Student resident guide on campus and regulations 2018 19

STUDENT RESIDENT GUIDE TO ON CAMPUS ACCOMMODATION 2018/19

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TABLE OF CONTENTS The Residential Management Team...................................... 4 Useful contacts........................................................................... 4 Paying Residence fees............................................................... 6 Before you arrive........................................................................ 9 Packing......................................................................................... 13 Moving In..................................................................................... 15 Key Dates..................................................................................... 16 Living in the accommodation................................................. 17 Adjusting Communal living..................................................... 17 Registering with a GP................................................................ 21 Reporting Maintenance............................................................ 22 Postal addresses......................................................................... 24 Moving out.................................................................................. 26 Where do I live next?................................................................ 27 The Student Housing Team The Housing Office is located in St Swithuns Room 1 and is open Monday to Thursday 9am-5pm and Friday 9am-4.30pm.

Tel: 01962 827533 Email: housing@winchester.ac.uk

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WELCOME! Welcome to the University of Winchester! We hope you will soon feel at home and discover your way around campus, your accommodation and the city of Winchester.

We’ve put this guide together with lots of useful information about things to do before you arrive and throughout the duration of your licence period as a resident with us. Please take the time to go through this to make sure you understand the obligations and responsibilities that come with moving away from home and into University accommodation. We have also included some helpful information about how to look after your new home, each other and yourself.

The Student Housing Services Team are here to help you settle in and sort out any Housing queries you may have.

The majority of the Student Housing Service have been students, some even at the University of Winchester, so we understand the need to deal with matters in a timely manner and understand the pressures that students are under on a daily basis.

We will also send out ‘Welcome to our Accommodation’ information to every resident after your arrival to provide some further practical information on living with us, as well as how you could possibly win Student Union event tickets throughout the year with the Energy saving ‘Student Switch off’ Campaign.

We hope that the information in here will help with your transition to student life and help you enjoy your experience here with us at the University of Winchester.

Your Student Licence Agreement The second half of this guide is the Student Residence Regulations which inform the legally binding Licence agreement that you will make with the University when you accept your offer of accommodation. The Licence agreement is a legal ‘contract’ between you and the University and lays out the obligations the University has to you, and those you have to the University as the Licence holder of the accommodation (for e.g. agreeing to pay for your accommodation for the full duration of the letting period).

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Please read through this Guide and Regulations to give you the best possible start, and to know how to have a good time that is respectful of other residents, staff and the accommodation.

You MUST read the Student Residence Regulations in the back of this guide before accepting your offer of accommodation so you fully understand your Licence obligations.

If there is anything you don’t understand, please get in touch with the Student Housing Team.

If there is anything you don’t understand, please get in touch and please read the Regulations before agreeing to the Licence Agreement.

The University of Winchester is signed up to The Universities UUK Code of Practice for the management of student housing. The code assists those managing student accommodation by setting out good management practice.

It covers health and safety, maintenance and repair, and relationships between managers and student licensees, it is also designed to assist you in understanding the standards and procedures applying to your accommodation and your obligations as licensees. http://www.thesac.org.uk Finally during Welcome week there is a not to be missed ‘Show with a twist – UniSmart Life at University’, which the Vice-Chancellor, Professor Joy Carter, warmly invites you to attend. It is free and includes information that will help you make the most of your student life here at Winchester.

Invites will be delivered to your bedrooms and our student Residential Assistants will help you get to it.

Have an enjoyable and productive year!

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THE RESIDENTIAL MANAGEMENT TEAM The Residential Management Team is here to support students living on campus. There is the Student Housing Services staff team working office hours and also a team of staff and student staff who provide out-of-hours pastoral care in the residences so there is always someone on hand.

Then there are all the other departments managing the day to day needs in the accommodation like cleaning and maintenance.

USEFUL CONTACTS Student Housing Services

01962 827533 housing@winchester.ac.uk Opening times: Mon-Thurs 09.00-17.00, Friday 09:00-16.30 Location: St Swithuns Lodge, Room 1 Student Services

01962 827341 Student.advice@winchester.ac.uk / studentservreception@ winchester.ac.uk Opening times during term time: Mon-Fri 09.00-17.00 Location: The Zone, Main University Building Security Services and Site Stewards:

King Alfred Quarter: 01962 827666 West Downs Quarter: 01962 827667 For non-urgent security matters: Security@winchester.ac.uk Opening times: 24/7 Locations: Offices on both campuses one in the West Downs Centre and one in St Swithuns Lodge Finance Services:

01962 827226 Opening times: Mon-Fri 10.00-15.00 Location: Main University Building First floor IT Services:

01962 827654 Helpdesk (in person) Opening times: Mon-Fri 08.30-17.00 Location of Helpdesk: Martial Rose Library Top Floor You can also log IT issues via ‘Servicedesk’ at any time and they will be attended to during the above opening hours, more information is later in this guide Maintenance:

Opening times: Mon-Thurs 08.00-17.00, Fri-08.00-16.00 Maintenance reports are to be made via ‘Servicedesk’ at any time of the day and non-emergency issues will be attended to during the above working hours. Emergency cover during both working hours and outside of working hours can be engaged by calling the Site Stewards on the above numbers, more information is later in this guide.

NHS Direct:

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Student Housing Services

Security and the Site Stewards

The Student Housing Services Manager and Housing Manager (on campus) coordinate the day to day operations on campus and work to promote a positive atmosphere for residents.

They are supported by two Housing Advisors, an Allocations and Systems officer, a Receptionist and Residential Assistants.

Site Stewards are the University Security officers and are based at West Downs and on the King Alfred Quarter and are contactable 24 hours a day. They are primarily here to ensure the Security of the University however they help with unwanted visitors, noise and give security advice and out of hours pastoral advice. They are authorised staff able to request your student identity at any time.

Information pages on our internal Intranet can be found here: https://intranet.winchester.ac.uk/information-bank/studenthousing/SitePages/Home.aspx

Residential Assistants (RAs) Residential Assistants are student members of staff who act as a first point of contact for queries and concerns. Each area of accommodation has two RA’s who are on duty during the weekday evenings and will visit their accommodation areas regularly, checking on residents and passing on necessary information on behalf of the Housing team.

As well as providing advice and assistance with queries, they will also carry out regular checks on Health and Safety, Fire safety, maintenance and other matters. You would be able to contact a Residential Assistant if you have a question or concern using the contact details on the Housing Wall Planners in all kitchens. They will also report serious concerns back to the Housing Manager (On Campus), Site Stewards and Wardens. RA’s will not enter study rooms unless invited, but don’t be alarmed if you see them around your accommodation communal areas, just be sure to say hello!

Wardens Wardens are staff members who live on and off campus to ensure the wellbeing and safety of all students living in University accommodation. Wardens will undertake shifts in the evening and be available out of hours to act as a first responder in an emergency, someone to contact for advice on University life and pastoral care in those first few weeks and throughout the remainder of the year.

Wardens work closely with Housing, Security and RA’s providing guidance and signposting to appropriate support systems and enabling residents to manage their physical and mental wellbeing.

All Site Stewards are first aid trained (first aid boxes are in every kitchen) and are on hand to deal with any emergencies and can facilitate access to our buildings by the emergency services.

You can contact the Site Stewards on 7667 (West Downs) or 7666 (King Alfred) from the internal phones in hallways or kitchens (emergency contact sheets are posted next to these phones or on kitchen pin boards so you don’t have to remember these numbers right now!).

Information pages on our Intranet can be found here: https:// intranet.winchester.ac.uk/information-bank/security/ SitePages/Home.aspx

Maintenance The University Maintenance Team is here to sort out any maintenance issues that may arise in either your room or the communal areas of the accommodation.

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 we ask for your patience at that busy time.

Staff undertake an annual maintenance room check during the summer term the dates for these are indicated on the Housing Wall Planners in all Kitchens.

Please note that Maintenance do not deal with IT related problems. Please see the ‘IT Services’ section below.

Information pages on our Intranet can be found here: https:// intranet.winchester.ac.uk/information-bank/maintenance/ SitePages/Home.aspx

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Campus Management - the Cleaning and Portering staff: It is in everyone’s interests to maintain a clean, hygienic and safe environment.

The University’s cleaning team is part of the Campus Management Team and will clean all communal areas on a regular basis, including the shared shower and toilet facilities at West Downs and in our Catered Halls.

To break this down further they won’t clean rooms or ensuites and will clean the surfaces and floors in the kitchens.

They will also hoover corridors. They will take out the recycling rubbish to try to encourage you to recycle more as the more you recycle the less rubbish you have to take out! They are not responsible for dirty dishes and if the sink in a kitchen is full of dishes will report this to the Domestic Supervisor as they might not be able to get water to do their jobs.

Warnings and charges can be applied if a room or communal area is not kept to an acceptable standard (see the Student Residence Regulations), but we try to get you to work together before we turn to the regulations for action.

Domestic Supervisors and Housing staff undertake communal cleanliness checks regularly and room cleanliness checks once a term and the dates for these are on Housing Wall Planners in all kitchens. Please make sure you are familiar with the dates - they will take place! If, after a room inspection the Domestic supervisors or Housing staff feel that a bedroom is in an unacceptable condition, a charge may be applied (see the Student Residence Regulations).

The Portering team are also part of Campus Management and are the team that could, for e.g., replace an old mattress or broken furniture in a room or kitchen.

Finance services The Finance Department deal with the payment of Residence Fees, tuition and ad-hoc charges. The residence fees for your accommodation are detailed in your housing offer and Licence Agreement and can be reviewed at our webpage here: http://www.winchester.ac.uk/Studyhere/Student%20 accommodation/Pages/housing-costs.aspx There are a number of avenues of support should you find

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yourself in financial difficulties. Don’t ignore financial worries.

Although it may not seem like it, it will be much better in the long run to address them.

The Finance counter is in the Winton Building of the University on the King Alfred Quarter and is open Monday – Friday 10am to 3pm. The counter’s number is: 01962 87226 How do you pay residence fees? There are 2 ways to pay these are: In full before 12 October 2018 and you will receive a discount of £100 (this amount will be taken off the total when you make your payment). You can pay this by bank transfer, cheque or credit/debit card. Please note: The discount is per room, if there are multiple occupants then the discount will be pro-rata.

By direct debit in three instalments on 12 October 2018, 18 January 2019 and 10 May 2019. To set this up you need to fill in the Accommodation payment form and direct debit mandate included in your housing offer and return it to the Finance team Please note: no other instalment plans are available.

You are encouraged to contact Finance before you miss any payments as the staff will be able to suggest support and agree a way forward. Please note if you miss a payment you will incur a late payment charge and could risk your residential status. For example if the first instalment of your student loan is delayed beyond the payment date in October, the University may permit you to pay your residence Fee within ten days of receipt of your loan, but you must notify the Finance Office of this at least 10 days before the instalment date so they can work through this with. The late payment fee is £50.

You can also contact the Student Finance team in Student Services who may be able to help resolve the delays with your funding or any other financial concerns. You can contact them via the Student Services Reception number: 01962 827341.

Information pages on our Intranet can be found here: https:// intranet.winchester.ac.uk/information-bank/money-andfinance/SitePages/Home.aspx

Catering Services The Catering Team run the University Food hall and several café style learning environments on both our quarters. Any student can use their campus card to buy food or drinks by having an electronic purse that they can load money into whenever needed.

There are a variety of vending machines located at various points around the University campus that vend hot and cold drinks, cold snacks and confectionery. A map of the various locations around campus is available on Catering’s ‘Food on Campus’ intranet webpages and most machines take Debit Cards.

Students in our Catered accommodation on the part-board catered package (approx. 14 meals per week) will be issued with their campus Card (ID card) when they collect their key and this card is also their catering card to be used to pay for meals. You can use your campus card in all the University’s catering outlets such as; the Food Hall, Gourmet Burger Company, Cyber Italia, Ethical Earth and Cafe Life. A catering credit of £61.04 is loaded electronically onto your card each

week, starting the first time you use the card and every Saturday thereafter during term time. Once your weekly allowance is used you will not be able to use your card to purchase food unless you load extra money onto it yourself which can be done by setting up an online account.

At the end of each week, the card is loaded with the new week’s credit so please remember to spend your balance each week as it is non-transferable.

Students with a self-catering package are welcome to use the catering facilities and can either pay in cash or, to take advantage of the discounts and benefits available from the campus Card, go to the Catering webpages and follow instructions to set up an account.

Please note preferential discounts are available when using your campus card to pay for food and drink and cards can only be used by the person it belongs to.

Information pages on our Intranet can be found here: https://intranet.winchester.ac.uk/information-bank/food-oncampus/SitePages/Home.aspx

Outlet

Location

Opening days

Open times

Food Hall

King Alfred Quarter Level 3 King Alfred Centre

Monday-Friday

08:00-14:30 then 17:00-19:00

Ethical Earth

King Alfred Quarter Level 4 King Alfred Centre

Monday-Friday

07:00-18:00

Gourmet Burger Company

King Alfred Quarter Level 2 King Alfred Centre

Monday-Sunday

12:00-19:30

Cyber Italia

King Alfred Quarter KKB

Monday-Friday Saturday - Sunday

08:30-23:00 10:00-23:00 Catered students can use allowance to buy pizza direct from counter until 21:00

Café Life

UoW Buisness School

Monday-Thursday Friday

08:00-19:00 08:00-15:00

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IT Services

Student Services

The IT team are available for your University IT needs, from access in accommodation areas, to training and open access areas, copying and binding in reprographics, to supporting the Learning Network and producing software guides and purchasing consumables.

We hope that you are looking forward to this new chapter of your life with great enthusiasm but appreciate that some students can feel a little apprehensive. It is normal to take a while to settle into a new experience but if you find that you are not settling in as well as you thought or you feel very homesick or worried, you can find someone to talk to in Student Services. Homesickness is common in the first few weeks but can occur at any time and the Student Advice Team in Student Services would be available if you need support.

The only restriction is that they are not able to supply assistance for any personal IT equipment except to offer advice on how to connect to the University network. You can check your equipment for compatibility with our network before you arrive at: http://republic.winchester.ac.uk/ authentication/_remotescan.html

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As a general note Student Services covers the following areas:

The IT Helpdesk is located in The Martial Rose Library Top Floor. Opening hours are weekdays 08.30 to 5pm; during vacation periods, the office operates variable hours but you can still contact the team by phone on 01962 827654 or email servicedesk@winchester.ac.uk

• Support and advice for personal issues which are affecting study or University life in general

In the accommodation data connections are included in the residence fees and wireless access is available in all University on campus accommodation providing flexible study options.

For a guaranteed internet connection there are wired data points within all study bedrooms, although Wi-Fi is also available in all communal areas and most study bedrooms.

The University has an ICT acceptable use policy which students will be advised of along with information on how to connect to and use the University network.

• Study Skills

More information on Internet access and Wi-Fi can be found on the Intranet pages at: https://intranet.winchester.ac.uk/ information-bank/it-services/SitePages/Home.aspx

• Specialist support for Care Leavers

• Information on student finance • Health

• Money Matters and sources of funding • Counselling • Specialist help for students with disabilities and learning differences • Support for mental health and wellbeing • Specialist support for international students

For contact details, please see the front of this guide, your Welcome pack and Housing Wall Planners in every hall kitchen. Student Services intranet pages also have information on support offered: https://intranet.winchester. ac.uk/information-bank/wip-student-services/SitePages/ Home.aspx

BEFORE YOU ARRIVE Your offer of accommodation

Don’t forget to…

First things first are to accept or decline your offer of accommodation. To accept our offer you need to log in to your online housing account and give your electronic signature for the Licence Agreement and so enter into a legally binding Licence with the University. You can also book an arrival slot for the main arrivals weekend in September when doing this.

• accept your online licence agreement

To decline our offer you need to log in to your online housing account and follow the on screen instructions to decline the offer.

Please note: If you choose to decline this offer and then change your mind, it is very unlikely we will be able to offer you another room. Keys to housing may not be issued until you have electronically signed your Licence Agreement. If you have been issued with a paper offer pack and Licence Agreement, your instructions on how to accept or decline are contained in that offer pack.

