Van Mildert College Handbook 2016 17 by Van Mildert College

Van Mildert College

College Handbook 2016-2017

Friendship

Participation

Community

Consent

Respect

University

Engagement

Contribution

Not for ourselves Imagination

Wellbeing

Raising the bar

Knowing yourself You

Responsibility

People

Support

Trust

Safety

Diversity

Equality

Learning

- Respecting yourself and others - Safe and consensual sex - Building a community - Engagement and participation - A commitment to learning - Never walking home alone - Not pressurising others and embracing diversity - Taking responsibility for your actions and safety -

Questions? Email vm.president@durham.ac.uk or v.h.brown@durham.ac.uk

#Safety #Support

Where to find help! DURING OFFICE HOURS: Illness: Report this to BOTH your department and the Student Support Team vm.student-support@durham.ac.uk or phone 0191 33 47154 as soon as possible. Make an appointment to see your GP as needed.

Academic issues, struggling with exams or time management: Discuss with your academic advisor or someone in your department in the first instance. If you want to discuss this further or need to request a concession, contact the Student Support Secretary - jillian.turnbull@durham.ac.uk to schedule an appointment with the Assistant Principal.

Personal distress or concern for another student: Contact the Student Support Secretary as

above or on 0191 334 7154 to schedule a meeting with the Assistant Principal. Alternatively contact the Counselling Service located in the Palatine building to make an appointment on 0191 33 42200. You can speak with the student-led JCR Talk and Support Team on 07964 591 656 or the JCR President via email: vm.president@durham.ac.uk.

Financial concerns: Information, contact details and forms to apply for assistance can be found at

https://www.dur.ac.uk/student.finance/ If you need additional help, you can call the Durham Student Union or contact the Student Support Secretary in the College to make an appointment with the Assistant Principal.

Something not working in your room: Report this at the College Reception. OUTSIDE OFFICE HOURS: Illness: For an emergency see below. For non emergencies, contact the NHS - www.nhs.uk or call the NHS Non-emergency number - 111.

Personal distress or concern for another student: For an emergency see below. For urgent

hotline support, contact Nightline (number on back of your campus card) or Samaritans on 08457 90 90 90.

Noise complaints: Call the College Reception on 0191 334 7100. IN CASE OF EMERGENCY: â&#x20AC;˘ If it is truly an emergency and you need police, fire or an ambulance, then dial phone) and clearly explain the emergency. â&#x20AC;˘ Inform

999 (9-999 from an internal

the on-duty porter as soon as possible by contacting Reception on 0191 334 7100.

UNSURE IF IT IS AN EMERGENCY: Contact the on-duty porter and they can advise you how to proceed. Their number is 0191 334 7100.

Contents INTRODUCTION ................................................................................................................. 5 Communication ................................................................................................................ 5 Faculty Handbook ............................................................................................................ 5 University Regulations ..................................................................................................... 5 College Regulations......................................................................................................... 5 COLLEGE STAFF .............................................................................................................. 6 College Officers ............................................................................................................... 6 The Principalâ&#x20AC;&#x2122;s Office staff ............................................................................................... 7 The Operations team ....................................................................................................... 8 -

Catering ..................................................................................................................... 9

Reception and Porters ............................................................................................... 9

Finance staff .................................................................................................................... 9 COLLEGE STRUCTURES ................................................................................................ 10 College Council ............................................................................................................. 10 The Senior Common Room ........................................................................................... 10 The Middle Common Room ........................................................................................... 10 The Junior Common Room ............................................................................................ 10 The Van Mildert Association (VMA) ............................................................................... 10 Other Committees.......................................................................................................... 11 SUPPORT FOR YOUR STUDY ........................................................................................ 11 Procedures for dealing with academic issues ................................................................ 11 Course Registration ....................................................................................................... 11 Change of course .......................................................................................................... 11 Academic Progress........................................................................................................ 11 Illness ............................................................................................................................ 12 Absence......................................................................................................................... 12 Serious Adverse Circumstances .................................................................................... 12 Self-certification of Absence .......................................................................................... 12 Concessions .................................................................................................................. 12 THE MENTOR SYSTEM ................................................................................................... 14 The purpose of the Mentor system ................................................................................ 14 Who are the Mentors? ................................................................................................... 14 How do I make contact with my Mentor? ....................................................................... 14 References .................................................................................................................... 15 HEALTH ............................................................................................................................ 15 Doctors .......................................................................................................................... 15 1

