, or going to bed. If you have any problems with locks then contact the Accommodation Office.

• Keep all exits from your house clear from rubbish, storage and bikes etc. This is to enable residents to escape in the event of a fire.

• Do not leave valuable possessions or house keys on display to potential thieves.

• Ensure that all residents know where window and door keys are kept.

• Do not leave keys in locks – ensure they are put away, even if you are at home.

• The use of additional heaters is strictly prohibited, as these can cause fires.

• If your house is fitted with a burglar alarm, please use it when leaving the house. Ensure first there are no other residents still in the property.

• Any faults to switches, time clocks, control gear, distribution boards and fuse boxes must be reported immediately.

• Use a security marker pen to mark your postcode on your property – enabling police to return any stolen property to you. Make an inventory and keep your list in a safe place. • Lock your computer away in a cupboard or cabinet when you are not using it. • Alternatively a laptop security bolt can be bought from any good computer retailer. • When leaving your house at night, leave a landing light on. Although we advise you to turn lights off to be environmentally friendly, leaving a light on when no one is home creates an impression that people are inside the house and may deter intruders. • Do not leave curtains closed during the day when you are away as this is a sign to intruders that your room is empty.

14 | The University of Hull

• Do not overload electrical sockets. The use of double and triple adaptors is not permitted in University-leased houses. It is permissible to use one 4-gang trailing socket so that four appliances can run off a 13 amp outlet. All appliances must be correctly wired with a three pin plug, suitably fused. All metal-bodied appliances must be earthed. Remember one plug per socket and total load must not exceed 13amps.

• Firearms, replica guns, air weapons, crossbows and associated ammunition may not be kept in University-leased accommodation, nor discharged at such premises. • Residents are not permitted to store motorcycles or motor vehicles within the boundaries of the property (including gardens/yards) beyond the date of expiry of their residence agreement within the University of Hull. Motor vehicles left beyond the contract period will be disposed of at the expense of the tenant responsible.

Safety out of your accommodation • Stick to bright, well-lit and busy areas/streets, particularly when out alone. • If you must carry a laptop computer out with you, carry it in a rucksack rather than a computer case. This conceals the fact that you are carrying a valuable item more effectively. • Try not to draw attention to other valuable items you may be carrying, such as mobile phones and jewellery.

• Do not leave cooking unattended. Always double check that cookers have been turned off properly when you have finished cooking.

• Always contact a friend to let them know where you are going, and what time you expect to return home.

• If there appears to be any faults or damage to the fire blanket in your house please contact the Accommodation Office immediately.

• Ensure that your car is secured and does not attract potential thieves. Do not leave valuables such as your purse, CDs, mobile phone in view. If you have one, always apply your steering wheel lock.

• The use of fireworks in any property is strictly prohibited.

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Regulations

MOVING OUT

1. Noise from stereos, radios, televisions etc must be restricted at all times to a reasonable level. Special care is needed to keep noise to an acceptable level when windows are open, and to an absolute minimum after 11pm. The use of headphones is advised.

Students must move out of the residence promptly at the end of the contract period so the house can be cleaned and any repairs carried out before new students arrive. The house must be left in a clean and tidy condition and all rubbish disposed of in the correct manner. Charges will be incurred if the house has to be cleaned and these will be the responsibility of the entire household.

2. In the interests of safety and security, the exterior doors of the property must be kept locked at all times. 3. Pictures and posters etc must not be attached to doors, windows and walls except by approved pin hooks so as not to damage the wallpaper or wall surfaces. Sticky tape or blu/white tac must not be used as it leaves greasy marks on walls, which must then be repainted at a charge to the occupant. 4. Residents are required to keep the property in a clean and tidy condition to the satisfaction of Accommodation Office staff, who will visit the premises from time to time. Residents failing to do this will be charged the full cost of hiring cleaning staff. 5. Furnishings and fittings provided by the property owner must not be removed from the premises. Responsibility for the replacement cost of any missing property rests with the occupants. 6. Babies and children are not permitted to reside in University-leased accommodation. 7. No animals, birds or other pets may be kept in University-leased accommodation. 8. Residents are not permitted to sublet their rooms at any time. Only the occupants named on the contract may reside in the property. 9. All University-leased accommodation is strictly no smoking (this includes electronic cigarettes) and the University Of Hull has a zero tolerance policy when it comes to drugs.

16 | The University of Hull

Forwarding of mail At the end of the residence contracts, students are advised to make arrangements with the Royal Mail to have their mail redirected. The Accommodation Office accepts no responsibility for mislaid or lost mail and cannot re-enter the property to claim mail delivered after the contract ends. Any mail delivered after the contract ends, will be returned to sender. For more information, you can visit www.royalmail. com/personal/receiving-mail/redirection.

Continuing in the same house If you are returning to the same house next year as a household, it will be possible for you to leave items in the house over the summer, but you must ensure that common areas are clean and tidy – if not a contract cleaner will be brought in at the expense of the household to clear items left.

Return of keys At the end of the residence contract period, it is the responsibility of each resident to return their keys to the Accommodation Office. A charge will be brought against the student’s deposit if a key and/or barcode and fob are not returned, even if you are returning to the same house next year.