• register your card on the University Payments Portal • complete your online registration which includes uploading a photo • research (and amend if desired) contents insurance. (www.endsleigh.co.uk/personal/home-insurance/ check-yourstudent-cover/) • research/purchase a TV Licence • check the day you can arrive to your accommodation • print off your arrival slot pass • check the information provided about key collection on the ‘Arrivals’ page on our website

Your offer of accommodation will detail what accommodation you have been offered as well as the licence length and so dates of the period of letting, and the residence fees so make sure you check over that information carefully.

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WHERE IS YOUR ACCOMMODATION AND KEY COLLECTION? King Alfred Quarter including accommodation areas West Downs Quarter including accommodation areas

Key Collection All accommodation keys during arrivals weekend in September are issued from St Alphege Building (SAB) Room 1. After this, late arrivals will report to either the University Main Reception or Housing office and further information on arrivals is posted on the University’s webpages and in the offer of accommodation.

Queens Road

Bur Alwyn

During September you will be due to arrive in the time slot that you booked during your online acceptance of the accommodation. Please note that keys may not be available outside of these time slots and you must have your arrivals parking pass printed and ready for presentation on arrival.

Once you have your key you will be given time to unload the car and then asked to move offsite to long stay parking.

Student Housing Office

Once you have your key it’s important to keep it safe.

Please note that there are charges for replacement keys should you lose these or don’t sign them back in at the end of your Licence. In some cases, this may also result in the replacement of front or bedroom door locks, for which the University may look to recover the cost from the resident.

Please see the Regulations for more information.

St Alphege Building

Don’t give your keys to anyone else at any time – keep them safe.

Beech Glade 10

West Downs

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St Elizabeths

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GETTING TO CAMPUS FOR STUDENT ARRIVALS IN SEPTEMBER Travelling by car, Park and Ride and on foot Upon arrival, visitors should head towards St Alphege Building (St Alphege Building, Sparkford Road, Winchester, SO22 4NJ).

If driving on the M3, come off at junction 11 and pass through Badger Farm Road and turn right at the second roundabout to proceed along Romsey Road. After passing West Downs on your left and the Royal Hampshire County Hospital on your right, turn right into St James’ Lane. After a sharp corner turn right into Sparkford Road. The King Alfred Quarter is halfway down the hill on the right hand side. The South Winchester Park and Ride is accessible from Junction 11 of the M3. There are Park and Ride bus stops along Romsey Road close to the King Alfred Quarter. Please see the map for the location of the Park and Ride, city centre public car parks and for directions on foot to the King Alfred Quarter.

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By train Our campuses are less than one mile (approximately 15minutes walk) from the railway station. Leave the railway station by the main exit and turn right into Station Road leading into Upper High Street. Turn right over the bridge and then into Clifton Terrace. Walk along Clifton Terrace until you reach the main road (Romsey Road). Cross the road and head straight on to St James Terrace which will lead you on to St James Lane where you will need to turn right and continue through West Hill Cemetery. Once you have exited the cemetery, turn left and continue down Sparkford Road and St Alphege Building is on the right.

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WHAT WE PROVIDE – WHAT TO BRING AND WHAT NOT TO BRING In our on campus accommodation we seek to provide the following items:

What not to pack include but are not limited to: (please see the Regulations):

Study bedrooms:

• Candles / incense sticks / tea lights

A single bed, a mattress and protector, wardrobe, draw unit (varied sizes), some shelves (varied amount), desk, desk lamp, desk chair, bin, pin board for posters, curtains and carpets and electrical and internet sockets. In some study bedrooms (at West Downs shared facilities and in Catered rooms) there is a sink and mirror so the resident can brush their teeth in their bedroom rather than having to use the shared facility at night time. In the en-suite study bedrooms there are shower toilet and sink pods, some shelves (varied) and a mirror (some also have towel rails).

The pin boards in each bedroom are for posters / pictures / timetables and must be used instead of the walls. If any items are stuck the walls you may be charged for redecoration if walls are damaged by tape or blu-tack for example.

Bedding packs can be purchased from Housing and you may have requested one of these during the online application process. If pre-ordered they are collected by the student at point of key collection and we may also have some to sell so please ask if you didn’t pre-order. They contain: a single duvet, a single bed sheet, 1 pillow and 1 pillow case and for the 2018-19 academic year will cost £26.

What to pack • Bed linen • Duvet • Pillows • Towels • Toilet rolls (one roll be supplied in all toilets for arrival, after this you must supply your own) • Cleaning products to keep your bedroom or en-suites clean!

Don’t worry if you forget something as there are lots of places in Winchester to shop.

• Fireworks • Oil or electric heaters • Any smoking equipment • Dartboards • Any weapon or replica weapon • Any illegal substances and/or associated paraphernalia • Any psychoactive substances and/or associated paraphernalia • Any extra white goods or furniture items (medical fridges can be provided for proven needs) • Pets of any kind – yes including fish!

Kitchens/Kitchenettes:

In our self-catered accommodation (Burma Road, Queens Road, West Downs, St Elizabeth’s Annexe) kitchens come with an electric cooker and hob, fridges and freezers (total number of residents will affect amount of these), cupboard space, microwave, kettle, sink and drainer, table and chairs and easy chairs, waste and recycling bins, iron and ironing board, hoover, mop and bucket, dust pan and brush, broom, first aid kit and appropriate firefighting equipment (residents are not asked to fight fires but can use common sense and access this equipment if needed).

In the Catered halls (Alwyn, Beech Glade and St Elizabeth’s), as the residents will mainly use the Catering outlets, we have small kitchenettes that contain; a fridge, microwave, kettle, sink and drainer, waste and recycling bins, iron and ironing board, hoover, mop and bucket, dust pan and brush, broom, first aid kit and appropriate firefighting equipment (residents are not asked to fight fires but can use common sense and access this equipment if needed).

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What to pack • Tea towels / dish sponges or cloths • Crockery

If you are offered a flat please get in touch with us to discuss things in more detail.

• Cutlery

Property Safety and Contents Insurance

• Saucepans

Please make sure the doors and windows of the house are kept locked when the property is unoccupied.

• Some food for the first few days • Cleaning products to do your dishes and your part with surfaces or fridge spills What not to pack include but are not limited to: (please see the Regulations): • All of the study bedroom items noted previously • Any extra white goods or furniture items • Chip fryers • Excessive amount of appliances that could take up fair space in the kitchen

Kitchen packs can be purchased from Housing and you may have requested one of these during the online application process. If pre-ordered they are collected by the student at point of key collection and we may also have some to sell so please ask if you didn’t pre-order.

They contain: 1 x knife, 1 x fork, 1 x dessert Spoon, 1 x teaspoon, 1 x dinner Plate, 1 x side plate, 1 x cereal bowl, 1 x mug, 1 x glass tumbler, 1 x tin opener, 1 x chopping board, 2 x saucepans with lids, 1 x frying pan, 1 x utility knife, 1 x cooks knife, 1 x colander, 1 x grater, 1 tea towel and for the 2018-19 academic year will cost £43.50.

Self-contained self-catered flats for families and couples

These flats are located within our vibrant student villages on campus with incoming first year students as your neighbours.

They can be let part-furnished and the Housing team will do their best to facilitate requested viewings of these prior to arrival so you know what to consider bringing. There may be some items left by the previous tenant that we can discuss removal of or leaving in situ if you might find it useful. We can provide the items listed in the above sections as well as a dining / study table and soft chairs for the lounge area. In the kitchens we provide the fridge and freezer, electric oven and hobs, microwave and kettle as well as the sundry items listed above including first aid kits and firefighting equipment.

Washing machines are not available in these flats but the

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laundry services provided by the Student Union are close by.

The University has arranged for core possessions insurance, through Endsleigh, for every student living in University managed accommodation (on and off campus). The cost will be included in your rent. The insurance will cover you for the duration of your Licence and will cover a range of belongings.

It is important that you check the cover provided at www.endsleigh.co.uk/personal/home-insurance/checkyourstudent-cover/ There are options to customise and extend this cover which can include insuring your mobile phone outside of your room; the cost of which is payable by the Student and not the University. All claims will be handled directly by Endsleigh.

Meningitis and Septicaemia Older teenagers and University students are identified as potentially being at risk of infection of these due to living and being in close proximity of each other, for example living in University halls.

From August 2015, all 17 and 18-year-olds in school year 13 and first-time university students up to the age of 25 have been offered the Men ACWY vaccine as part of the NHS vaccination program. The Men ACWY vaccine protects against four different causes of meningitis and septicemia – meningococcal (Men) A, C, W and Y diseases.

This infection can come on suddenly and progress quickly, early symptoms can vary and are not unlike flu (or in some cases hangover) and include:

MOVING IN The Licence Agreement is for the dates outlined in your offer of accommodation and you are expected to remain in your allocated room for that period. If you want to leave the room completely there are two avenues for this. If you leave the University so stop studying you can be released from your Licence. If you leave the room but stay studying a replacement would need to found by you to take the room over and you would be liable for the residence fees if a replacement cannot be found.

Welcome week

• Stiff neck

Welcome week is designed to help you settle into University and make friends. You will receive lots of information from the University and the Students’ Union letting you know what’s going on in the first week after arrivals weekend.

Information on Fresher’s Fair is also provided.

• Sensitivity to light

Housing Wall planner

• A severe headache • Vomiting

• Drowsiness and difficulty waking up • Pale, blotchy skin and a distinctive rash

These symptoms can appear in any order and not everyone will get all of them, don’t wait for a rash to develop, if you or someone you know is unwell and displays the symptoms of meningitis you should seek immediate medical help as early diagnosis and treatment is vital.

Please check this situation with your GP’s before arriving and do what you can to safeguard yourself, more information can be found on the NHS pages here: http://www.nhs.uk/ conditions/Meningitis/Pages/Introduction.aspx

These wall planners are attached to the notice boards in all kitchens in all the accommodation areas, and provide useful quick reference information from contact details of Site Stewards and Residential Assistants to what to do if you lose your accommodation key or how and when you pay your residence fees for example. They also tell you when Room Inspections are due so do take note of these planners!

They are put up before arrivals but if you couldn’t find one when you move in, or it goes missing during the year, flag this to Housing staff for a replacement.

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Key Dates 15-16 September 2018

Student arrivals

17-21 September 2018

Welcome week

24 September 2018

Start of term

12 October 2018

1st Rent payment due

5-9 November 2018

Room cleanliness checks

TBC December 2018

Housing Advice day (for 2nd year housing)

14 December 2018

End of term

14 January 2019

Start of term

18 January 2019

2nd Rent payment due

4-8 March 2019

Room cleanliness checks

5 April 2019

End of term

7 May 2019

Start of Assessment period

7-24 May 2019

Room cleanliness and Maintenance checks

10 May 2019

3rd Rent payment due

24 May 2019

End of academic year

For details of your Licence dates please check your room offer / Licence agreement or ask Housing. Licence dates will also be published on the wall planners that will be in all areas of accommodation.

Inventory

When you collect your key, you will be given an inventory of contents and condition for your room and we encourage you to fill this out as soon as possible after move in as it’s your opportunity to record anything that is missing or damaged.

You could even take photos of the damage and attach these to the Inventory when you hand this in.

We ask that you return the Inventory to the Housing office in room 1 of St Swithuns Lodge within seven days of your arrival.

If we don’t receive it we will assume that all the decoration, furniture, fittings and other inventory items are in place or in good repair. Inspections of all rooms take place towards the end of the academic year and any damage or decoration issues, outside of fair wear and tear, not captured on the inventory could be charged back to you.

This is an important part of your Licence Agreement to ensure that you don’t get charged for damage you didn’t cause after you move out.

Please note the inventory is a record of the condition of your room, not a maintenance reporting form. Information on how to ask for missing items or report broken things is later in this guide.

In the Self-catered accommodation an Inventory of the kitchen area will be left in the kitchen for all residents to complete together, so to help you start communicating as a house and appreciate your level of responsibility for the communal areas. All residents must sign these before they are returned to the Housing office within seven days. There can be a turnover of residents in the first few months which is okay, as long as we have the snap shot of the kitchen from the first week of term we will accept this.

The Residential Assistants will be reminding you and helping out with the communal inventories within that first busy week.

TV Licence

If you are going to watch or record live television in your room on any devise you will need to have a TV licence.

Devices include laptops, PC’s, mobile phones or games consoles. Please check the TV licensing website for more details: http://www.tvlicensing.co.uk/ Please be aware that the TV reception in some accommodation areas can be poor due to external signal locations and the geography of the University’s campuses.

Car Parking and Public transport

As you may well already know, resident students are not permitted to bring a car onto 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

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Guide to Housing 2019/20

not to bring a car to Winchester as most neighbouring roads to campus are covered by resident permit zones.

Winchester is a small city and everywhere is within walking distance and there is a good network of buses that cover the city. Parking permits for campus will not be issued to resident students unless they are a disabled badge holder or families with exceptional circumstances and who have the explicit permission of the University.

Further information on Parking and Public transport options and the Student Parking policy can be found on the University Travel and Transport intranet pages: https://intranet. winchester.ac.uk/information-bank/car-parking-and-travel/ SitePages/Home.aspx

LIVING IN THE ACCOMMODATION Adjusting to communal living Coming to University can be a challenging and exciting venture but many students may find adjusting to a new more independent and communal way of living difficult. We provide accommodation to a diverse range of students from different countries, religions, race and for students with additional needs or disabilities and we expect all to be tolerant, understanding and flexible with flat mates that you may meet for the first time ever on move in day. We’ve come across many different types of housemate issues before and have provided some guidance below about how you can try to address them.

Living communally means living with other people and for the majority of residents that means sharing facilities. Therefore learning to collectively organise certain tasks is encouraged and we strongly advise that you all make the effort to meet your housemates in the first few weeks and talk about ground rules regarding cleaning, noise and use of other belongings as examples. We don’t want anyone to feel uncomfortable about where they live and so if you do need further assistance in dealing with an issue, speak with Student Housing, the Residential Assistants, Wardens, Site Stewards or Student Services for further advice.

We try to set out the expectations of you being responsible for your room and communal areas in this guide, the Student Resident Regulations, in our welcome information and daily in the way we manage day to day situations. Within the Student Resident 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.

Access to the accommodation by staff

In order to ensure that all standards are being met, including Health and Safety for example, the University reserves the right for its authorised staff (for example Cleaners, Maintenance, Security, Housing, Recruitment, Marketing and Student Services staff) to enter the accommodation at any time where reasonable and necessary. Reasonable notice will be given whenever possible and practical.

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Reasons for access may include (but are not limited to): maintenance, inspections, welfare or disciplinary concerns, viewings. A list of authorised staff will be available on the Student Housing section of the Intranet.

More information can be found in the Student Resident Regulations.

Causes of friction

Living in student accommodation has its advantages when it comes to meeting to new people and making new friends.

However where you will live amongst a group of people and either above or below another flat/house/corridor there are a lot of people around who could be affected negatively by your behaviour which can lead to tensions and problems.

Some common conflict causes include: • Playing music, T.V or gaming too loudly at any time but especially after 10:30pm • Having a group of friends in a room late at night, especially if they are noisy!

• Having visitors outside of the premised days (see visitors section later) • Clattering around in rooms, corridors or kitchens and banging doors • Leaving dirty dishes, food, rubbish or left overs from pre-drinks or pizza on coming home!

Playing pranks on each other

We ask that you are considerate and respectful towards your housemates at all times as it will help you live together and make friends for life. If you were negatively affected by anyone’s behaviour you can always visit the Housing office for advice.

Please be advised that we do not excessively patrol our accommodation as we wish for you to be independent and as such rely on residents coming to us to be able to help - if we don’t know about something we can’t offer advice or assistance with it.

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Noise Moderately quiet accommodation refers to accommodation that isn’t close to our neighbours. Excessive noise is not permitted at any time and within this accommodation especially between the hours of 11pm – 8am.

Quiet areas are hopefully beneficial for two reasons. The first, to benefit the student who has asked to be allocated a quieter area, and secondly to benefit our neighbours who live close to this accommodation. Excessive noise is not permitted at any time and within this accommodation especially between the hours of 10:30pm – 8am.

As much as we have these two types of accommodation we don’t tolerate excessive noise at any time in any of our accommodation, and the Site Stewards can be called at any time of day if you felt you were being disturbed by excessive noise. They would attend and report residents to Housing for us to take action under the Student Resident Regulations. Noise really is one the biggest sources of friction both internally and externally in the wider community and residents can be asked to leave the accommodation in serious cases of this.