Illness in college ............................................................................................................ 15 Self-certification of absence and medical certificates .................................................... 16 Telephone Numbers and Addresses ............................................................................. 16 University Counselling Service ...................................................................................... 16 University Disability Support Service ............................................................................. 16 Dentists.......................................................................................................................... 16 PERSONAL DEVELOPMENT ........................................................................................... 17 Careers and Employability ............................................................................................. 17 Volunteering .................................................................................................................. 17 Personal Development Plans ........................................................................................ 17 Lectures, speaking events and academic initiatives ...................................................... 17 Library and study space................................................................................................. 18 FINANCES ........................................................................................................................ 19 Payment of Residence Charges .................................................................................... 19 Student Loans ............................................................................................................... 19 Hardship Funds ............................................................................................................. 19 Travel Bursaries............................................................................................................. 20 Other College Bursaries and Awards............................................................................. 20 LIVING ARRANGEMENTS ............................................................................................... 20 Care of your room .......................................................................................................... 20 Furniture and fittings ...................................................................................................... 20 Cleaning ........................................................................................................................ 21 Privacy ........................................................................................................................... 21 Keys, locks and security ................................................................................................ 22 Insurance ....................................................................................................................... 22 ENVIRONMENTAL SUSTAINABILITY.............................................................................. 23 Carbon Management Plan ............................................................................................. 23 Online Sustainability Training ........................................................................................ 23 ‘Beat the Baseload’ Stickers .......................................................................................... 23 Lighting and Equipment ................................................................................................. 23 Laptop/PC Setup ........................................................................................................... 23 Heating .......................................................................................................................... 24 Reduce, Reuse, Recycle ............................................................................................... 24 Water ............................................................................................................................. 24 Travel............................................................................................................................. 24 Further Information ........................................................................................................ 25 LIVING IN COLLEGE ........................................................................................................ 25 Guests ........................................................................................................................... 25 End of term and vacation arrangements ........................................................................ 25 Clearing of Rooms ......................................................................................................... 25 2

Mail ................................................................................................................................ 26 Heating .......................................................................................................................... 26 Television ...................................................................................................................... 26 Noise and corridor behaviour ......................................................................................... 26 Ball games ..................................................................................................................... 27 Electrical equipment ...................................................................................................... 27 Smoking ......................................................................................................................... 27 CATERING SERVICES..................................................................................................... 28 Meal times ..................................................................................................................... 28 Formals.......................................................................................................................... 28 Meal Cards .................................................................................................................... 28 Menus ............................................................................................................................ 28 Diets .............................................................................................................................. 29 Packed Meals ................................................................................................................ 29 Cooking ......................................................................................................................... 29 FACILITIES and RECREATION ........................................................................................ 29 Bar ................................................................................................................................. 29 JCR Shop ...................................................................................................................... 29 Computing Facilities ...................................................................................................... 29 College Library .............................................................................................................. 30 Snooker Room ............................................................................................................... 30 Multigym ........................................................................................................................ 30 Music suite ..................................................................................................................... 30 Tennis court ................................................................................................................... 30 Telephones .................................................................................................................... 30 Laundry facilities ............................................................................................................ 31 Irons............................................................................................................................... 31 Music events .................................................................................................................. 31 Ustinov Room ................................................................................................................ 31 CARS AND PARKING FACILITIES .................................................................................. 31 Student Parking Policy 2016/17 ..................................................................................... 31 Parking on College grounds .......................................................................................... 32 Bicycles ......................................................................................................................... 32 FIRE SAFETY PROCEDURES & REGULATIONS ........................................................... 32 Fire Alarm ...................................................................................................................... 33 Fire Register .................................................................................................................. 33 Fire Alarm Tests ............................................................................................................ 33 Fire practices ................................................................................................................. 33 OTHER REGULATIONS ................................................................................................... 34 Heat and Smoke Detectors â&#x20AC;&#x201C; Very Important ................................................................ 34 3

Landings ........................................................................................................................ 34 Furnishings and Lamp Shades ...................................................................................... 34 Candles ......................................................................................................................... 34 Emergency Lights .......................................................................................................... 34 Trailing cables ............................................................................................................... 34 Firearms/fireworks/flammable substances ..................................................................... 34 PERSONAL CONDUCT .................................................................................................... 35 Conduct in College ........................................................................................................ 35 Anti-social behaviour ..................................................................................................... 35 Students in the city ........................................................................................................ 35 LIVING OUT ...................................................................................................................... 35 Crime ............................................................................................................................. 36 On being good neighbours ............................................................................................ 36 Noise ............................................................................................................................. 36 Drunkenness ................................................................................................................. 37 City Liaison .................................................................................................................... 37 Parking .......................................................................................................................... 37 Waste ............................................................................................................................ 38 UNIVERSITY DISCIPLINARY PROCEDURE ................................................................... 40 DURHAM UNIVERSITY CODE OF PRACTICE ON DRUGS AND ALCOHOL ............. 40 DURHAM UNIVERSITY CODE OF PRACTICE ON PERSONAL HARASSMENT........ 40 DURHAM UNIVERSITY SEXUAL VIOLENCE TASK FORCE ...................................... 40 COLLEGE-BASED DAMAGE AND DISCIPLINE .............................................................. 41 College Damages Policy................................................................................................ 41 College-based disciplinary investigations ...................................................................... 41

INTRODUCTION This College Community Handbook contains important University and College regulations and some of the information you will need to help you settle into and enjoy College life. This year you will each receive a copy of the Handbook on a USB pen. A copy is also available on the College website. Please do keep a copy of the Handbook handy so that you can refer to it throughout the year and familiarise yourself with its contents. It is expected that all students will have read in full the College Community Handbook at the beginning of each academic year.