Accommodation for next year We have lots of different sized houses available. Please visit www.hull.ac.uk/accomm to see what we have to offer. As a household we normally ask if you want to remain in the same house next year (unless there are extenuating circumstances), there will be nothing to pay until October if you stay in a University-leased house.

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Student Discipline in University-LeasED Accommodation

CHARGES

Nature of Offences and Minimum Tariffs Depending on the seriousness of the offence, some disciplinary measures will be preceded by a verbal warning. This decision is at the discretion of the Accommodation Office staff member.

All damages to property will be chargeable. There will be no preceding warning. Where a replacement is needed, that cost will be charged. Disciplinary measures may also be put in place.

Repeat offenders could face disciplinary procedures which can lead to being served with a notice to leave. Description of Offence

DETAILS OF CHARGES

Damage to chairs

£10 or cost of replacement

Extra cleaning to house

Cost of works (external contractor invoice)

Extra cleaning to room

Cost of works (external contractor invoice)

£200

Graffiti on door

£30 per door surface

£150

£200

Stickers on door

£30 per door surface

£30

£50

£200

Key not returned

£30

£30

£50

£100

Barcode not returned

£10

£100

£150

£200

Room carpet has burns

£50 or cost of replacement plus fitting

Use of cooking and heating equipment in bedrooms

£50

£100

£200

Room carpet to be cleaned

£40 per room

Unauthorised guests

£50

£100

£200

Room carpet to be replaced

Cost of replacement plus fitting

Removal and disposal of abandoned pots

£20

£50

£75

Room smells badly of smoke

£100 per room

Room to be redecorated due to smoking

£150 deposit taken, plus any extra costs

Rubbish removal from exterior

£20 per bag

Rubbish removal from kitchen

£20 per bag

Rubbish removal from room

£20 per bag

Walls damaged – holes, marks, from Blu Tak etc

£25 per wall

Blocked toilet

£30 per occurance, after first call out

Blocked drains (showers, sinks)

£30 per occurance, after first call out

Description of Offence

First Offence

Second Offence

Third Offence

Covering smoke alarms (immediate charge)

£50

£100

£200

Damage/misuse of fire fighting equipment

£30

£50

£100

Blocking fire exits/propping fire doors open

£50

£100

£100

Noise after 11pm Excessive noise other

Smoking (in a no smoking area)

Lighting candles etc

Abuse to staff

Disciplinary hearing, fine and possible eviction

Use of illegal drugs

Disciplinary hearing. Report to police. Possible termination of University course.

Acting so as to cause distress to other students

Disciplinary hearing, fine and possible eviction

Acting in a manner likely to cause harm to yourself and others

Disciplinary hearing, fine and possible eviction

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Accommodation Office – Complaints procedure The University of Hull’s Accommodation Office aims to provide a quality service to tenants, applicants and members of the public.

How to make a formal complaint You can do this by emailing universityleased@hull.ac.uk.

We recognise that genuine complaints provide us with an opportunity to improve our services.

Please ensure that your student ID number is included, as no action will be taken in response to anonymous complaints.

The Accommodation Office aims to provide a fair and accessible complaints procedure which responds speedily to concerns and does not set up unnecessary procedural barriers.

We will acknowledge receipt of a complaint within three working days. We will state who is dealing with the complaint.

If you have a problem, report it promptly to the Accommodation Office. We believe that most minor issues are best solved in this way. If the problem is not resolved to your satisfaction, however, please speak to a member of staff in the office. Complaints are investigated in confidence. Information is disclosed only on a ‘need-toknow’ basis.

We may need to discuss your complaint with you. If a visit or meeting is required, we will arrange an appointment within five working days of receipt of the complaint. We will issue a full written reply to your complaint as soon as possible and within 20 working days of receipt of the complaint. Where there is a delay (e.g. if we are waiting for information from a third party), we will email you and explain the reason for the delay. At that point we will agree with you

If you ask for a compensation payment as part of your complaint, this may need to be dealt with by a more senior member of staff which may cause a delay. Final replies to complaints will give our findings and any action proposed. For monitoring purpose, all formal complaints will be logged and a record of actions taken will be recorded.

Disclaimer The information contained in this booklet is for general information only. The information is provided by the University of Hull and although we do our best to keep it up-to-date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability of the information, products or services contained in the booklet for any purpose. Any reliance you place on such information is therefore strictly at your own risk. We reserve the right to introduce changes to the information in the booklet, including the addition, withdrawal, re-location or restructuring of services.

If, after the Accommodation Office’s complaints procedure, you wish to take your complaint further, please seek assistance from the Students’ Union Advice Centre and refer to the University's student complaints procedure (www2.hull.ac.uk/student/studenthandbook/ regulations/complaints.aspx). If you remain unsatisfied having been through the University’s internal complaints process, you have the right to contact the OIA (the Office of the Independent Adjudicator for Higher Education). For further information, visit www.oiahe.org.uk.

• a reasonable time scale or action • how we should keep you informed • how frequently we should update you on progress

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ULA Handbook  

Handbook for students living in University Leased Accommodation

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