SSHH! The Student Union and University work in partnership to educate students about living responsibly in our local community and the Student Union run the SSHH campaign as part of this.

The Silent Students Happy Homes campaign asks you to respect your community and your neighbours, and appreciate that they may lead a different lifestyle to you! So when you’re heading out for the evening, your neighbours may be getting ready to go to sleep, or putting children to bed! SSHH asks you to always try to remember this, whether you are walking into town or to The Vault or going home after a night out please keep the noise down!

The Student’s Union venue, The Vault, is very close to local residents and staff patrol around the venue at night to ensure noise is kept to a minimum; if they ask you to keep the noise down please respect their request.

Live it up, keep it down!

The Student’s Union takes excessive noise outside their venue very seriously and those students who make excessive noise may face disciplinary action, or face a ban from their venue.

Your Safety and Security

Fire drills are carried out at the start of each term with prior notice of these not normally being given. You are expected to co-operate with staff during any evacuation. Don’t doubt just get out! Warnings and charges can be applied if you fail to evacuate.

You and your housemates all have a level of responsibility in respect to safety and security in your accommodation and are asked to adhere to the University’s Health and Safety and Fire Safety policies, any other related policies, information issued to you within this guide, the Student Resident Regulations and in any correspondence on this matter.

Firefighting equipment is provided in all accommodation but residents are not expected to tackle fires. Tampering with any fire safety equipment is a serious offence and anyone found to have misused this equipment will be subject to the sanction detailed in the Student Resident Regulations, which can include being reported to the Police.

Health and Safety

Prohibited items due to their Fire safety risk include but are not limited to (please see the Regulations) • Candles (these have been associated with around 2000 University-related fires in the UK)

Examples of this are: • Not obstruct exits, stairways, corridors, kitchen and other passage ways • Not keep bicycles inside the Accommodation • Not tamper with or purposefully break window restrictors

The University Health and Safety policy and information can be found here: http://www.winchester.ac.uk/ Freedomofinformation/Publicdocuments/Pages/PublicDocuments.aspx Fire Safety

The University Fire Safety policy and information can be found here: https://intranet.winchester.ac.uk/ information-bank/health-and-safety/Documents/Forms/all. aspx?&View=%7bC401679E-7AAE-4BF1-B887-DF7EB0026E 94%7d&FilterField1=TaxKeyword&FilterValue1=Fire In the event of a fire you are expected to raise the alarm and evacuate the accommodation going to your designated muster point. If it is a real fire you could also call the emergency services.

For every Fire alarm you are expected to evacuate the accommodation and these will be set of accidently due to bad cooking for example as the systems we have in place are sensitive for your safety. You must not re-enter the accommodation until advised to do so by the Site Steward staff who will be alerted via radio connection of the Fire Alarm.

• Incense sticks, oil burners • Fireworks • Cigarettes or E-cigarettes • Other known flammable items • Furniture or furnishings including curtains and lampshades

E-cigarettes are posing a growing Fire hazard and have been linked to more than 100 fires, with the Fire Services in the UK attending at least one blaze involving these devices each week. They are not permitted be to be used in our accommodation but are not currently restricted and so can be brought into the accommodation for usage outside. If you were to bring one of these items you should ensure the following: • Any equipment associated with these should be marked with a ‘CE mark’ to show that it’s been tested to an approved standard • They must not be left alone whilst being recharged Fire safety and cooking tips • Never leave food unattended or get distracted • Clean grill pans after use • Try to use as little oil as possible – oven chips over fried for example • Don’t leave or put anything on hot hob tops

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Personal safety – security

First Aid

Winchester constantly ranks very high as one of the safest cities in the UK, however we encourage you to take care in your new environment and to report incidents on campus to the Site Stewards.

In the case of a First Aid emergency you can always consider calling an ambulance, but if you’re unsure or the injury is minor you could call the NHS 111 service for advice. First Aid boxes are provided in every area and are restocked by the Residential Assistants each term. If you did have an accident you would be welcome to use common sense to deal with it and call either Housing or the Site Stewards to report this or for help.

It is important to make sure that you take responsibility for your own safety when you leave campus and are travelling around the city. Whilst campus is a short walk to the city centre, we would still advise that you travel by bus or taxi at night and make sure that you either travel with others or ensure people know where you are. Make sure you save some taxi numbers saved to your mobile when you get here.

The Student Union employs internal and external security staff for their events and strives to ensure that students remain safe in their venue and when they leave. If you are lost or unsure where you need to go, just ask them and they will be able to help. They also run a safety bus from their venue to properties in the local community on certain nights, so make sure you find out more about this during Welcome Week.

Be aware of possible dangers and follow some of these tips to stay safe • Don’t walk home alone late at night in the dark • Use the Student Union safety bus after their events to get home • Don’t advertise your phone or wallet in public • If someone tries to grab a bag let it go – your safety is more important • Don’t leave your drink unattended in pubs or clubs • Lock accommodation doors when going out - even if it’s just to the kitchen!

• Report faulty locks, window latches, fire safety equipment • Do not give your accommodation keys to anyone else

Don’t let anyone you don’t recognise into the accommodation without checking who they are, and who they are visiting CCTV

Some CCTV is installed in accommodation areas for residents and staff safety and security and is managed carefully and in accordance with Regulations by our Security team.

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Please consider whether you call an ambulance or not seriously – it should only be a life threatening emergency.

Emergency numbers will be posted near internal phones provided by the University / on kitchen pin boards and these phones are in kitchens and internal / external corridors.

Drugs and Alcohol

The possession or misuse of drugs (including cannabis) is not permitted in our accommodation. Any resident found to have brought an illegal substance into the accommodation and or be using an illegal substance, or any related paraphernalia, will be subject to the sanctions in place in the Student Resident Regulations, including Police involvement. The student may also be subject to the Student Disciplinary Regulations which can be viewed here named ‘Disciplinary Procedures for Students’: http://www.winchester.ac.uk/ Freedomofinformation/Publicdocuments/Pages/PublicDocuments.aspx Whatever your choices are in life it is not acceptable to engage or pressure others into taking any illegal substances.

If you were to suspect or know of anyone taking illegal substances in the accommodation you should report this to Housing and the Site Stewards who will investigate the concern. Do not live with what is a negative behaviour as you have the right to live in safe and secure accommodation.

We also strongly discourage psychoactive substances or ‘legal highs’ from being brought into the accommodation or being taken. As the news has shown within the last 2 years these psychoactive substances can kill. If we were to find a psychoactive substance that is considered illegal at the time of discovery we will deal with it as such.

When it comes to alcohol be advised that most people tend to over estimate how much they can sensibly drink and how

much others might be drinking. Don’t be tempted to ‘keep up’ with others to ‘fit in’ or ‘be like everyone else’ as the reality is you’ll end up drinking more than you may be able to manage, and they are more than likely drinking less than you think! Alcohol abuse is unhealthy and can have a negative impact on any environment.

If after arriving you were concerned about your level of drug or alcohol use you can contact Student Services for help, advice and signposting to local services that could help. If you become worried about a house mate you could contact Student Services for support yourself as much as for your house mate.

Registering with a GP

You are strongly encouraged to register with a local GP Practice when you move to live at or near the University.

You can choose to register with any of the three Practices in Winchester including the one on site.

• The Friarsgate Surgery (onsite) - Tel: 01962 871730 • St Clements Surgery - Tel: 01962 852211 • St Paul’s Surgery - Tel: 01962 853599

Please be reminded about Meningitis and Septicemia and if you didn’t speak to your GP before arrival do so with the GP you register with in Winchester.

PAT testing of electrical items you bring into the accommodation

All portable electrical items brought into the accommodation will be PAT tested for safety during the autumn term and residents are expected to comply with the University policy on this. This can be found by accessing the University Intranet pages, the ‘Information bank’, then ‘Health and Safety’ then ‘All Documents’ and navigate through the pages to find the ‘Portable Appliance Testing’ documents.

Exact details of when your items will be tested will be provided after you move in - for more information please see the Student Resident Regulations.

After the initial test you would be responsible for bringing any other electrical items you brought into the accommodation to Housing to request PAT testing. This does include Christmas tree lights and we will arrange a session for testing of these as we start to see them!

Lost/Non-returned keys

Our accommodation areas have different key access these being: Burma Road – Student campus card for block, flat and room, a kitchen cupboard key and a post box key Queens Road – Student campus card for block and flat, a key for room, kitchen and post box West Downs – A key for front door and bedroom door and a post box key (where applicable) Catered halls – A key for front door and bedroom door – in some cases this is two keys Self-contained flat – A key for block where appropriate and a key for flat front door Loss of key/campus card

Call the Site Steward on 01962 827666 or 827667. The team will assist with access until the following working day Email campuscard@winchester.ac.uk to request a replacement card (there will be a charge) Loss of a key:

Call the Site Steward on 01962 827666 or 827667. The team will assist with access until the following working day Email security@winchester.ac.uk to get a replacement key (there will be a charge for this) Non return of key when you move out

If you do not return the accommodation key issued to you after you move out, Student Housing Services will chase you for this and if it still isn’t returned may charge you for its replacement, and possibly the cost of a new lock for where you were living. You must make sure you hand any keys issued to you back when you leave and get your Student campus card deactivated where appropriate.

Cleanliness, Rubbish and Recycling

As a reminder you are responsible for cleaning your room and en-suite if you have one, for removing general waste for your room and the kitchen to the bin points outside and for doing your dishes and making sure kitchen surfaces are clean and tidy. You are also responsible for making sure that the grill pan, oven, microwave and fridges and freezers are cleaned regularly and that the fridges and freezer are kept free of ice

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build ups (if ice builds up the unit may defrost itself resulting in spoiled food and no reimbursements). We encourage you sit down with your flat mates to set some ground rules and bin rotas for example and can assist with this where necessary.

We can provide a cleaning service for students who are unable to do this themselves due to disabilities and if you need this contact the Housing team for more information.

The University invites you to join it in its recycling commitment and do your best to recycle your rubbish. There is a recycling bin in every kitchen with a sticker on it as to what you can recycle and the cleaners will take this rubbish out as an incentive, as the more you recycle the less general waste you’ll have to take out!

The University also works in partnership with the Student Switch off campaign that regularly visit accommodation areas to promote energy saving ideas and run recycling competitions, like weighing the recycling of a number of flats for a week and those with the most wining pizza vouchers.

The Switch off team also link up with the Student Union who provide prizes such as tickets to the Summer ball so watch out for promotion on this throughout your time with us.

get on with the job. The reply to you will include the response times for jobs and are normally categorised as; same day for emergencies, within 24hours for urgent but not an emergency and within 10days for routine or pre-planned works.

• Go to the University of Winchester Intranet homepage • At the top of the page and click ‘Servicedesk’ • You should be logged in automatically and given option tiles directing you to what you want to do • You click on the ‘Log a Maintenance request’ tile then ‘On-campus maintenance request’ and work your way through the form, hitting the little envelope with arrow in the bottom right corner of the page to send this Maintenance Emergency

If you have maintenance emergency like a large water leak an electrical fault or loss of hot water / heating (essentially something that needs immediate attention), please contact the Site Steward on 01962 827666 (King Alfred Quarter) or 01962 827667 (West Downs Quarter), you can use your mobile of the internal phones in kitchens or corridors.

Emergency contact sheets will be posted near the internal emergency phones supplied by the University.

Planned Maintenance

Reporting Maintenance issues

It is your responsibility as a resident in the accommodation to report all maintenance issues.

Please note that things may breakdown while you live in our accommodation as they could do in any home, and that as soon as anything does you must report it as we rely on you to do this. Once we are aware we will endeavour to repair faults within the timescales detailed in the Student Resident Regulations. You must report issues as soon as you are aware of them as if you don’t you may be charged for damage caused by negligence.

How to report a maintenance problem:

Please always use this method to report maintenance issues.

This ensures the problem will be dealt with as soon as possible and you will be kept updated of progress personally.

Also by reporting this yourself you are giving access permission to your room by the Maintenance staff so they

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We try to carry out planned maintenance of the accommodation in a way to minimise disruption or inconvenience to residents however it is inevitable that some work will be carried out while you live here. For this work we would normally give 7 days’ notice of access and in the case of a boiler being out of action for example may arrange alternative accommodation for you for the duration of the works.

Reporting IT issues

To report any issues with IT in the accommodation or across our campuses you would use the following method. This ensures the problem will be dealt by the right team and you will be kept updated of progress personally.

• Go to the University of Winchester Intranet homepage • At the top of the page and click ‘Servicedesk’ • You should be logged in automatically and given option tiles directing you to what you what you want to do • You click on the ‘Access IT support’ tile then choose the tile the request fits under and work your way through the form, hitting the little envelope with arrow in the bottom right corner of the page to send this Requesting Poterage Services:

Please always use this method to request jobs such as a new mattress or replacement of broken furniture. This ensures the problem will be dealt by the right team and you will be kept updated of progress personally.

• Go to the University of Winchester Intranet homepage • At the top of the page and click ‘Servicedesk’ • You should be logged in automatically and given option tiles directing you to what you what to do • You click on the ‘All Portering servcies tile then choose the tile the request fits under and work your way through the form, hitting the little envelope with arrow in the bottom right corner of the page to send this

are asked to notify the Site Stewards if you intend to have a visitor stay - you can see more information on this in the Student Resident Regulations.

Please do not invite people you do not know back to your accommodation!

Smoking

All accommodation areas including balconies or immediately adjacent to buildings are designated no smoking areas (including e-cigarettes) and the University is considered a smoke free site. Please pay attention to notices on site and only smoke in designated areas.

Smokers must go outside and must make sure that their smoke is not blown or drawn into any University Building and does not inconvenience other people. We do reserve the right to restrict smoking in outside areas adjacent to the residences if necessary.

Post

Once you have moved in you can start to receive post to your accommodation, do not send anything to the accommodation until after you have arrived as this may be rejected / returned to sender.

Letters and small mail will be delivered to either post boxes situated near your accommodation, or your Faculty pigeon hole. For parcels, if received by the University, you would normally be sent an email to your University and personal email addresses (those listed with the University) telling you how to collect this.

Visitors/Guests

Overnight visitors are not allowed Monday – Thursday or on a regular basis at weekends. Occasional visitors at weekends are permitted, and once here you are responsible for their behaviour and they are expected to comply with the Student Resident Regulations. You must not leave a guest unaccompanied in the accommodation or give them your key for access in your absence.

We restrict visitors to try to maintain a positive living environment for fee paying residential students, so you are comfortable and confident in your safety and security within the accommodation, and are able to use the facilities without persistent restriction by those that do not live there. You

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Our Accommodation Postal addresses are:

Posters/pictures

Your Name Your Faculty (i.e. Arts, Social Sciences, Education OR Business) The University of Winchester Winchester SO22 4NR

We do understand that you may want to bring posters or pictures to make your room feel more homely, however these should not be fixed to walls, but instead on the pin boards provided. Blu/white tack, sellotape, hooks, nails etc. should not be used on walls. We discourage this due to the possible redecoration costs that may be incurred by a resident if these are fixed to walls.

Beech Glade

Condensation, Ventilation and Laundries

St Elizabeth’s AND Alwyn Hall

(Letters will be delivered to Beech Glade lobby) Your Name Beech Glade / your room number The University of Winchester Winchester SO22 4NL Queens Road

Your name Your flat number and room number Queens Road Student Village Queens Road Winchester SO22 4DQ Burma Road

Your Name Your Block Letter / Flat number Room number Burma Road Student Village Burma Road Winchester SO22 4SB West Downs

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

Every residence gets condensation that can lead to damp or mould, usually when lots of moisture and steam are being produced, for instance at shower-times, when a meal is being cooked or when clothes are being dried in rooms. The moisture needs somewhere to go, so you need to ensure that you ventilate the room often, even in the winter. Make sure that there is a gap between furniture and a wall to let the air move between. Condensation is very common around windows, especially in winter, make sure you wipe these dry to prevent further problems. You may wish to purchase a small window sill dehumidifier/moisture catcher.