Communication Email is the most important means of communication within College and academic departments. You must check your inbox daily - not having checked your email is never an excuse for missing a commitment or not receiving important information.

Faculty Handbook The University has three Faculties: Arts and Humanities, Science and Social Sciences and Health. Every year each Faculty publishes a Faculty Handbook which describes all the degree programmes and modules you may choose from over the whole of your course. It also contains details of all aspects of teaching and learning, including how your work will be assessed, support systems, academic services (libraries and IT, for example) and it summarises the main University regulations and codes of practice. You should familiarise yourself with the content of the Handbook and consult it for reference whenever you have a query. All Faculty Handbooks can be found at the following address: www.dur.ac.uk/faculty.handbook/.

University Regulations The General Regulations of the University are published in the University Calendar www.dur.ac.uk/university.calendar. The Calendar also contains Codes of Practice on Personal Harassment, Freedom of Speech, Academic Progress, Living Out of College and other matters. When you register for your courses you are assumed to have accepted the regulations and codes, and agreed to observe them.

College Regulations Members of the College are required to observe the College Code of Conduct and the rules set out in this handbook, and as amended from time to time. Members are required to accept the authority of the College Officers and those acting under their instructions.

All information provided in this Handbook was correct at the time of going to print. Where information may change during the course of an academic year, a website alternative is provided to supply the most up to date information. 5

COLLEGE STAFF College Officers Principal: Prof. David Harper Tel. 0191 3347143 david.harper@durham.ac.uk The Principal is the Head of College and as such leads the Senior Management team (College Officers, JCR and MCR presidents) in determining College policy & strategy. In addition to this Prof. Harper is also a member of the University’s Earth Sciences Department where he is actively engaged in teaching and research. The Principal’s Office is on the top floor of the Main Building and he lives in the Principal’s House in the College grounds. Deputy Principal: Dr Victoria Brown Tel. 0191 3347144 v.h.brown@durham.ac.uk The Deputy Principal works alongside the Principal to promote scholarly activity and personal development at Van Mildert, and has overall responsibility for student wellbeing services in the College. In addition to these roles, the Deputy Principal manages student discipline within College, the College Mentor system and assists the Principal in realising the strategic development of the College. She is the first point of contact for postgraduate students and works closely with the student body to support various aspects of college outreach activities. The Deputy Principal’s office is also located on the top floor of the Main Building. Dr Brown is a Mildert Alumna and her research interests lie in the fields of ice sheet and environmental change. Bursar: Mrs Paula Dawson Tel. 0191 3347133 paula.dawson@durham.ac.uk The Bursar has overall responsibility for the operational management of the College. This includes the financial and domestic administration, including hospitality services, and the repair and maintenance of all buildings and facilities. She is also the licensee for our College Bar. She is assisted by an Operations Manager. Their office is on the upper floor of the Main Building, near reception. Their appointments are shared with St Aidan’s College.

The Principal’s Office staff Alongside the Principal and the Deputy Principal, the following staff work in the Principal’s Office which can be found on the top floor of the main building (through the door to the left of the main entrance). If you have any questions, please do pop in! Assistant Principal (Student Support): Miss Deborah Monk Tel: 0191 3347154 vm.student-support@durham.ac.uk The Assistant Principal is responsible for the admission and welfare of students and forms a core part of the Student Support team which is led by the Deputy Principal with support from the Student Support Secretary and Principals Executive Assistant. Deborah liaises with academic departments and support services to provide support for students around a wide range of concerns relating to course choices, finance, or other personal matters. To book a meeting with the Assistant Principal please contact the Student Support Secretary, Jillian Turnbull (jillian.turnbull@durham.ac.uk), she will be very happy to meet with you! Principal's Executive Assistant: Ms Sharon Swainston Tel. 0191 3347151 sharon.swainston@durham.ac.uk Ms Swainston is based in the Principal’s Office on the top floor of the main building. She is the first point of contact for seeing the Principal and Deputy Principal to whom she provides administrative support. She will be able to help you with all general enquiries and to advise you in relation to handling such matters as course registration, examinations, concessions, withdrawals and the College Mentor System. Student Support Secretary: Mrs Jillian Turnbull Tel. 0191 3347154 jillian.turnbull@durham.ac.uk Mrs Turnbull deals with the processing of applications to the college and supports the Assistant Principal (Student Support) in managing the college’s allocations process. She deals with general student enquiries and monitors student illness and absences. Mrs Turnbull is your first point of contact if you need to book an appointment to meet with the Deputy or Assistant Principal for Student Support related matters. Development Officer: Mr Richard Bruce Tel. 0191 3347092 vm.development@durham.ac.uk The Development Officer has primary responsibility for alumni relations at Van Mildert. He works closely with the Principal and Deputy Principal, Alumni Association and College Trust on a range of initiatives, particularly in relation to the celebration of the College’s 50th anniversary. Richard also produces much of our College literature, including ‘The Mildertian’ and our research journal, ‘Qaesitium’. Richard’s office is also located in the Principal’s Office on the top floor of the main building. College Library: Tel 0191 3347163 vm.library@durham.ac.uk The staff of the Principal’s Office have responsibility for the running of the College Library. The Library is run by a team of excellent Student Librarians and Library Assistants. If you have any queries about the Library full details of who to contact can be found on the noticeboard outside of the Bradshaw Room. Alternatively, do contact the Deputy Principal who will be happy to assist. 7

College Mentors: The College engages a large number of College Mentors who are responsible for providing support and guidance to undergraduate and postgraduate students. All College Mentors are members of the College Senior Common Room (SCR) who have volunteered to act as personal mentors to a group of students. As well as helping students understand and navigate the University system, they also provide a friendly point of contact and many students keep in touch with their College Mentors long after graduation. More information about the Mentor System at Van Mildert can be found later in this handbook.

The Operations team Members of the Operations team can be found in the offices on the entrance level floor of the main building. The College Bursar, Mrs Paula Dawson, has overall responsibility for nonacademic operational matters across the College. However, the Operations’ Managers, Miss Peak and Mr Wallbank, will often be the first point of contact for students who have queries about events, maintenance or a range of other operational issues. Operations’ Manager: Mr Mike Wallbank (Porters, Buildings/Facilities and Events) Tel: 0191 3347121 michael.wallbank@durham.ac.uk

Operations’ Manager: Miss Lesley Peak (Housekeeping and Reception) Tel: 0191 3347142 l.p.peak@durham@durham.ac.uk

Assistant Operations Manager (Services): Mr Ian Jackson Tel. 0191 3347114 i.j.jackson@durham.ac.uk Mr Jackson manages the team of porters and is responsible for keeping the College premises in good repair and for liaising with external contractors. Assistant Operations Manager (Domestic): Mrs Lynn Turnbull Tel. 0191 3347131 Mrs Turnbull manages the teams of domestic staff. Any queries relating to the cleaning of student rooms should be addressed to her. Our cleaners must have access to your room on the mornings they come to clean and, of course, they should be treated with respect and courtesy.

ď&#x201A;ˇ Catering Head Chef: Tel. 0191 3347132 The Head Chef and is responsible for managing the College kitchen. Any member of college that, for medical reasons or other valid reasons, requires a special diet should contact the Head Chef who will do their best to cater for individual needs. Food Services Manager: Tel. 0191 3347116 The Food Services Manager is responsible for the service of food and dining rooms set-ups, along with the operation of the College bar. If the Head Chef is unavailable to discuss dietary requirements, the Food Services Manager will be more than happy to help. Comments about the food and service can also be discussed.

ď&#x201A;ˇ Reception and Porters Reception Manager: Mrs Janet Dawson Receptionists: Mrs Leigh Corrigan and Mrs Una Elsy Tel. 0191 3347100 vm.reception@durham.ac.uk Reception is an important central point in College and is staffed 24 hours. It is the first point of call for information and in an emergency and is the place where keys are kept. In the evening and at weekends, Reception is staffed by College Porters. Any issues relating to both common room and bedroom bookings should be addressed to one of the Receptionists in the first instance. Reception should be your first port of call for most queries ranging from collecting post to reporting a maintenance fault. College Porters: Tel. 0191 3347100 Our team of College Porters are on duty at Reception 24 hours a day, seven days a week to help with everything from replacing a light bulb to issuing post.

Finance staff Finance Officer: Mrs Suzanne Joyce Finance Assistant: Mr Philip Simpson Tel. 0191 334 7099 The finance team are responsible for residence and tuition fee matters, as well as providing support to the Bursar in all other financial, accounting and budgeting aspects of college. Students who have any general queries regarding fees or charges should contact them in the first instance. The Finance Office is located on the upper floor of the main Building, near reception.

COLLEGE STRUCTURES College Council College Council is responsible to the Council of the University for the good governance of the College and advises the Principal. It is the authority for all College regulations and has a wide membership, including the College Officers, representatives of the JCR, MCR, SCR and University Council and co-opted members from outside the University.