If you do find that mould is beginning to form, treat it straight away as if you allow it to grow, it may damage the area and you may be charged for its re-decoration. Wipe the area down with a disinfectant (a branded mould and mildew remover is very effective) and ensure this is repeated regularly even if it seems the problem has ceased. You shouldn’t have to alter you habits drastically but you please bear in mind the following tips to help avoid condensation and the build-up of mould: Ventilation – some ventilation of a room is essential to help combat condensation turning into damp or mould Heating – ensuring this is working as expected (reporting if it not) as it can help evaporate moisture in the air Extractor fans – ensuring these are working as expected (reporting it if not) to help extract shower steam for e.g.

Drying clothes – DO NOT do this in your room or around the accommodation – use the laundry facilities to dry clothes Doors – all doors are fire doors and should be kept shut at all times, with reference to condensation keeping them shut when cooking can limit the amount of water vapour that could spread through the accommodation

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Removal – In the first instance try to remove condensation and clean away any signs of damp or mould which you can do this by using a mould and mildew remover Reporting - If condensation or damp / mould persists in your room you must report this so it can be assessed and dealt with Laundry

The launderettes are managed by the Student Union who work with ‘Circuit Managed Laundry systems’ to provide these services. There are posters in the Launderettes advising of how you report faults with any machines, which is essentially direct to ‘Circuit’ for them to deal with.

More hints and tips on how to use these machines can be found at: www.circuit .co.uk and there are laundry view webpages accessible via the University’s app which tells you if machines are available at each of the locations, which you can find at: www.circuit.co.uk/i-want-to-do-my-laundry/laundry-view/ The Laundrettes are based at: Burma Road Student Villages

24 hours access with campus card West Downs Quarter

24 hours access King Alfred Quarter (behind St Alphege)

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 radiators, as this can lead to damp and mould issues and poses a fire risk.

The Students Union contact details are: su_comms@winchester.ac.uk / 01962 827418

Shops

The Student Union run shops on both the King Alfred and West Downs campus selling groceries, sandwiches, snacks, drinks, confectionary and Winchester branded clothing.

Opening Times (term time) - *correct at time of print. May be subject to minor variation: King Alfred Quarter (King Alfred Centre)

Mon-Fri 08.00-21.00 Sat-Sun 10.00-16.00 West Downs Quarter

Mon-Fri 08.30-22.00 Sat-Sun 12.00-21.00 Chaplaincy Services

The University also has a Chaplaincy Service which is for everyone in the University, regardless of faith or lack of it.

They won’t try to make you religious, but can listen and talk in confidence about all matters great and small. The Chaplaincy also runs a range of activities which can provide a great way to meet people.

You can email the Chaplaincy team at: chaplaincy@ winchester.ac.uk / or access their intranet pages at: https:// intranet.winchester.ac.uk/informationbank/chaplaincy/ SitePages/Home.aspx Moving rooms

In the first few weeks many new students may find they are not fitting in as well as hoped with house mates or get homesick and feel a change of room might solve things.

Experience shows us that this isn’t always the case and so we have a settling in period for 4 weeks of the first term when room transfers are not normally permitted. Students can get a form to be placed on the waiting list for a transfer and if find that after these 4 weeks things are better can cancel this request or go through with a transfer if one is possible. If you did find that you weren’t settling in as expected please do come and chat to a Housing Advisor or a Student Advisor in Student Services.

Within the first few weeks of term we may also still be offering rooms that we have had back from cancellations to late applicant students, that won’t have any accommodation, so rooms for transfers may not be available or possible for us to administrate.

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Being able to transfer rooms is all based on there being rooms available to transfer to, transfers are only possible to the same Licence type so catered to catered for example and there is an administration charge.

Moving out

Withdrawing from your course / Suspending studies If you are thinking of leaving University, there are a number of people you can chat to before you make a decision. Housing office staff and Residential Assistants will be able to talk through any concerns you may have. If you did decide to leave or are interrupt your studies you would need to contact the following departments:

Whenever you leave the accommodation you must return any and all keys and you must leave the accommodation in the same state of cleanliness and organisation it was in on arrival, if this doesn’t happen you may get charged.

Student Services: make an appointment with a student adviser who will be able to let you know if there is any additional support to help you if you are struggling with academic or personal issues.

For any termination of a Licence agreement there is an admin charge and you can get a withdrawal form from the Housing, Registry or Student Services Teams.

Registry: to 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.

If you know you are going to be away from your room for more than a week (apart from during the University vacations), please let Housing Services know and tell us when you’re back. This is not to check up on you, it’s just so we know you are not there for Security and Fire safety reasons.

Housing: to get advice on options and fill in a withdrawal from housing form which details notice periods and liabilities for residence fees.

Moving out early

When you sign your Licence Agreement and move into our accommodation, you agree to pay the residence fee and where applicable the Christmas vacation retainer and catering fees for the whole period of letting.

If you wish to leave before the end of the Period of Letting but remain a student at the University, you will still need to pay these fees unless you or Housing Services can find a suitable replacement, not already living in University managed accommodation to take over your room.

If you want to move out, come and speak to staff in the Housing office. You are held responsible in the first instance for finding a replacement student for you room and if a replacement is found, you will stop being liable for fees on the day they take over the licence (the day they move in). If you found a replacement, you must bring them to the housing office so we can check their eligibility.

If you just chose to move out before the end of the Period

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of Letting, you will surrender your right to re-enter the accommodation, returning your keys does not mean the Licence agreement has ended. If after moving out you wanted to re-enter communal areas of the accommodation in order to fulfil your obligations of keeping this clean, you would need to liaise with other occupiers of the accommodation or with Student Housing for access.

Absence from halls

Appealing Regulation decisions and making complaints

During your stay with us staff are available to advise you if you find you wish to raise a query or concern about anything in your accommodation. It is important that you feel able to approach us if you feel unhappy or dissatisfied, and that you inform us at the earliest opportunity as quite often things can be resolved informally and quickly.

However if you ever felt the need to either appeal any action or charges imposed against you under the terms of the Student Resident Regulations, or make a complaint about process or quickness of resolution you can of course do this. Further information on both your right to appeal and complaints are referenced in the Student Resident Regulations.

Data Protection

We do understand that when issues occur in accommodation, parents/guardians/family members would like to speak with us to gain some further understanding of the issue and what action can be taken. Family members may also wish to

find out what the next Residence Fees payment is or need confirmation of your address.

The University is not able to disclose any personal information about students to any third party without having received permission in writing from the student. You can do this by emailing housing@winchester.ac.uk and clearly stating the contact details for those who may contact us.

We would encourage you to share this information with anyone who may contact us on your behalf.

WHERE DO I LIVE NEXT?

The web address for Student Pad is: www.winchesterstudentpad.co.uk

Where will we live next year?

The date adverts go live will be advertised on the Intranet, on Social Networking sites and in properties.

Once you have settled into your room and made your friendship groups you will probably want to start thinking about where you are going to live for the next academic year.

Student Housing Services can offer you help and advice on this.

House hunting can seem like a daunting process. The Off Campus Team holds an advice day before Christmas to ensure you are equipped with the right information and tools to make an informed decision. Local landlords and other representatives will be on hand to advise you about house hunting. It is advised that you pop along and speak to an advisor to discuss all of your options.

Student Housing start advertising local landlord properties and university managed houses in January.

Dates for these events will be advertised on the Intranet, on Social Networking sites and in houses.

Finding another property.

Student Housing open their online accommodation listings of University Managed and private landlord properties in January on a site called ‘Student Pad’. The majority of properties are advertised this month but the website is accessible throughout the year and some landlords choose to add their property on later meaning properties continue to be added throughout the Spring and Summer.

University Student/Landlord Forum

All properties advertised through Studentpad are part of the Student Landlord Forum. There are currently nearly 150 properties registered on our Student Landlord Forum. These properties are owned by private landlords who agree to certain requirements before we advertise their properties for them: • Their accommodation will meet Winchester Shared Housing Accreditation Scheme standards • They will use fair and legal contracts • They will allow Student Housing to act as an ‘honest broker’ in any landlord/tenant disputes

The Winchester Council Shared Housing Accreditation Scheme was set up to raise and maintain the standard of student accommodation in Winchester. The scheme takes into consideration gas and electrical safety, security, fire safety provision, furniture and furnishings, energy efficiency, amenities and facilities, property condition and landlord management.

Further information can be found here: http://www. winchester.gov.uk/housing/private-housing/winchestershared-housing-accreditation-scheme

27

Students advertising/looking for rooms.

The University provides access to three online places to advertise a room/look for a room.

• Housemates section on the Intranet • www.winchesterstudentpad.co.uk Messageboard • ‘Winchester student2student Noticeboard’ on Facebook

We also have a noticeboard in the foyer of St Swithuns Lodge.

Students can also access externally run websites, for more information on these please visit the Housing Office.

Local letting agencies.

Some students find properties through local letting agencies.

If you choose this route there will be administration fees to pay when you complete an application, which are usually non-refundable if you end up not taking the property. Make sure you understand what fees are payable and when.

If there is anything you are not sure about, come and chat to a Student Housing Advisor. You should ask if the property has been Accredited by the City Council and if not, asked to be ensured of the same standards that are covered in Accreditation.

A good letting agency should be signed up to a regulatory body, for example ARLA, so make sure you ask if they are before proceeding.

Remember, once you have signed a tenancy agreement, it is unlikely you will be released from the agreement unless you can find a replacement to take over your contract.

Student Housing has lots of helpful guides which are available on the Intranet and from our office in St Swithuns Lodge.

These include guides to contracts, deposits, housing jargon and a handy house hunting check list.

You can also utilise the vast information provided on these external sites: • www.citizensadvice.org.uk • england.shelter.org.uk • www.gov.uk • www.nus.org.uk/en/advice/housing-advice

28

29

ISSUED 2018 Please read your Student Residential Licence Agreement and these regulations before signing the Agreement. This is a legally binding Agreement. In signing the Licence Agreement, you agree to abide fully by these regulations which includes paying for the full Period of Letting. If there is anything you do not understand or wish to discuss regarding the Licence Agreement, please contact Student Housing Services before signing the Agreement.

INTRODUCTION

Specific details of the Accommodation being granted to you, the Period of Letting and the Residence Fees are given during the online room offer / acceptance process or on your paper offer letter (if you are not accepting your room online). Both are an integral part of this Licence Agreement.

By signing this document, you enter into a legally binding Agreement under which you agree to be bound by these ‘Student Residence Regulations’ The language in this Agreement and the Regulations are necessarily of a legal nature. Wherever possible, “plain English” has been used. There are, however, some words or phrases in the Agreement and the Regulations which have a very particular meaning, and those are set out below. This document is available in large print upon request.

CONTACT DETAILS STUDENT HOUSING 01962 827533 housing@winchester.ac.uk OUT OF HOURS 01962 827666/827667

DEFINITIONS The following words or phrases have the following meanings in this Agreement and in the Regulations: Accommodation

means the residential Student Accommodation as specified in the online room offer / acceptance process or paper offer letter (if the online process is not used) or any other residential Accommodation which the University may allocate to the Student during the Period of Letting

Agreement

means these Student Residence Regulations and all details included in the online room offer / acceptance process (as summarised in the confirmation email provided at the end of the process) or on the paper offer letter (if the online process is not used)

Authorised Staff

means any persons who are employed by the University in any of the following capacities: Cleaners, Maintenance, Security, Housing (including Housing Managers, Wardens, Residential Assistants and their nominees), Recruitment and Marketing staff and Student Services staff (see clause 2.50 of the Regulations)

The University

means The University of Winchester, Sparkford Road, Winchester SO22 4NR

Residence Fee

means the licence charge payable as stated in the online room offer / acceptance process or paper offer letter (if the online process is not used), in respect of the Student's residency of the Accommodation and which is payable by the Student to the University during the Period of Letting. Fees are detailed in the room offer of Accommodation and on our website at: https://www.winchester.ac.uk/accommodation-and-winchesterlife/accommodation/costs/

Catering Licence Fee

means the Licence charge of ÂŁ63 per week which is payable by the Student (if allocated to catered Accommodation) This sum is included in the total quoted residence fee given in the online room offer / acceptance process or paper offer letter (if the online process is not used). Fees are detailed in the room offer of Accommodation and on our website at: https://www.winchester.ac.uk/accommodation-and-winchester-life/accommodation/costs/

Christmas Vacation Retainer means the Licence charge of ÂŁ183.30 which is payable by the Student (if allocated to catered Accommodation) to the University for keeping the Accommodation available for the Student for the period from 15th December 2018

to the 10th January 2019. This amount is included in the total figure given in the online room offer / acceptance process or paper offer letter (if the online process is not used).

Fees are detailed in the room offer of Accommodation and on our website at: https://www.winchester.ac.uk/accommodation-and-winchester-life/accommodation/costs/ Period of Letting

means the period granted by this Agreement starting and ending on the dates stated in the online room offer / acceptance process or paper offer letter (if the online process is not used)

Regulations

means the Student Residence Regulations issued by the University on 1st June 2018 and amended from time to time.

Student

means the person who has been offered the Accommodation through the online room offer / acceptance process or paper offer letter (if the online process is not used) who is a student who has been accepted for a course of study at the University and who has been offered and has accepted Accommodation by the University.

This includes any carers/support staff, employed by the Student and granted permission by the University to reside in or regularly access the Accommodation.

Term

means an academic term of the University, the dates of which will be published from time to time

1.0 GENERAL Definitions & Interpretations

1.1

The Student Residential Licence Agreement is a ‘contract’ between the University of Winchester and the Student relating to the Accommodation and comprising the online room offer/acceptance process or paper offers letter (“Licence Agreement”) and these Student Residence Regulations (“Regulations”) Together referred to 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 to reside in the Accommodation for the Period of Letting (specified on the Licence Agreement). The Period of Letting will not necessarily start and finish on the same dates as the University’s academic year.

THE STUDENT AGREES: 1.4 1.5

To pay the Licence charges due, this includes the Residence fee and (where applicable) the Catering Licence Fee, the Christmas Vacation Retainer or any other charges payable under the terms of this Agreement, to the University on the due dates specified throughout this Agreement . to 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 understood.

IT IS FURTHER AGREED THAT:

Periods not covered by the Period of Letting

1.6

The catering status of the Accommodation is defined in the Licence Agreement and room offer.

1.7

The Residence Fee is inclusive of gas, electricity, water, heating and internet consumed at the Accommodation during the Period of Letting (subject to clause 3.2 of the Regulations).

1.8

The University will undertake cleaning of shared facilities used by the Student in the building in which the Accommodation is situated, further detail of this can be found in the ‘guide’ attached to these Regulations.

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.

1.10

There is no right of residency 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 Accommodation) 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.

Staff 1.11 responsible for management of the Accommodatio n

The overall responsibility for management of on campus University Accommodation rests with the Director of Estates and Facilities Services. The day to day management of the Accommodation is delegated to the Head of Housing & Security, with operational control vested in the Student Housing Services Manager & Housing Managers (On & Off Campus). They are assisted by Housing Advisors, the Allocations & Systems Officer, Receptionist, Residential Assistants & Wardens.

Moving in without signing the Agreement

1.12

If the Student moves into the Accommodation without having signed the Licence Agreement, they will be found to have 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 Student Housing Services Manager, the Head of Housing & Security, or the Director of Estates and Facilities Services.

Governing law

1.14

This Agreement is governed by English Law, which for international students may differ from their home experience, 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.

The Student 1.15 Accommodatio n Code Service of Notices

The University has signed up to The Student Accommodation Code of Practice for the Management of Student Housing, which can be viewed by visiting; http://www.thesac.org.uk/ Any queries or concerns regarding the Code should be made to the Housing Manager on campus, the Student Housing Services Manager or the Head of Housing & Security.

Any Notice that the University serves on the Student under this Agreement will be made in writing and will be delivered by hand, email, first class post, or special or recorded delivery and sent to them at:

1.16

Guarantees of 1.17 Accommodatio n

1.16.1

the Accommodation; and/or

1.16.2

the Students University email account; and/or

1.16.3

the address the Student has provided to the University in the Housing application process, or such other address that they have notified to the University.

Any guarantee given by the University to allocate Accommodation to the Student shall cease to have effect if this Agreement is terminated for any reason in accordance with its terms.