The Senior Common Room The Senior Common Room (SCR) (or Prowse Room) and SCR Foyer, together with the Lakeside Room, are located adjacent to the Ann Dobson Dining Hall, behind High Table. The SCR has over 200 members, including University staff, former staff and local people with an interest in the College, invited into membership by the Principal and the SCR President. About 50 SCR members are also College Mentors (see ‘Mentor System’). The SCR makes a significant contribution to College life and is keen to support student activities whenever possible. Together with the JCR and the MCR, the SCR organises a range of social functions and fund raising events in College. Many of our SCR members are available to offer advice to students on a range of issues, including careers advice and links with the local community.

The Middle Common Room The MCR is composed of postgraduate students reading for higher degrees (Masters or PhD), postgraduate certificates (e.g. PGCE) or diplomas. They are members of both SCR and JCR, thereby forming a main link between undergraduates and Senior Common Room members. Approximately 75 MCR members live in College. Like the JCR and the SCR, the MCR is represented on all major College committees, enabling it to make a full contribution to College life.

The Junior Common Room The JCR is the name for the large common room but it also describes a largely selfgoverning democratic body to which all students in the College belong. It elects its own officers and committees and holds several general meetings each term. You will find details in your Welcome Handbook and the JCR website, and we hope you will enjoy playing a part in areas which interest you. All undergraduates at Van Mildert are members of the JCR upon payment of an optional one-off membership fee which the JCR puts to good use by supporting the College’s many clubs and societies as well as the JCR’s social facilities. However, if you do not want to be a member of the JCR, you have a legal right to opt out. You should do so within the first fortnight of the Michaelmas term by contacting the JCR President.

The Van Mildert Association (VMA) The VMA is the alumni association of Van Mildert College and exists to maintain links with former students. It circulates a newsletter and arranges an annual reunion in College. The VMA also supports current undergraduates by contributing to a student support fund and providing a range of useful contacts that are able to offer information about a wide range of career options. Students become life members of the VMA during their first year on payment of the £30 fee. You will receive emails about joining the VMA after Christmas asking if you want to opt out of becoming a member. 10

Other Committees College is about participation, and there are many other College committees responsible for organising such things as the library, arts, special functions and the College bar. They involve staff and students working together so that everyone gets maximum benefit from the system. Details of most committees can be found in the Welcome Handbook or on the JCR website and your JCR will tell you how you can contribute.

SUPPORT FOR YOUR STUDY Procedures for dealing with academic issues Although teaching takes place within the academic departments, the College plays a very important role in the administration and support of the academic work of the University. For advice on general academic matters undergraduate students are encouraged to see the Assistant Principal (Student Support) who is able to liaise with all departments regarding studentsâ&#x20AC;&#x2122; academic progress. This includes Academic Progress Notices (APN) and welfare issues as well as concession requests from individual students. Dedicated support for postgraduate students is provided at Van Mildert by the Deputy Principal, Dr Victoria Brown. Detailed information on course content and the regulations governing your degree programme can be found in the Faculty Handbook and from your department.

Course Registration The University has an online registration system which allows students to complete part of the annual registration process electronically prior to arrival. The registration process is then completed at College Registration which takes place during induction week, and later in your academic department.

Change of course At the start of every academic year there is a limited period within which certain course or module changes may take place without great administrative complications. If you are considering a change of course or if you would like to make changes to your registration, you should discuss the matter with the Deputy or Assistant Principal (Student Support) as soon as possible to explore your options. Any change must be approved by your department/s and normally has to happen within the Universityâ&#x20AC;&#x2122;s formal registration period in the Michaelmas term. Changes affecting the length of the course or involving a transfer to another Faculty or other major changes normally require a concession, which must be submitted for approval to the Pro-Vice Chancellor of your Faculty. In such cases students must consult the Deputy or Assistant Principal (Student Support) for advice.

Academic Progress The University's Academic Progress regulations are among the most immediately important and deal with the need for students to fulfil all the academic requirements of their degree course. This means that you must not miss any academic work or attendance without permission or showing good reason. If you are unable to meet an academic commitment for good cause (such as ill health or personal problems) you should contact your department, in advance if possible, and inform the Deputy or Assistant Principal (vm.studentsupport@durham.ac.uk). If your situation is more complex, or if there are mitigating 11

circumstances you would like to discuss with someone before contacting your department, you should see the Deputy or Assistant Principal (Student Support) for confidential advice. If you wish, the Deputy or Assistant Principal (Student Support) will be happy to talk to departmental staff on your behalf. Persistent failure to meet academic commitments will trigger formal procedures which may eventually lead to a student being required to withdraw from the University. It is therefore important that students keep College informed of any issues which may affect their ability to meet their academic commitments.

Illness Details on what to do if you are too ill to go to lectures are in the ‘HEALTH’ section of this handbook. College should always be informed of illness, even if students are living out, in case the information is needed later. Self-certification of Absence forms can be obtained from staff in the Principal’s Office.

Absence If going away from Durham during term time involves missing any formal academic commitments, you must have permission from your department and from College before going. To do so, you should email vm.student-support@durham.ac.uk. In case of fire or other emergencies, the College needs to know if you are not in residence. If you are staying out of College overnight, you should record it in the Fire Register at Reception, giving your date of return and contact details. If you are delayed you should inform Reception or a College Officer and we will inform your department if required. Should you be taken ill while away and you have missed any academic commitments, you should bring back a medical certificate and complete a Self-certification of Absence form upon your return.

Serious Adverse Circumstances In order that any Serious Adverse Circumstances (medical or personal) can be taken into account by your Board(s) of Examiners, it is necessary for you to submit a completed Serious Adverse Circumstances Form together with appropriate supporting documentation. The form can be downloaded from the University website or you may collect a hard copy from the Principal’s Office. Serious Adverse Circumstances Forms should be handed in to the relevant department(s) as soon as possible after a specific event following consultation with the Deputy or Assistant Principal (Student Support). Your department will inform you of their specific deadlines. If you feel that any of your summative assessments have been affected by adverse circumstances beyond your control, you should see the Deputy or Assistant Principal (Student Support) at the earliest opportunity to seek advice.

Self-certification of Absence See section on ‘Health’ which follows below.

Concessions To follow any academic procedure which is not covered by the regulations, a student requires a concession from the appropriate Faculty. Examples of such procedures are: substituting a different module for one prescribed in the syllabus, changing from one Faculty to another, interrupting a course because of illness, etc. Concessions are only granted in 12

exceptional circumstances, and only for good cause. When a concession request is made, no-one should ever presume its outcome. Concession requests fall into broad categories: a) General Concessions Sometimes it is necessary for concessions to be sought on a student’s behalf, for example, where a student wants to take a module that is not part of the regulations for the degree, or where a student is seeking a change of degree. Applications for concessions of this type are made through a student’s academic department. If you find yourself in special circumstances which may require a concession please contact the Deputy or Assistant Principal (Student Support) for a preliminary discussion and advice, or see a member of staff in your department. b) Examination Concessions Examination concessions relate to any special requirements regarding examination conditions and are applied for by the academic department or by the University’s Disability Service. Examples of such requirements could be:  Extra reading and/or writing time in examinations  Provision of specialist equipment  Provision of appropriate rest periods during or between examinations Before an examination concession request can be considered, students will need to provide appropriate medical or other specialist evidence. For further advice on this matter students should contact the Deputy or Assistant Principal (Student Support) in the first instance. c) Residence Concessions If illness, or other serious issues, prevents you from meeting your academic commitments then it may be appropriate to apply for a concession to take some time out of your studies. A Grace Period, if granted, allows a student to take up to five weeks away from university. If a longer period is required, then a student can request a concession to withdraw from their course and return to start that year again in the following academic year. Compelling medical or other evidence is required for a residence concession to be considered. d) Sporting Concessions The University aims to promote top class standards in sporting achievements. Students selected to represent the University in regional, national or international events may therefore request a concession to postpone specific academic commitments where there is clear evidence of a clash of interests. In such cases, the student must give as much notice as possible to the department and complete a Sporting Concession form. The department will be asked if the concession is supported and the views of the Director of Sport will be sought. The nature of the work missed, arrangements to make good the absence and the nature and importance of the sporting commitment must be specified.

THE MENTOR SYSTEM The purpose of the Mentor system One of the main differences between Durham and other universities is that all students have a College Mentor, who is a member of the Senior Common Room (SCR). Your mentor is not your teacher, but is someone experienced in the ways of the University, who can apply their experience to help you make the most of your time at Durham. Your mentor can support your academic and personal development by helping you to reflect on your own strengths and weaknesses, and by encouraging you to build on the former and overcome the latter. This may involve very practical guidance on time management and study techniques, but it might also relate to less tangible issues which may prevent you from fulfilling your potential, both academically and socially. If you are keen to address some of these issues or if, during your time at Durham, you identify any other areas of personal development you would like to investigate, the mentor system can provide you with a forum and a framework to do so. Should you be faced with any unforeseen problems regarding personal or general academic matters, your mentor can always be approached for initial help. They may also give advice on whom to approach on routine academic or administrative issues and will refer you on to the Assistant Principal (Student Support) or other professional services department in the University as appropriate. Mentors do not interfere in their students' personal lives, but they are there, if you want, to listen sympathetically and to offer advice on personal problems or to give guidance on where to go for help. While Mentors will always deal with any issues disclosed to them with discretion, they are required to report to the Deputy Principal any matters of concern. Although your Mentor will be there to provide help should you need it, the scope of the mentor system is much broader than this. Mentor meetings are enjoyable, social occasions which give you the chance to meet new people who study a wide range of disciplines and have a variety of interests. They provide an opportunity for you to make new friends, discover new interests and exchange ideas but, as with many things, the success of the mentor system will depend on your own contribution and commitment.