Building Works 1.18 and Essential Maintenance

Complaints

The University of Winchester constantly invests in its estate to provide new facilities and upgrade existing ones. Work is carefully programmed so as to avoid disruption to students, particularly during exams and the period leading up to them. However, from time to time, there will be some unavoidable disturbance or inconvenience to students but the University will take all reasonable steps to keep this to a minimum, and does not give any rent rebates or compensation in such circumstances. Students who consider that disruption is excessive should follow the University’s Complaints Procedure which can be found here: https://www.winchester.ac.uk/about-us/leadership-and-governance/policies-and-procedures/ If you are concerned about any building works which may be scheduled to take place near your accommodation, please contact Student Housing Services for information.

Any complaints regarding the Accommodation will be covered by the Housing Services Internal Complaint Process in-conjunction with the University Complaints Policy, available to view on request or on the University website at: https://www.winchester.ac.uk/about-us/leadership-and-governance/policies-and-procedures/

1.19

The University complies with national requirements to provide an external review of complaints, which is covered under the University Complaints Policy.

Loss or Damage

The University will not consider complaints received later than 20 working days of the incident; or if appropriate, later than 10 working days after a failure to resolve the complaint at the Informal Stage, whichever is the latter. More information is referenced in the University ‘Complaint Handling’ Policy.

Subject to the provisions of the Occupiers Liability Act 1984 and the Defective Premises Act 1972 the University shall not in any circumstances incur any liability in respect of loss or damage to any person or property or otherwise, unless the loss or damage is caused by our negligence.

1.20

1.20.1

The University has the right to 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 to carry out works at times likely to minimise disturbance for as short a period as reasonably practicable (save in case of emergency).

2.0 STUDENT RESPONSIBILITIES – The Student Agrees to: University Rules & Regulations

Licence Charges & Methods of Payment

Concession if loan is delayed

2.1

The Student will comply in all respects with the following;

2.1.1

the terms and conditions in this Agreement; and

2.1.2

the ‘Disciplinary Procedures for Students’ which are available for review on the University website: https://www.winchester.ac.uk/about-us/leadership-and-governance/policies-and-procedures/

2.1.3

any proper and reasonable requests from University staff including authorised contract workers that work within or manage the Accommodation PLEASE NOTE: Any breach of any of these Rules and Regulations could result in the termination or suspension of this Agreement. In the event of any discrepancy or contradiction between these Regulations and the University Student Disciplinary Regulations, the University Student Disciplinary Regulations shall prevail and take precedence.

The Residence Fee is determined annually and is described in the Licence Agreement (and room offer)

2.2

There are two methods of payment:

2.3

2.2.1

Pay in full before 12th October 2018 and receive a discount of £100 on the bill. (The discount only applies to those students paying for and using a full year’s Accommodation. Please note, if the Student leaves the Accommodation early the discount will be reclaimed and where there are multiple occupants the discount is per room and pro-rata.

2.2.2

By three instalments by Recurring Card Payment only on the 12th October 2018, 18th January 2019 and 10th May 2019 to coincide with student loan payments. You will need to register your card on the University’s payment portal to pay in instalments: https://payments.winchester.ac.uk/payments No other instalment plans are possible.

For students whose first instalment of their student loan is delayed beyond the dates above, the University will permit them to pay their Residence Fees within 10 days of receipt of their loan. Students must notify the Finance Office if their loan is delayed otherwise this arrangement will not apply and the Student will be deemed to be late in making payment and clause 2.4 will apply.

Late Payment

2.4

Failure to pay by the stipulated dates will incur a Late Payment charge of £50. The non-payment of Licence charges procedure will apply as set out in Schedule 1 (please also see clause 8).

PLEASE NOTE: Students in particularly difficult financial circumstances should contact the Finance Department before the date on which their Licence charges are due. In cases of financial hardship it is the responsibility of the Student to inform the Finance Department before the payment due date.

The Finance Department is not obliged to make enquiries where no representations have been made.

Outstanding debts

2.5

Liability for Licence charges for entire Period of Letting and Exceptions

2.6

You can also contact Student Services who may be able to assist you further; StudentsandMoney@winchester.ac.uk; Student.Advice@winchester.ac.uk IMPORTANT – PLEASE READ Late or non-payment of Licence charges for your Accommodation may result in the University taking action to terminate the Agreement as per clause 8.1 of the Agreement (Termination for serious Breach, Failure to Pay Licence charges). Late or non-payment of Licence charges may also affect any future application to reside in University Accommodation (owned or managed). If you are experiencing difficulty in making payment, please contact the Finance Office as soon as possible so they can work through your difficulties with you. The University has a Debt Management Policy ‘Payment of University Fees – Regulations’ which you should read through, this can be found at: https://www.winchester.ac.uk/about-us/leadership-and-governance/policiesand-procedures/ You can also contact Student Services who may be able to assist you further; StudentsandMoney@winchester.ac.uk; Student.Advice@winchester.ac.uk The Agreement is for the duration of the Period of Letting. Accordingly, the Licence charges which include the Residence Fee and (where applicable) Catering Licence fee and 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 clauses 2.6.1 and 2.6.2 below:

2.6.1

Where the Student ceases to be a student at the University, in which event the University may exceptionally and at its absolute discretion, refund all or part of the Licence Charges which include the Residence Fee and (where applicable) the Christmas Vacation Retainer and/or the Catering Licence Fee, being a proportion commensurate with the length of time remaining in the Period of Letting, subject to a maximum of 28 days Notice (the Student can shorten this notice period to 14 days at the time of form submission)

Absence during Period of Letting

2.7

VAT/Council Tax

2.8

Moving in & Inventory

Reporting damage /

2.9

2.10

2.6.2

Where the Student continues to be a student at the University and a suitable replacement can be found for the Accommodation. The refund in these circumstances will be equal to the amount for which the replacement student becomes liable to pay, and the Student is held as responsible for finding a suitable replacement

2.6.3

An administrative charge of £25 may be levied if the Agreement is terminated for any reason (other than where the University is in breach of the Agreement) in respect of the University’s administrative costs in dealing with the termination.

No refund will be made in respect of absence from the Accommodation at any time during the Period of Letting, and Students are not permitted to sublet the Accommodation.

VAT & Council Tax are applicable as per 2.8.1 and 2.8.2 below:

2.8.1

At the date of this Agreement the Residence fee for Students is exempt from Council tax but The University reserves the right to charge for this if it becomes payable during the Period of Letting, for instance, if the Student ceases to be a Student or if there is a change in the law.

2.8.2

At the date of this agreement the Residence fee for Students living in Self-contained flats are exempt from VAT & Council Tax as stated in 2.8.1 above, however if the Student declares a non-student partner to move into the Accommodation (clause 2.46 refers) Council Tax may become payable for which the University will liaise with the Student about directly. The Student will be held liable and will reimburse the University any Council Tax paid by the University on their or their partners behalf An inventory of condition and contents will be supplied to the Student on arrival to the Accommodation. The Student should check the inventory and mark any discrepancies. The checked inventory must be taken to the Housing Office within one week of arrival.

PLEASE NOTE: the inventory is a record of condition and contents of the Accommodation, NOT a maintenance reporting tool. Anything noted on this that is a Maintenance issue will not be deemed to be reported.

Maintenance issues must be reported separately through the procedure detailed in clause 2.10. This is an important part of the Licence Agreement as it helps to ensure charges for damage (carpet stains for e.g.) not caused by the Student aren’t charged to the Student after vacation of the Accommodation The Student must promptly report all disrepair, damage, maintenance, defect or infestation affecting the Accommodation, building or contents (including broken windows) to the University by;

maintenance issues / emergencies

Go to the University of Winchester Intranet homepage At the top of the page click on ‘Servicedesk’ The Student should be logged in automatically and given option tiles directing you to what to do The Student should click on the ‘Log a Maintenance request’ tile then ‘On-campus maintenance request’ and complete the form

If the Student incorrectly place a job they will receive a reply via this system to advise them.

Damage

2.10.1

Any emergency issues or critical failures (i.e. flood, electrical fault, water loss) that arise either during or out of normal working hours (Monday – Thursday, 8am to 5pm and Friday 8am to 4pm) must be reported by the Student to the Site Stewards, who hold the relevant out of hours maintenance contact details.

2.10.2

The Student will reimburse the University for any damage or loss caused as a result of any delay in reporting any Maintenance issues such as disrepair, damage, defect or infestation PLEASE NOTE: The University will not be held liable for damage to personal belongings that occur due to the Student either delaying or failing to report disrepair, damage, maintenance, defect or infestation. The Student will use the described method of reporting Maintenance issues as by doing so they give permission for an appropriate member/s of Authorised staff to enter the Accommodation to attend to the issue (clause 2.50 also refers), the Student will also be directly corresponded with about the timescale assigned to the issue and when it is considered to be complete.

The Student will reimburse the University on demand the reasonable costs incurred by the University in repairing or replacing any damage, breakages or loss to the Accommodation, building or contents where caused by the Student or his or her invited or uninvited visitors. This includes damage, breakages or loss to any Accommodation, either on or off campus. Charges will be at cost, to include administrative charges, and not less than £10 (in addition to the expenses incurred by the University for labour and / or materials).

2.11

2.11.1

The Student will reimburse the University on demand the reasonable costs incurred by the University in disposal or recycling of any item damaged or broken by the Student.

PLEASE NOTE: Any loss or damage will be invoiced to the Student. The non-payment of charges procedure will apply as set out in Schedule 1 (please also see clause 8) in the case of non-payment.

Illegal Activity

2.12

Drugs

2.13

Firearms, weapons etc.

2.14

The Student will not conduct any activity considered to be illegal within or surrounding any areas of the Accommodation, and will be subject to appropriate sanctions in Law, under these Regulations and the Disciplinary Procedure for Students should they be found to do so.

PLEASE NOTE: the University will liaise with the Police as appropriate under this clause The Student will not bring in or use or cause to be associated with or allow to be brought into the Accommodation any illegal drugs or other substances. The Student will be subject to the Misuse of Drugs Act 1971, Drugs Act 2005, the Student Disciplinary Regulations and any other relevant or subsequent legislation under this clause 2.13.1

The Student will not bring in or use or cause to be associated with or allow to be brought into the Accommodation any equipment or paraphernalia deemed to be associated with or that could be used for the manufacture, import or export or use of illegal drugs or other illegal substances including cannabis

2.13.2

The Student will not bring in or use or cause to be associated with or allow to be brought into the Accommodation any prescription substances without a valid prescription, or any equipment or paraphernalia that could be used for the manufacture, import or export or use of prescription substances

2.13.3

Psychoactive substances (legal highs) or paraphernalia are strongly discouraged within the Accommodation, and if found to be considered illegal at time of discovery will be dealt with as per clause 2.13

2.13.4

The Student will not bring in or use or cause to be associated with or allow to be brought into the Accommodation any equipment or paraphernalia that could be used for the manufacture, import or export of psychoactive substances (legal highs), or be found in possession with the intent to supply, import or export a Psychoactive substances. The Student will subject to Psychoactive substances Act 2016 under this clause PLEASE NOTE: If any authorised staff has reasonable suspicion to suspect that the Student may be in breach of this clause, the Site Stewards are authorised personnel to undertake searches within the Accommodation.

Students would normally be present or be contacted to have given consent for the search to occur, if the Student doesn’t give consent the Police may be called to undertake this. Please be advised that the University will liaise with the Police as appropriate under this clause The Student will not bring in or use or cause to be associated with or allow to be brought into the Accommodation any firearms (including airguns) shotguns, replicas, live ammunition, used ammunition, offensive weapons or any other dangerous items including knives, swords

Flammable items (candles etc.)

2.15

Pressurised gas canisters / fuel containers

2.16

Pets

The Student will not light within the Accommodation any candles, joss sticks, oil burners, fireworks or other known flammable items PLEASE NOTE: This includes candles on cakes or in pumpkins and any other lantern arrangement The Student will not bring in or use or cause to be associated with or allow to be brought into the Accommodation any pressurised gas storage containers for example; Nitrous oxide gas canisters or fuel containers PLEASE NOTE: Deodorant canisters are acceptable however if misused will be considered a breach of this Agreement PLEASE NOTE: The University reserves the right to remove any such items as described in clauses 2.13 to 2.16 above if found in the Accommodation. Items may be stored by University staff until the end of the Period of Letting or handed over to the Police in the case of illegal items including drugs The Student will not keep, nor give access to, animals of any kind in the Accommodation or elsewhere in the building in which the Accommodation is situated, or in any ‘garden’ area

2.17

If found, any animal will normally be removed by authorised staff to an area designated by Student Housing Services. The Student will be required to make arrangements to rehome the animal within a reasonable amount of time, as specified by Student Housing Services. The amount of time given will depend on various factors including but not limited to the type of animal, its health and any potential risk it may pose to other residents of the Accommodation, the Accommodation itself or University staff. If the Student does not make the appropriate arrangements within the timescales given, the University may make arrangements to rehome the animal. The Student will reimburse the University for any reasonable cost incurred by the University in caring for or re-homing any animal found in the Accommodation.

Smoke free environment

PLEASE NOTE: If the Student had a proven need to have a registered guide dog with them for e.g. this would be managed under our Additional needs process, the Student must declare this in advance of accepting an Accommodation offer and must comply with the University’s processes The Student will not smoke any substance or e-cigarette in any part of the Accommodation, on balconies or immediately adjacent to the Accommodation

2.18

2.18.1

E-cigarettes pose a serious fire hazard and are subject to the following restrictions if brought into the Accommodation:  any equipment associated with these should be marked with a ‘CE mark’ to show that it’s been tested to an approved standard  they must not be left alone whilst being recharged

2.18.2

Students and their visitors are permitted to smoke outside of residential buildings subject to the following restrictions:  

Smokers must ensure that smoke is not blown or drawn into any University building and does not inconvenience other people Smoking on balconies forming part of the Accommodation is specifically prohibited The University reserves the right to restrict smoking to specific areas adjacent to the residences as necessary

PLEASE NOTE: University staff work in the Accommodation and have a right to work in a smoke-free environment. Anyone found smoking in the Accommodation could be liable to a fixed penalty fine and possible criminal prosecution in accordance with the ‘Smoke free (Premises and Enforcement) Regulations 2006’’. The University Smoke Free Policy can be found on the University Intranet.

Safety and Security In the interests of maintaining the safety and security of the Student, other residents of the Accommodation, staff , the Accommodation itself or its neighbours, the Student will: Security 2.19 Ensure that entrance doors to the Accommodation and the building within which the Accommodation is situated are kept properly secured.

2.19.1

comply immediately with the requests and directions of University staff where these relate to Security

2.19.2

not admit strangers to the Accommodation or the building in which the Accommodation is situated without checking the identity and the purpose of such visitors.

2.19.3

adhere to the Terms and Conditions of the student campus card and key supplied to the Student, with particular reference to not granting possession of these to any other person

2.19.4

report to the duty Site Steward anything, person or behaviour they are suspicious of.

PLEASE NOTE: All Authorised Staff will always carry with them identification badges bearing a photograph. If entrances to the Accommodation are persistently left unsecured, this will be considered as a breach of this clause and administrative action may be taken that could include a warning and a charge (see Schedule 3).

The Student shall (unless the Student or University is shown to be solely responsible for leaving entrances unsecured) be jointly responsible for this breach along with the other residents responsible for the entrance concerned.

Health & Safety

2.20

The Student will comply with the University’s Health and Safety Policy, copies of which may be obtained from the University home webpage; https://www.winchester.ac.uk/about-us/leadership-andgovernance/policies-and-procedures/ In addition, the Student will: 2.20.1

comply immediately with the requests and directions of University staff where these relate to Health and Safety

2.20.2

not obstruct exits, stairways, corridors and other passage ways (including bedroom, kitchen, bathroom and flat doors) and ensure that all electrical equipment cables are kept tidy and safely away so not to hinder access / egress to themselves, other residents or staff

2.20.3

not keep bicycles inside the Accommodation.

PLEASE NOTE: no bicycle, so ever regarded as valuable, may be kept anywhere within the Accommodation.

Limited cycle storage facilities are available at the Student’s own risk.

2.20.4

not tamper with or purposefully break window restrictors in place on windows within the Accommodation, and will promptly report any breakages to these as per Clause 2.10 PLEASE 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 statutory requirements.