Who are the Mentors? Many of our College mentors are members of the academic or administrative staff of the University; others are former members or professional people who are graduates of Durham or other universities. In some cases couples share a mentor group. We also have a number of experienced postgraduate College Mentors, some of whom are resident in College. You can assume that all mentors are familiar with all aspects of College life and have a good understanding of basic University regulations and procedures.

How do I make contact with my Mentor? You will only be able to get the full benefit of the mentor system if you maintain regular contact with your mentor and your mentor group. Mentors offer to see their students individually to discuss their academic progress and also meet them socially, both individually and in groups. A common way to meet is over lunch on a Wednesday in the Lakeside Room. Your obligations to your mentor are simple. You should always reply to invitations and meet your Mentor when possible, or make alternative arrangements. You should keep your Mentor up to date on your progress and activities. At times your mentor will arrange to see you for a one-to-one meeting, but you can contact your Mentor at any other time to make arrangements to meet. The Mentor's knowledge of your activities often forms the basis for references requested from College Officers by prospective landlords or employers, 14

so it is in everyone's interest to make the mentor system work in a co-operative and friendly way. If you wish to seek advice or support from someone other than your own Mentor you are, of course, welcome to do so. College Officers can be approached directly or by making an appointment through the Student Support Secretary. Participation in the system is only compulsory for students in their first year. At the end of that year you can decide to opt in to maintain the relationship with your mentor. Students who have opted out and but would like to re-join a mentor group later on should contact the Assistant Principal (Student Support).

References Your mentor can help you think about career pathways and may be willing to provide you with a character reference. If you want a reference you may approach your Mentor or any College Officer. Referees expect to be asked beforehand and it is useful to provide them with a copy of the application, job description and a curriculum vitae. You should let the referee know the outcome of the application. Records of references and testimonials will be kept in the Principal’s Office so that you can have informed support after you have graduated, even if those who knew you are no longer in College.

HEALTH Doctors When you come to Durham you should register with a local health centre. The University Health Centre is open Monday to Friday, 8.30am to 5.00pm and appointments can be made by phone: 0191 386 5081. No appointment is needed for Open Surgery which takes place during term time at the following times: Monday, Tuesday, Thursday, Friday: Wednesday:

9.00am – 11.00am 2.00pm – 4.00pm

Illness in college If you are ill it is important that you or a friend let the Student Support Secretary know as soon as possible. If you feel that you need to be seen by a doctor you should then attend your doctor's surgery or ask the Student Support Secretary of College Reception to call the doctor if necessary. If you are too ill to go to classes it is very important that you notify your department(s) and the College as soon as possible. You can do so via e-mail or by phone. The University monitors attendance very carefully and unexplained absences will be followed up by informal or formal disciplinary procedures. It is not necessary to obtain a medical certificate simply to justify absence from classes. However, if you are ill enough to need to visit the doctor and your illness is likely to affect you at a crucial time of year or for a prolonged period, it may be appropriate to obtain a medical certificate and advice should be sought from the Assistant Principal (Student Support). In an EMERGENCY - if it is necessary to call for an ambulance to attend the College site, you must inform the staff working at the College Reception so that they can direct the ambulance to the correct location and ensure entry routeways are clear.

Self-certification of absence and medical certificates If a period of illness coincides with deadlines for summatively assessed work, you must complete a ‘Self-Certification of Absence Form’ available from the Student Support Secretary. The completed form should be returned to the Student Support Secretary as soon as possible. The form is valid for seven days and may only be used twice in any term and not concurrently with another form. If you are ill for a third time during the same term you will have to provide a doctor’s certificate, but please note that you should make an appointment with your doctor immediately as he/she will not be able to certify your illness after the event. College should always be kept informed of illness in case the information is needed later to apply for consideration of Serious Adverse Circumstances. If a plea for illness is to be taken into consideration by a Board of Examiners, a medical certificate or other proof of illness must be produced as supporting evidence. If you are too ill to go for meals the Food and Beverage Manager may give permission for a friend to take meals to your room. In the event of an accident involving personal injury or serious illness, the Receptionist or the Porter on duty must be informed of the incident and any action taken as soon as possible. They will then see that the matter is reported to all who are likely to be concerned, including completion of an official Accident Report as necessary.