Electrical Appliances

2.21

Not make any alteration to or damage any University owned electrical equipment 2.21.1

not change any light bulb or lamp shade in the Accommodation. If there is a fault with the lighting system supplied by the University the Student must report this as per clause 2.10

2.21.2

not use any form of radiant fire, convector (i.e. Heater / fan) or electric blanket anywhere within the Accommodation, as these may overload the electrical system in the Accommodation or threaten the integrity of any Fire Certificate which has been granted to the building within which the Accommodation is situated. If there is a fault with the heating system supplied by the University the Student must report this as per clause 2.10

Appliance safety / PAT testing

2.22

2.21.3

not bring into and use personal fridges or freezers in the Accommodation without written permission from Student Housing Services. Permission for medical or small fridges for medical needs may be granted or can be provided by the University, for Students who declare and provide evidence of a medical requirement for these

2.21.4

not use any kitchen appliances anywhere other than in the communal kitchen within the Accommodation, as this may overload the electrical system in the Accommodation or threaten the integrity of any Fire Certificate which has been granted to the building in which the Accommodation is situated. This includes (but is not limited to); kettles, toasters, rice cookers or grills. Such items may be stored in the Accommodation but not used in a study bedroom (i.e. not be found to be plugged in)

2.21.5

reasonably restrict the amount of personal cooking equipment brought into the Accommodation. All personal cooking utensils and appliances brought in to the Accommodation should be kept tidily so as not to cause an obstruction to other users of the communal facilities and not to overload the electrical systems of the communal facilities PLEASE NOTE: The University reserves the right to remove any items found in the Accommodation it reasonably deems to be in breach of this, such breaches would be dealt with a per clauses; 6, 7, 8 of these Regulations Ensure that any electrical equipment they bring into the Accommodation at any time during the Period of Letting is safe to use.

In addition, the Student will comply with the University Portable Appliance Testing policy, available on the University Intranet pages in the ‘Information bank’, then ‘Health and Safety’ then ‘All Documents’ and navigate through the pages to find the ‘Portable Appliance Testing’ documents: https://intranet.winchester.ac.uk/information-bank/health-andsafety/Documents/Forms/all.aspx?View={C401679E-7AAE-4BF1-B887DF7EB0026E94}&FilterField1=TaxKeyword&FilterValue1=electricity 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 into the Accommodation by students. Should a restricted electrical item, such as those referred to in clause 2.21, be PAT tested and pass, The University still reserves the right to remove it as per clause 6.3 Portable equipment is defined as an appliance of less than 18kg in mass that is intended to be moved whilst in operation or an appliance which can easily be moved from one place to another. This includes but is not limited to computers, printers, TVs, hair dryers / straighteners. Hi-fi equipment (including decks), kettles, toasters, vacuum cleaners, table lamps, microwaves etc.

Removal of dangerous items

Fire Safety / rules

For items bought into the Accommodation after the testing period, it will be the Students responsibility to request for the items to be tested.

The University reserves the right to remove any item of electrical equipment that has either failed a PAT test or is deemed to be a health and safety risk by the University Health and Safety Manager. Any such items will be stored by the University staff until either the end of the Period of Letting or after early surrender of the Accommodation. It remains the responsibility of the Student to arrange collection of items from the University.

2.23

PLEASE NOTE: During authorised room or communal area access by authorised staff if any electrical item is seen not to 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 to claim any items held in storage at the end of the Period of Letting, any items not collected within 7 days of vacation of the Accommodation may be disposed of. The Student will reimburse the University for any reasonable costs incurred in disposal.

Adhere strictly to the fire rules for the building in which the Accommodation is situated; copies of which are posted in each flat/house/hall, information on which is in the Student Resident guide to on campus accommodation and any ad hoc correspondence on this matter.

2.24

In addition to this the Student will:

Fire safety equipment

2.25

2.24.1

Comply immediately with the requests and directions of University staff where these relate to Fire safety

2.24.2

Respond positively to all Fire alarms by vacating the Accommodation promptly on all occasions including Fire drills Not interfere in any way with any fire fighting equipment such as fire extinguishers, alarms, fire doors (including not propping open fire doors such as bedroom or kitchen doors), or any other safety equipment and information notices (eg. Fire Exit direction signs) installed in the Accommodation (this includes bedroom or kitchen door closers).

PLEASE NOTE: it is a CRIMINAL OFFENCE, which can lead to prosecution, to misuse the fire alarm system or the fire-fighting equipment (this includes but is not limited to covering smoke/heat detectors). It is also regarded as a serious breach of these Regulations and could result in termination of the Agreement and will be dealt with in accordance with the University’s Student Disciplinary Procedure. Substantial charges may be incurred for damage to these items – cost for repair or replacement will be charged individually or to all residents of the relevant house, depending on who is responsible.

Respect for others and the Living Environment In the interests of maintaining a positive, safe and secure living environment as well as the well-being of other residents of the Accommodation, staff , the Accommodation itself or its neighbours, the Student will: Noise 2.26 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

2.27

Parties

2.28

Refrain from playing ball games and other noisy outdoor activities inside the Accommodation.

PLEASE NOTE: There are outside areas that can be used for this purpose and the Student will always be mindful of their proximity to buildings, be it other Accommodation, offices or teaching buildings, and ensure they do not cause a disturbance to those using these buildings or damage to the buildings. If the Student causes damage to any Accommodation building clause 2.11 will apply.

The Student shall not hold, permit, or participate in any party in the Accommodation, or in the building containing the Accommodation, or the grounds at any time.

2.28.1

Anti-Social Behaviour

2.29

Small individual barbeques or outdoor 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 campus card of the Student holding the barbeque or gathering will be surrendered to 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.

Refrain from any behaviour which may endanger the safety of or be construed or perceived as: harassment, bullying, nuisance, annoyance, anti-social behaviour or discriminatory behaviour to any other residents of the Accommodation, University staff or its’ agencies or contractors or any neighbouring properties or services by whatever means, but in particular by reason of or reference to any other person’s gender, race, colour, nationality, religion, disability or sexuality. Methods of exhibiting such behaviours, which may include but are not limited to, verbal, physical either to person or belongings or via online activity, may be considered a breach of this clause.

2.29.1

Will not put up posters or other pictorial representations (including videos) which depict explicitly matters of a violent or sexual nature may cause offence to other residents, members of the University or legitimate visitors to the Accommodation and its shared facilities. Accordingly, the Student must refrain from displaying such material in the Accommodation and shared facilities. In the event of any dispute or doubt as to whether any material offends this clause, it will be resolved by a member of Housing Services staff, whose decision will be final.

Visitors / Overnight visitors

2.29.2

Will not remove property from neighbours that does not belong to the Student and bring it into the Accommodation (which could include, but is not limited to; removing building site equipment from sites or road sides, wheelchairs from the hospital, or shopping trolleys from Supermarkets). This will be considered a breach of this clause in addition to being a nuisance to our neighbours and also theft.

2.29.3

Will not urinate or defecate in any area other than a lavatory. This includes but is not limited to urinating/defecating in public spaces on or neighbouring University buildings and in equipment provided in the accommodation, belonging to other Residents of the Accommodation or owned/utilised by authorised staff.

PLEASE NOTE: In addition to any action taken by the Police and under the University Student Disciplinary Regulations, action may be taken under the terms of this clause.

Be held responsible at all times for the conduct of any visitors they bring onto campus or into the Accommodation. This includes reimbursing the University for any reasonable costs for damage or loss or other costs incurred by the University as a result of visitor behaviour, the Student would be invoiced for any administrative charges referred to in this Agreement or damages arising.

2.30

2.30.1 2.30.2

The University reserves the right to prohibit visitors to any part of its premises (including the Accommodation) at any time The Student will not leave any visitor alone in the Accommodation or give them keys or campus card access to the Accommodation, if a visitor is found to be alone they may be asked to vacate the Accommodation and any keys or campus card confiscated by University staff

2.30.3

The Student may occasionally accommodate an overnight visitor (which includes other University student’s resident in Halls) in the Accommodation at weekends only. (Friday, Saturday and Sunday nights) The visitor will be signed in by the Student with the Site Stewards which can be done via phone

2.30.4

Visitors to the Accommodation during the week (Monday – Thursday) will be considered an overnight guest if they are found in the Accommodation past 23:00, and as such the Student may be held in breach of clause 2.30.3 Overnight visitors under the age of 16 are not permitted at any time

2.30.5 2.30.6

The Student may not accommodate an overnight visitor aged 16 or 17 without first obtaining written permission from the Housing Manager (on campus), , Student Housing Services Manager, Head of Housing & Security or Director of Estates and Facilities Services. If permitted, the visitor will be signed in by the Student at the Site Steward Office for weekend visits only (Friday, Saturday and Sunday nights). The Student will not allow any visitor under the age of 18 to visit any licenced premise

Visitors in Single Sex accommodatio n

PLEASE NOTE: Visitors are restricted as outlined within this clause in order to maintain a positive living environment for fee paying resident students, so they are comfortable and confident in their safety and security within the Accommodation, and are able to use the facilities without persistent restriction by those that do not live in the Accommodation.

In order to preserve the comfort of all Students residing within accommodation which has been designated ‘single sex’;

2.31

2.31.1 2.31.2

PLEASE NOTE: As per Clause 2.50, Authorised Staff (male and female) will access the accommodation in order to undertake their job role.

Not cause damage to or loss of any University property in the Accommodation. The Student will be responsible for any loss of or damage to any University property in the Accommodation either on or off campus for the duration of the Licence Agreement (whether caused wilfully or through negligence). The Student shall (unless the Student or University is shown to be solely responsible for any loss or damage) be jointly responsible for loss of or damage to University property in areas of the Accommodation used in common with other residents for the duration of the Licence Agreement.

Condition of 2.32 the Accommodatio n and Loss/Damage

Communal Cleanliness

The Student will not be permitted to have visitors of the opposite sex in the accommodation between 10am10pm on any day The Student will not be permitted to transfer their licence agreement to a student of the opposite sex

Any costs for loss or damage will be invoiced to the Student. The non-payment of charges procedure will apply as set out in Schedule 1 (please also see clause 8) in the case of non-payment.

Keep the Accommodation, and all furniture, furnishings, fixtures, fittings, decorations and shared facilities clean, tidy and in good condition.

2.33

In particular, the Student will: 2.33.1

ensure that kitchens and other communal spaces are kept clean and tidy and work with other residents to achieve this

2.33.2

ensure that kitchen equipment, including cooking utensils, crockery and cutlery, is washed and stored immediately after use. Spillages in fridges and on cookers cleaned. Fridges and freezers defrosted regularly

2.33.3

make efforts to recycle as much waste as is reasonably practicable. 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)

2.33.4

Accommodatio 2.34 n Inspections and Cleanliness

Cleanliness breaches

2.35

be responsible for the removal of personal and kitchen waste rubbish to exterior bins on a daily basis for the duration of the Licence Agreement. Rubbish must be removed to 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 any other halls at the University.

PLEASE NOTE: Domestic staff (where cleaning is provided) will clean communal surface and floor areas or carpets only. Residential Supervisors may issue warnings for poor cleanliness and report these to the Housing Services team, who may issue written warnings and charges to all residents in the case of shared facilities (please see Schedule 2).

The Accommodation will be inspected once a term on dates indicated on Housing Wall Planners in all kitchens. Students whose Accommodation fails to meet the required standard at these times will be charged an administration charge of ÂŁ30. The Student will be given 7 days to bring the room up to standard, after which a further administration charge of ÂŁ20 will be levied if after a re-inspection the standard is not satisfactory.

Charges for extra cleaning may be levied at the end of the Period of Letting if rooms are left in an unsatisfactory condition.

PLEASE NOTE: Maintenance issues or other breaches of the 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 to resolve any Maintenance reports made by staff from these inspections without prior notice to the resident.

If at any time the Accommodation is found, in the reasonable opinion of the University, to be in such an unclean condition as to cause a breach of the Agreement, the University may provide a warning and charge to the Student(s) and/or having given Notice to the Student(s), employ cleaners to remedy the breach, the costs of which will be met (in the case of the Accommodation) by the Student or (in the case of shared facilities) in equal share by the Student and the other residents having use of those shared facilities.

Charges associated with this clause can be found in Schedule 2

Alterations

2.36

Not make any alteration or addition to the Accommodation or any other parts of the building in which the Accommodation is located, nor the grounds, nor cause any damage therein.

Changing of decor

2.37

Not affix, without the prior written consent of the University, any aerial, cupboard, bookcase, shelf, picture or other fixture to the walls or woodwork of the Accommodation, and not carry out any redecoration of the Accommodation.

Notices

2.38

Not display or permit to be displayed on or in the Accommodation any advertisement, notice, bill or nameplate without first seeking permission from the Housing Manager (on campus)

Blu / white tak / tape

2.39

PLEASE NOTE: permission will not be granted to display any permanent advertisement, notice, bill or nameplate or anything that depicts explicitly matters of a violent or sexual nature that may cause offence to other occupiers of the Accommodation or legitimate visitors to the Accommodation and its shared facilities.

Will not affix drawing pins, staples, sticky tape, Blu-Tack, White-Tack or other similar substances or adhesives to the walls, ceilings, windows or doors of the Accommodation, but shall use only notice boards provided.

PLEASE NOTE: breach of this clause resulting in damage to the paintwork will make the Student liable for the redecoration cost and a reasonable administrative charge (see Schedule 2) Not allow baths, basins, sinks or storage systems to overflow.

Overflow

2.40

Blockage

2.41

Keep all gulleys, waste pipes and drains free from blockages including not putting anything harmful or that is likely to cause a blockage down these. This includes keeping shower drains clean of material build-up such as hair.

Telephones

2.42

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 costs to the University will incur an administrative charge and any charges will be met by the Student.

2.43

PLEASE NOTE: The Student shall not enter into any agreement with another provider during the period of the Licence Agreement and should explain to any unsolicited door step callers that the University is responsible for the telephone system and all arrangements relating to and any further contact should be made with Student Housing Services in the first instance.

Not remove from the Accommodation any furnishings, fixtures or other property belonging to the University.

Bringing items 2.44 into Accommodatio n

Not bring any furniture or furnishings (including curtains and lampshades) into 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 to the same position they were in at the commencement of the Agreement.

Removal of University Property

Use of the Accommodation The Agreement permits the Student and none other to reside the Accommodation for the Period of Letting.

Subletting 2.45 The Student is not permitted to sub-let the Accommodation at any time.

Cohabitation

2.46

The Student is not permitted to allow anyone to cohabit with them in the Accommodation.

2.46.1

Business Use

2.47

Changing 2.48 Accommodatio n

Post

Exception: Student residents in the one or two bedroom self-contained flats may have cohabitees with the permission of the University. This must be a partner and the Student must declare any cohabitees on the ‘Declaration of Cohabitees in University Flats’ form within 7 days of them moving in. Cohabitees will be required to show proof of identification to Student Housing Services and to declare that they do not have any criminal convictions or entitlement to Accommodation from The University of Winchester. If non-student partner moves in this may make the flat liable for Council tax, please refer to clause 2.8 for liability expectation if this occurs.

If the Student does not declare the partner within 7 days, the University reserves the right to ask them to vacate the Accommodation within an appropriate notice period.

If the Student has child/children they will be asked to provide their names and ages and emergency contact arrangements should the Student be unable to care for them for any reason.

The Student must not carry out any profession, trade or business from the Accommodation or shared facilities In exceptional circumstances, and at the discretion and with the agreement of the Housing Manager On Campus or the Student Housing Services Manager, the Student may, at the Student’s request, change Accommodation to other Accommodation provided by the University during the Period of Letting. In such a case the Student may be required to sign a further agreement with the University and pay an administrative charge of £40 in respect of the administrative costs incurred by the University.

PLEASE NOTE: Any change of Accommodation without the appropriate permission may be considered a breach of this Clause, as well as those that govern Safety within the Accommodation, such as clauses 2.19, 2.20 and 2.24. No changes of Accommodation will be authorised within the first four weeks of the commencement of the Period of Letting and changes of accommodation are normally between the same licence types (catered to catered, UMH to UMH for e.g.) unless a student can provide evidence of significant extenuating circumstances to Housing Managers.

The Student will not send / direct any post / mail to the Accommodation until after they have checked in, any post that arrives before the Period of Letting may be returned to sender where possible

2.49 2.49.1

The Student will not allow the Accommodation address to be used by anyone other than the Student granted permission to reside, any such post / mail received by The University may be returned to sender where possible

Other responsibilities: Access to the 2.50 Accommodatio n by

The University reserves the right for its Authorised staff to enter the communal parts of the accommodation (Hallways, kitchens, bathrooms) at any time where reasonable and necessary, for all purposes, including but not limited to;

Authorised staff 2.50.1

Undertaking cleaning and inspections of the Accommodation (usually by Cleaners and their Supervisors)

2.50.2

Undertaking routine visits as per their job role (Housing Staff, Residential Assistants, Wardens, Security), which may include the investigation of potential breaches of these Regulations.

2.50.3

Undertaking routine and emergency inspections and repairs (Maintenance and/or their nominated contractors) PLEASE NOTE: The Student must be aware that by having reported a maintenance issue, they have given permission for an appropriate member of Authorised staff, or a contractor, to attend and enter the Accommodation to investigate and or rectify the fault, without the Student being present at the time/s of attendance.

The Student must be aware that if they request staff (only staff permitted) to place maintenance reports on the Students’ behalf, they have given permission for an appropriate member of Authorised staff, or a contractor, to attend and enter the Accommodation to investigate and or rectify the fault, without the student being present at the time/s of attendance

Access to 2.51 Accommodatio n by

2.50.4

Undertaking checks on the welfare of students (Housing Staff, Residential Assistants, Wardens, Security, Student Services)

2.50.5

Undertaking visits to accommodation in line with the University’s Student Recruitment activity (Recruitment and Marketing staff)

2.50.6

Notice will be given where the visit is required to the Student’s study bedroom, where the requirement is outside the provisions of clauses 2.50.1, 2.50.2, 2.50.3, 2.50.4 PLEASE NOTE: The Student should ensure the Accommodation is safe for access at all times in accordance with clause 2.20. Authorised staff will always carry with them identification badges bearing a photograph. A list of authorised staff is available on the Student Housing section of the Intranet. The Accommodation will always be left secure after access by any Authorised staff member, including the locking of a study bedroom if it was found to be unlocked on attendance. In this instance if the Student became locked out the Site Stewards could be called for access The Emergency Services (Police, Fire and Ambulance) have a right to enter the Accommodation if responding to an emergency call or if invited or authorised to enter the Accommodation by any Authorised Staff or other residents.

Emergency Services Parking

PLEASE NOTE: If the Student requests the attendance of an Emergency Service, the Student must make the Site Stewards aware of this by calling 01962 827666.

2.52

The Student will comply with the University Parking Regulations (available on the ‘Travel and Transport’ section of the University Intranet ‘Information bank’), and as such will not park any motor vehicle on any premises belonging to the University at any time, except in the case of disabled students displaying disabled persons badges in their vehicle, or families with exceptional circumstances and who have the explicit permission of the University PLEASE NOTE: Occasional parking for visitors of Students can be arranged by registering details with the Site Stewards. 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 ‘Travel and Transport’ section of the University Intranet ‘Information bank’) for more details: https://intranet.winchester.ac.uk/information-bank/car-parking-andtravel/SitePages/Home.aspx

Personal property

2.53

Except in cases of proven negligence, neither the University nor any of its employees will be liable for the loss of or damage to, the Student’s personal property in the Accommodation or on any University premises.

PLEASE NOTE: Students are strongly recommended to obtain adequate insurance for their personal property, including but not limited to bicycles.

Insurance

2.54

The Student will not do or allow to be done anything which may invalidate or increase the premium of any policy of insurance in respect of the Accommodation or the building in which the Accommodation is situated.

CHECKING OUT End of Period of Letting

2.55

The Student will comply with the checking out procedure. Departure information is sent to the Student via email or poster in the Accommodation and includes leaving the Accommodation in the same state of cleanliness it was found on arrival, removing all rubbish and waste from the Accommodation, returning furniture and fittings to their original positions and locking the study bedroom door and House / Flat / Hall front door on vacation.

Keys (including kitchen cupboard and post box keys for Burma Road) must be signed in at the University Main Reception, Student Housing Services or with the University Site Steward offices.

Early vacation 2.56 / surrender of Accommodatio n

If the Student chooses to check out before the end of the Period of Letting, they will at the point of departure surrender their right to re-enter the Accommodation.

If the Student wishes to re-enter communal areas of the Accommodation in order to fulfil their joint obligations under these Regulations, they should either liaise with other residents of the Accommodation or with Student Housing Services.

Unclaimed property

2.57

PLEASE NOTE: No refund of the Licence charges will be made if the Student chooses to check out of the Accommodation early.

PLEASE NOTE: Failure to comply with check out procedures will entitle the University to levy an administrative charge, without prejudice to any right or action accrued to the University in respect to damage to or loss of University property for which the Student is responsible during the Period of Letting. Failure to surrender keys when requested to do so or on vacation of the Accommodation or due to loss will result in a charge as detailed in Schedule 2 of these Regulations.

The University reserves the right to dispose of any personal property left at the Accommodation after the Student has checked out.

The University will not accept any liability for damage or loss of property arising from the disposal of such property, and the Student will reimburse the University on demand, the reasonable costs incurred by the University in disposing of or recycling any unclaimed personal property.

Post

2.58

The University may, at its discretion, keep personal property that it deems to be of a reasonable financial or personal value for a period of 7 days after the Student vacates the Accommodation (either at the end of the Period of Letting or after Early surrender of the Accommodation). In such cases, the University will make reasonable attempts to contact the Student and it remains the responsibility of the Student to arrange collection of items with the University.

The Student will make arrangements to have post / mail forwarded / stopped when they move out of the Accommodation. Any post that arrives after the end of the Period of Letting will be returned to sender where possible.

3.0 UNIVERSITY’S RESPONSIBILITIES The University shall provide the following, save that it will not be liable for any failure to provide these services and facilities if this failure is due to reasons outside its control: Services & 3.1 Adequate furniture and fittings; facilities 3.2

Adequate lighting, hot and cold water and heating without further charge to the Student PLEASE NOTE: Heating is provided with regard to prevailing weather conditions. This may mean, that the heating is turned off at certain times of year. Hot water is provided on a shared / tank usage system in most of the Accommodation and so they may be occasions where this runs out and needs a period of one hour to refill and reheat.

Maintenance

Cleaning

3.3

Reasonable toilet facilities;

3.4

Cleaned Accommodation on occupation;

3.5

Cleaned kitchens and shared facilities in accordance with current service cycles

3.6 3.7

Kitchenette facilities for the preparation of snacks and light meals (King Alfred Quarter) OR Self-catering facilities (West Downs Student Village/Flats/Queen’s Road Student Village/Burma Road Student Village); Fire-fighting equipment in the Accommodation;

3.8

Employment of staff and other contractors for the day to day running of the Accommodation

3.9

3.8.1

Normal working hours for the Maintenance Service are 8am to 5pm (Monday – Thursday) and 8am to 4pm (Friday)

3.8.2

Emergency cover is provided outside of these hours to attend to critical failures only. Any such issues must be reported to the Site Stewards, who hold the relevant contact details.

3.8.3

Requests for routine breakdowns arising out of hours will be reviewed on the next working day PLEASE NOTE: As a guide the following response times are set for Maintenance reports and highlighted in the email response sent to the Student when a report is actioned: Priority SA1 Emergency: Same day for e.g. floods, bare electrical wires, blocked toilet in en-suite Accommodation.

Priority SA2 Urgent but not an emergency: Attend and investigate within 24 hours and is everything not covered in SA1, including repair of lifts within accommodation, with the exception of; Priority SA3 Routine or pre planned: 10 days and anything which requires minimum of 7 days notice (10 days covers for notice to be given to the Student where required) Domestic staff will clean shared facilities (e.g. kitchens, kitchenettes, shared toilets and bathrooms, hallways) on a regular basis, save for occasions of unavoidable staff absence at short notice. On such occasions, every effort will be made to arrange cover.

PLEASE NOTE: Domestic staff (where cleaning is provided) will clean surface areas and not kitchen equipment and utensils. Residential Supervisors may issue warnings for poor cleanliness within the Accommodation and report these to the Housing Services team, who may issue written warnings and charges (please see clause 2.33, 2.34 and Schedule 2).

Cleaning of study bedrooms for disabled students Refuse

3.9.1

3.10

A bedroom cleaning service may be provided to disabled Students who are physically unable to clean their room themselves. The Student must approach Student Housing Services if wanted.

Refuse bins in all kitchens and kitchenettes.

The University shall arrange disposal of refuse from the external bin areas only.

PLEASE NOTE: The Student is responsible for removing refuse to the external bin areas daily.

Recycling

3.11

Recycling bins in each kitchen.

These are emptied by cleaning staff.

The University shall: Fit for purpose

3.12

Ensure that the Accommodation is safe and fit for purpose

Licence Charges

3.13

PLEASE NOTE: The Student is responsible for reporting anything that could affect this clause by either following the maintenance reporting process outlined in clause 2.10 or contacting Student Housing Services.

Advise the Licence 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 ‘Students Resident guide on campus accommodation’ ’ distributed to all residents during the room offer process

Smoke free environment

3.15

In accordance with the Smoke-free (Premises and Enforcement) Regulations 2006, the University of Winchester will ensure that all premises are smoke free and all employees enjoy the right to work in a smoke free environment. Smoking and the use of e-cigarettes is prohibited in all enclosed and substantially enclosed premises in the campus. This applies to all staff, Students, contractors, customers and visitors.

Privacy

3.16

Information sharing

3.17

PLEASE NOTE: See clause 2.18 for Student responsibilities inside and outside of the Accommodation.

Not interfere unreasonably with the Student’s privacy Reserve the right to share information about the Student, in relation to this Agreement as appropriate with University and some external professionals.

Those people and groups the University might need to share information with may include but are not limited to: Authorised Staff such as Site Stewards, other University staff, Emergency Services and external partners such as Sparsholt College (for Sparsholt students only).

The University will only ever disclose information about the Student on a strictly ‘need to know’ basis. However if at any time the University becomes seriously concerned that an exceptional circumstance prevails in which 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.

4.0 CATERING CONTRACT 4.1

Where the Accommodation allocated to the Student is designated as catered Accommodation, the Student will pay the Catering Licence Fee to the University, which will entitle the Student to a catering card which can be used to purchase food at the University’s catering outlets to the value of the Catering Licence Fee. The Catering Licence Fee is payable by the Student in advance with the Residence Fee. Any failure by the Student to pay the Catering Licence Fee, will be dealt with under clause 2.4, Schedule 1 and clause 8 PLEASE NOTE: Catering cards are not transferable (i.e. they may only be used by the card holder) and are nonrefundable. Any funds left on the card at the end of each week will be cleared to a zero balance and the new weeks balance added.

5.0 RELOCATION Relocation for management reasons

5.1

The University reserves the right to move the Student to any other University Accommodation at any time, which right is to be exercised in the University’s absolute discretion. The following are reasons why the University may move the Student to other University Accommodation: 5.1.1

If there are material personality conflicts between the Student and other residents of the Accommodation

5.1.2

PLEASE NOTE: Where an investigation is on-going, the Student may be offered the chance to move temporarily To accommodate the special requirements or extenuating circumstances of certain individual students

5.1.3

By reason of the University’s requirement that the Student complies with the University Student Disciplinary Procedure at all times while a student at the University

5.1.4

If the Student’s current Accommodation is no longer habitable

5.1.5

Temporary relocation

For other practical reasons PLEASE NOTE: If the University moves the Student other than due to the Student’s breach of this Agreement, the Student may terminate this Agreement on 28 days’ notice and the Student shall be entitled to a proportionate refund of any Licence charges which include the Residence Fee and (where applicable) the Christmas Vacation Retainer Fee and Catering Licence Fee, which have been paid in advance.

The University may ask the Student to move rooms for a short period while refurbishment takes place in the Accommodation. Alternative Accommodation will be provided during the move at no extra cost to the Student.

5.2

6.0 PROCEDURE FOR BREACHES OF THIS AGREEMENT The Student understands and accepts that failure to comply with any of these Regulations may result in action being taken under the University’s Student Disciplinary Procedure, which could result in both the termination of the Student’s right to reside the Accommodation and the Student’s exclusion from the University in respect of their student status.

Procedure for 6.1 Minor breaches of these Regulations will be dealt with by various members of staff on the following basis; minor breaches

Procedure for serious or repeated

6.2

6.1.1

Residential Assistants will refer matters to the Site Stewards, Housing Managers or their nominees;

6.1.2

Site Steward and Residential Supervisors will deal with situations as they arise and will issue warnings and refer matters to the Housing Managers or their nominees in the first instance;

6.1.3

Housing Advisors, Wardens, Housing Manager (on Campus), Student Housing Services Manager, Head of Housing & Security and the Director of Estates and Facilities Services can issue verbal and written warnings and can impose administrative charges (see clause 6.5 and Schedule 3).

For more serious breaches or repeated minor breaches the Housing Manager (on campus), Student Housing Services Manager, Head of Housing & Security or the Director of Estates and Facilities Services may issue a Letter of Extra Undertaking to the Student. Any such letter will outline any further conditions for the Student’s

minor breaches

Removal of (nondangerous) Personal Property

continued right to reside the Accommodation. The Student will have an opportunity to discuss the terms set out in the letter with its signatory. They must then sign two copies of the letter to indicate they agree to the terms specified and return one copy to Student Housing Services. Any breaches of the Letter of Extra Undertaking will be dealt with using the procedure outlined in clause 8. If the Student is not willing to sign the Letter of Extra Undertaking, the University may terminate this Agreement on 28 days’ notice and clause 2.6 will apply.

The University reserves the right to remove any personal property found in the Accommodation which it reasonably deems to be in breach of these Regulations, such as items described in clauses: 2.13 to 2.16 and 2.20 to 2.22. The Student may receive warnings and charges and be given the opportunity to remove the item from the Accommodation.

6.3

Items may be stored, for which charges may apply, by University staff until either the end of the Period of Letting or after Early surrender of the Accommodation. It will be the Student’s responsibility to reclaim stored items; clause 2.57 will apply if items are unclaimed.

Costs incurred by the University

6.4

Administration Costs

6.5

Persistent breaches will be dealt with a per sections; 6, 7, 8 of these Regulations The Student will be responsible for any costs (including legal costs) incurred by the University as a result of any breach by the Student of any of the terms and conditions of the Agreement 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

Not exceeding £100 when dealt with by the Housing Managers

6.5.2

Not exceeding £150 when referred to the Student Housing Services Manager or Head of Housing & Security;

6.5.3

Not exceeding £200 when referred to the Director of Estates and Facilities Services.

Such charges shall reflect the costs incurred by the University where it reasonably believes the Student to be in breach. Where levied, such charges shall be invoiced for immediate payment.

Calculation of charges

6.6

PLEASE NOTE: If the student misses two or more appointments with a member of Student Housing Services staff without making a reasonable attempt to contact that member of staff in advance to rearrange the appointment, a charge of £10 may be applied. This also applies for failure to attend a group meeting.

Any charges levied will reflect the cost of making good any loss, breakage, or damage caused by the Student or the Student’s visitors to the Accommodation or the common parts. Where the perpetrator(s) of such loss, breakage or damage to the common parts cannot be identified by the University after reasonable investigation (unless the Student can prove to the reasonable satisfaction of the University that she/he could not have been

Right of Appeal

6.7

Record of breaches

6.8

responsible for such loss, breakage or damage to the common parts) the Student will be charged a fair and reasonable proportion of the cost of making good.

The Student will have the right to appeal any action taken or charges applied under the terms of these Regulations. Any appeal should be made in writing within 10 working days and instructions on who this is made to will be given in the letter sent to the Student detailing the action or charge but will usually be the Housing Manager (on Campus) in the first instance. If the Student wishes to appeal beyond the first response instructions on who this is made to will be given in the letter sent to the Student detailing the action or charge.

If the Student remains dissatisfied with the responses they are receiving they can escalate this to a complaint via the University Complaints Handling Policy, details of which can be found under the Public Documents page on the Freedom of Information page at the main University home webpage and clause 1.20 refers.

The University may record any breaches of these Regulations which may affect any future application to reside in University Accommodation (owned or managed by the University).

7.0 TEMPORARY SUSPENSION OF RIGHT TO RESIDE 7.1

The University reserves the right to temporarily suspend the Student’s right to reside the Accommodation with immediate effect for the following reasons: 7.1.1

If the University has reasonable grounds to suspect the Student poses a serious threat to other residents of the Accommodation or the staff involved in its management.

7.1.2

If the University has reasonable grounds to suspect the Student is involved in illegal activity.

7.1.3

In accordance with any Supported Study Approved Procedures which may be in place for the Student. The policy can be found in the Document Store on the Intranet, https://intranet.winchester.ac.uk/informationbank/document-store/Published/Forms/AllItems.aspx PLEASE NOTE: The Police may be involved under this clause dependant on the nature of the activity involved.

7.1.4

Notice of such a decision will be given in writing by the Student Housing Services Manager, Head of Housing & Security or the Director of Estates and Facilities Services and will include details of the reasons for the suspension.

8.0 TERMINATION FOR SERIOUS BREACH The University may terminate the Agreement for the reasons set out below: Failure to pay 8.1 If the Student fails to pay the Licence charges which include the Residence Fee and/or the Christmas vacation fees retainer and/or the Catering Licence Fee. The procedure for late payment will apply as detailed in clause 2.4,

Schedule 1 before any further action is taken under clause 8. Once such procedure is undertaken the Agreement will be terminated subject to 28 days’ notice.

The Student will be charged for interest lost on their payment and any debt recovery costs PLEASE NOTE: If the Licence Agreement is terminated for non-payment of Licence charges which include the Residence fee and/or the Christmas vacation retainer and/or the Catering Licence Fee, the Student will still remain liable for the outstanding amount.

Serious breach of these Regulations

8.2

Repeated minor breaches of these Regulations

8.3

Right of Appeal

8.4

If the student is in serious breach of this Agreement or the University has reasonable grounds to suspect the Student poses a serious threat to other residents of the Accommodation or the staff involved in its management. The University will provide details of the breach and the evidence collected to the Student.

Where such procedure is undertaken the Agreement will be terminated subject to 28 days’ notice.

PLEASE NOTE: It may be a requirement under this clause to leave the Accommodation on the same day as an incident occurs, if this is required clause 7 will apply. The Police may be involved under this clause dependant on the nature of threat involved 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 the evidence collected to the Student. The Agreement will be terminated subject to 28 days’ notice.

The Student will have the right to appeal against a decision to terminate the Agreement made by the University. Any appeal should be made in writing within 10 working days and sent in the first instance to the Director of Estates and Facilities Services. To appeal against a decision made by the Director of Estates and Facilities Services, the appeal should be made in writing to the Deputy Vice Chancellor and ultimately, the Vice Chancellor, whose decision will be final.

PLEASE NOTE: No refund of the Licence charges which include the Residence Fee or (where applicable) the Catering Licence Fee or the Christmas Vacation Retainer, will be made if the Student leaves the Accommodation as a result of disciplinary action.

9.0 TERMINATION BY THE STUDENT This Agreement may be terminated by the Student as follows: 9.1 By giving 28 days’ notice in writing at any time, but subject always to the provisions of clause 2.6

PLEASE NOTE: No refund will normally be made of the Licence charges which include the Residence Fee or (where applicable) the Christmas Vacation Retainer and Catering Licence Fee, except where a suitable replacement can be found to reside in the Accommodation.

Requests to be released from the Licence Agreement and so end fee liability earlier than the end date of the Period of Letting, and without finding a replacement as per clause 2.6, will only be considered under extenuating circumstances for which evidence may be required.

10.0

OTHER REASONS FOR TERMINATION

Ceasing to be a 10.1 full time student

This Agreement will automatically terminate upon the Student ceasing to be a full time Student at the University, notwithstanding any advance payment of the Licence charges, subject to 28 days’ notice.

10.1.1

If the Student ceases to be a student of the University during the Period of Letting, Notice in writing to that effect must be given by the Student to the Housing Manager on campus in the first instance or Student Housing Services Manager within two days of that change of status occurring.

PLEASE NOTE: See clause 2.6 regarding liability for the Licence charges.

10.1.2

Supply of false information

10.2

10.3 Damaged Accommodatio n

If the Student transfers to Part Time study during the Period of Letting, the University may, using discretion, terminate the Agreement, subject to 28 days’ notice. The Student is requires to notify the Student Housing Services Manager within 7 days of the change.

PLEASE NOTE: If the Student remains in Accommodation for the duration of the Agreement, they will be subject to the conditions of Clause 2.8 relating to Council Tax. If it is found that the Student has provided false information to the University on their housing application or by other means, the University may terminate the Agreement, subject to 28days notice.

Where the Accommodation becomes uninhabitable and the University is unable to find an alternative, this Agreement may be terminated by the University. The University will endeavour to give as much notice as possible to the Student in such an event, and the University shall repay a proportionate amount of any Licence charges which include the Residence Fee, Catering Licence Fee and Christmas Vacation Retainer which has been paid in advance.

Schedule 1 Procedure for Non-payment of Licence charges The procedure set out below will apply for non-payment of the Residence Fee, Catering Licence Fee or Christmas Vacation Retainer (as applicable) Days fees overdue 0

Activity Invoice raised

Action Payment due in accordance with the University’s payment policy as stated in the Student Residence Regulations (clause 2.2 refers). If there is a query or dispute about the amount of fees charged, students should contact the Student Housing Services Department on receipt of invoice i.e. not leave it until reminder letter are issued

1-7 days after due date

Debt is identified and letter 1 issued

Debt chasing procedure will start. Reminder letter is sent to the Student’s appropriate address. This letter notifies the Student that the Student is now in breach of their Licence agreement which puts at risk their continued use of University accommodation.

8-14 days after due date

Letter 2 issued

Letter 2 is sent to invite the Student to attend a meeting with Finance. The Student is informed that the Student Housing Services Manager will be informed and that further action will be taken against them. Further action may require the Student to leave their Accommodation.

15-21 days after due date

Letter 3 issued

Final notice is sent notifying the Student that if the debt is not paid within 7 days the University intends to issue the Student with a Notice to Quit their Accommodation.

22-28 days after due date

Notice to Quit

Notice to Quit is issued giving the Student 28 days to leave their Accommodation.



Students who fail to comply with the University’s Regulations for the payment of University fees will also be subject to the University’s Student Disciplinary procedures



If the Licence Agreement is terminated for non-payment of Licence charges, 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

Schedule 2 Replacement / Cleaning Charges LIST OF POSSIBLE CHARGES TO BE MADE FOR REPLACEMENT OF MISSING / DAMAGED ITEMS Individual Study Bedroom Metal Frame Bed Mattress Double Mattress and Divan set Toilet Roll Holder ( Cormatic ) Toilet Roll Holder ( Standard ) Toilet Brush and Holder Computer chairs To reconnect door closer

£79.31 £78.00 £212.00 £18.17 £4.67 £3.84 £88.20 £15.00

Desk Lamp Waste paper bin Curtains ( Pair ) Fire Bell Shower Curtain Door Number To replace door closer To replace bedroom door

£12.00 £5.35 £110.00 £48.00 £32.50 £7.50 £65.00 £210

Communal Areas Kitchen Chair ( Plastic ) Kitchen Chair ( Soft ) Kitchen table Electric Cooker Microwave oven Fridge Freezer Fire Extinguisher (6l foam) Fire Extinguisher (2kg CO2) Fire Blanket Hoover (Henry) Fire Bell Kitchen/bathroom door £210.00

£13.50 £73.50 £100.00 £178.25 £54.00 £335.00 £335.00 £39.90 £48.75 £12.35 £109.50 £48.00

Kettle Iron Plastic Dustbin Soft Broom First Aid Box Ironing Board Dustpan and Brush Mop and bucket Curtains (pair) Internal Telephone To reconnect door closer To replace door closer

£15.00 £12.65 £12.75 £5.95 £14.20 £25.00 £6.20 £3.60 £110.00 £31.50 £10.00 £65.00

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 reflecting that the item will have to be replaced sooner than if the damage had not occurred, i.e. on the basis of depreciated value rather than for 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.

Photos may be taken as evidence of any chargeable missing or damaged items, or cleanliness breaches.

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 contractors (please remember 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 contractors.

Lost your key/Campus card?  Call the Site Steward on 01962 827666 or 827667. The team will assist with access to the Accommodation until the following working day  Email campuscard@winchester.ac.uk to request a replacement card (please note there will be a charge) Lost your key?  Call the Site Steward on 01962 827666 or 827667. The team will assist with access to the Accommodation until the following working day  Email security@winchester.ac.uk to get a replacement key (please note there will be a charge and this includes post box or kitchen cupboard keys)  The University reserves the right to charge the Student for a replacement lock to the Accommodation if this is found necessary Non Return of any Accommodation Keys;  There will be a charge for the non-return of any Accommodation key. This includes kitchen cupboard and post box keys for the Burma Road Accommodation.  This does not include Student campus cards (where these are used for access to Queens Road and Burma Road)  The University will endeavour to contact the Student for non-returned keys but it remains the Students’ responsibility to return these  The University reserves the right to charge the Student for a replacement lock to the Accommodation if this is found necessary Cleaning Charges Please also see clauses; 2.32, 2.33, 2.34

Individual Study Bedrooms: After termly Accommodation inspections: • £30 cleaning charge will be made if a study bedroom is not in a satisfactory hygienic, clean and tidy condition. The Student will be given seven days to bring the room up to a satisfactory condition. If it is still not in a satisfactory condition after a re-inspection, a further cleaning charge of £20 will be made and a meeting with Housing Services may be arranged.

At the end of the licence period: • £30 cleaning charge will be made if a study bedroom is not in a satisfactory clean condition.

• £50 deep cleaning charge will be made if a study bedroom is in a very unsatisfactory condition. This charge will be authorised by the Residential Supervisors, Housing Manager (on campus), Student Housing Services Manager or Head of Housing & Security If a room is left in an extremely unsatisfactory condition, charges will be applied for the number of extra hours and materials needed to bring the room back to a satisfactory condition.

Communal Areas: During Term time: • £10 cleaning charge per resident will be made if a communal area is not in a satisfactory 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 unsatisfactory condition persistently, an administration charge of £10 in addition to any cleaning charge may be levied per resident (to 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 resident will be made if a communal area is not in a satisfactory clean condition.

• £50 deep cleaning charge will be made if a communal area is in a very unsatisfactory condition. This charge will be authorised by either the Residential Supervisors, Housing Manager (on campus), Student Housing Services Manager or Head of Housing & Security Where cleaners are ‘employed’ to remedy unsatisfactory 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 proportions by the Student and the other residents sharing use of those facilities.

Removal of Rubbish Communal Areas:  •£10 removal of rubbish charge per resident will be made if rubbish is persistently left in the Accommodation (kitchen or hallways) and not taken outside to the external bin areas. Advisory slips and a 24 hour opportunity to dispose of the rubbish are normally issued before a formal warning and charge. If rubbish is persistently left in the Accommodation (kitchen or hallways), an administration charge of £10 in addition to any cleaning charge may be levied per resident to cover the additional administrative costs incurred by the University in dealing with repeated breaches.

 

£10 charge will be per resident if large amounts of rubbish are left in the Accommodation (kitchen or hallways) at the end of the licence period. If there are more than five bags to be removed then a supplementary fee of £5 per bag will be levied.

The University reserves the right to remove rubbish that is considered to be a Health and Safety hazard with immediate effect, and may apply a reasonable charge for removal and breach of Health and Safety within the Accommodation

Study Bedrooms:  £10 charge will be made to the Student if large amounts of rubbish are left in the study bedroom at the end of the licence period. If there are more than five bags to be removed then a supplementary fee of £5 per bag will be levied.  The University reserves the right to remove rubbish that is considered to be a Health and Safety hazard with immediate effect, and may apply a reasonable charge for removal and breach of Health and Safety within the Accommodation 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 administrative charge of £10, in addition to the recycling bin contamination charge, may be levied per resident to cover the additional administrative costs incurred by the University in dealing with persistent breaches.

Schedule 3 Breach

Clause

Noise

2.26

Party (to each resident concerned)

2.28

Anti-social behaviour

2.29

Alteration and damage Blu / white tack Removal of property Illegal activities (including Drugs and ‘Legal Highs’)

2.36/2.32 2.39 2.43 2.12 / 2.13

First Breach

Second Breach Third Breach £20 + 2nd breach 1st breach warning warning £25 + 3rd breach warning (written) + meet with Housing (may be verbal or written) (may be verbal or Manager (on campus) written) £20 + 2nd breach 1st breach warning (may be £25 + 3rd breach warning (written) + meet with Housing warning (may be verbal verbal or written) Manager (on campus) or written) Dependant on activity and could involve warnings, charges, meeting with Housing managers or their nominees, extra undertaking letter, termination of Licence Agreement and Student Status and Police involvement See schedule 2 Charge equal to cost of redecorating affected areas + admin (see schedule 2) Charge equal to replacement cost + admin Dependant on activity and could involve warnings, charges, meeting with Housing managers, extra undertaking letter, termination of Licence Agreement and Student Status and Police involvement’ Dependant on activity and could involve warnings, charges, meeting with Housing managers or their nominees, extra undertaking letter, termination of Licence Agreement and Student Status and Police involvement Dependant on activity and could involve warnings, charges, meeting with Housing managers, extra undertaking letter, termination of Licence Agreement and Student Status and Police involvement’

Firearms etc.

2.14

Flammable items (candles etc.)

2.15

Pressurised gas canisters / fuel containers

2.16

Meeting with Housing Manager (on campus) (dependant on level could jeopardise residential status)

Pets (not allowed)

2.17

1st breach warning (may be verbal or written)

Smoking

2.18

Subletting

2.45

Visitors / overnight visitors

2.30

Health & Safety

2.20

Obstructions

2.20.2

Security

2.19

Fire safety

2.24

2nd breach warning £20 + 3rd breach warning (written) +meet with Housing (may be verbal or Manager (on campus) written) £35 + 2nd breach £30 +1st breach warning warning £40 + 3rd breach warning (written) +meet with Housing (may be verbal or written) (may be verbal or Manager (on campus) written) Meeting with Housing Manager (on campus) (dependant on level could jeopardise residential status) + possible charge of £10 per night that guest stayed in room.

Meeting with Housing Manager (on campus) (dependant on level could jeopardise residential status) + possible charge of £10 per night that guest stayed in room.

Dependant on activity and could involve warnings, charges, meeting with Housing managers or their nominees, extra undertaking letter, termination of Licence Agreement and Student Status and Police involvement £20 + 2nd breach 1st breach warning warning £25 + 3rd breach warning (written) +meet with Housing (may be verbal or written) (may be verbal or Manager (on campus) written) 2nd breach warning 1st breach warning £10 + 3rd breach warning + meeting with Housing Manager (may be verbal or (may be verbal or written) (on campus) written) £30 + 1st breach warning £35 + 2nd breach £40 + 3rd breach warning (written) +meet with Housing (may be verbal or written) warning Manager (on campus) and PLO

Fire Safety Equipment

2.25

Parking

2.52

(may be verbal or written) Dependant on activity and could involve warnings, charges, meeting with Housing managers or their nominees, extra undertaking letter, termination of Licence Agreement and Student Status and Police involvement Dependant on activity and could involve warnings, charges, meeting with Housing managers and/or Security manager or their nominees, and extra undertaking letter

Further action will be taken and administration charges increased (to cover the additional administrative costs incurred by the University in dealing with repeated breaches) should persistent breaches of regulations take place by the same Student.

The EU letter is explained in clause 5.2 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, to smoke in any communal area of the Accommodation is a breach of the ‘Smoke free (Premises and Enforcement) Regulations 2006. Penalties can include a fixed penalty fine and possible criminal prosecution.

2. Cannabis is illegal and illegal substances are NOT allowed in University managed Accommodation.

3. Overnight visitors are only permitted to stay on Friday, Saturday and Sunday nights. The Student is responsible for the behaviour and actions of their visitors.

This includes liability for any charges applicable (determined in accordance with this Agreement) as a result of their behaviour.