Telephone Numbers and Addresses Ambulance: 9999 from a College extension or 999 from a call box. University Health Centre, Green Lane: (0191) 3865081 University Hospital, North End, Durham: (0191) 333 2333

University Counselling Service The role of the University Counselling Service is to assist students who have personal difficulties which affect their academic studies. Examples of these difficulties are anxiety, lack of motivation, depression, family problems etc. Any discussions you have with University counselling staff are completely confidential. Students make appointments themselves or may make contact through the Deputy or Assistant Principal (Student Support). The University Counselling Service is located in the Palatine Centre. Tel: 0191 3342200

University Disability Support Service The University’s Disability Support Service is there to support students who have specific requirements in order to complete their programmes. They can offer support to students with a recognised disability, a specific learning difference, a medical condition or a mental health problem. Students can contact the Disability Support Service directly but it is advised that you first discuss your situation with the Deputy or Assistant Principal (Student Support) at the College.

Dentists You are strongly advised to register with one of the dental practices in Durham as soon as possible after arrival. Names can be found online. You should remember that many dental practices no longer take new National Health Service patients. 16

PERSONAL DEVELOPMENT The College provides many opportunities and resources to support your personal development including numerous academic initiatives, careers and employability events, and volunteering.

Careers and Employability Each term, a range of events are facilitated by the College to provide students with the opportunity to explore possible career paths and make themselves shine in a competitive job market. The ‘Mildert Link’ is a new initiative which links current students with alumni from a range of backgrounds to provide ‘voices of experience’ about their respective career paths. In addition the VMA supports a Careers Weekend event led by alumni. More information about both of these events is available by emailing the Deputy Principal or the College Development Officer. In addition, a number of careers workshops are arranged each term. These include CV clinics, mock interviews, assessment centre practice sessions and seminars on more specific topics such as ‘internships’ or ‘postgraduate study’. If you would like to suggest a seminar or session on a particular topic, please contact the Deputy Principal.

Volunteering Volunteering and community outreach are a big part of life at Van Mildert. We are a friendly and inclusive community which takes pride in its commitment to supporting the local community. We currently have six major outreach projects which are highly successful and we encourage you to get involved. More information about the projects is available from the JCR President (vm.president@durham.ac.uk) or the Deputy Principal.

Personal Development Plans At Van Mildert, we expect that all students make the most of the opportunities available to them through the communal life of the College. The skills developed through College life can be wide ranging and sometimes beyond the scope of your academic studies. Such skills might include self-confidence, communication skills, tolerance for others, appreciation of diversity, team work skills, time-management and self-motivation. Reflection upon the skills gained throughout your time at Van Mildert can be a helpful way of assessing your current achievements and planning for the future. Personal Development Plans can be found on DUO and we encourage all students to maintain their PDP throughout their time in Durham. Your College Mentor, the Deputy Principal or the University’s Careers Employability and Enterprise Centre are able to help with PDPs. To see the Deputy Principal you should contact the Principal’s Executive Assistant to book an appointment.

Lectures, speaking events and academic initiatives A variety of lectures and seminars are given in the College each term. Lectures have previously been organized by the Senior Common Room, the College Trust, the Institute of Advanced Study (IAS) and through the Climate Impacts Research Centre with which the College is associated. In addition the Middle Common Room organizes a series of Postgraduate Speaking Events which provide students with an opportunity to present their research in a relaxed and supportive environment. All students are encouraged to attend these events, even if they do not directly relate to your field of study. For further information 17

about the various events taking place, see the weekly JCR emails or email the College Development Officer. A range of other academic events take place in the College such as conferences and study skills workshops. The College welcomes suggestions from students about the topics covered in study skills and/or careers workshops to ensure that the sessions are as helpful as possible. Please contact the Deputy Principal, with your suggestions.

Library and study space This is housed in the Bradshaw and Kent Rooms at the north end of the Main Building, and is supervised by the Librarian supported by a team of students who make up the library committee. Anyone interested in joining the team is most welcome, so please talk to one of the librarians about being part of this small but friendly team. We have around 12000 books in the Bradshaw Room available for lending, plus a reference section. We have core and supporting texts for all subjects. The Library also contains public access points to the University network for students with lap-tops. Instructions for borrowing books are clearly posted above the catalogue on the left-hand side of the Main Library and librarians on duty are always pleased to help. The Library is open 24 hours a day for study. However, as a result of a University-wide security policy most books can only be accessed when a librarian, a member of the Library Committee or a volunteer is present to supervise. The system can only work if everyone sticks to the rules, so you must not borrow books without following the appropriate guidelines. We need volunteers to help keep the library open as much as possible so please think about offering your services. The Kent Room holds an excellent range of light reading which includes fiction, classics, science fiction, thrillers and crime novels. The room offers a quiet and comfortable place to read and has computer access. All books must be returned or renewed at the end of term. Final year students will not be able to register for graduation unless all their books are returned. We receive funding each year from the College Council, the SCR and the JCR for the purchase of new books. New books may be requested in the Suggestions Book. A stocktake of library books is held at the end of each year and any missing books must be paid for. The Librarian welcomes the opportunity to repay the generous support of the JCR by buying textbooks from students at favourable rates, and to discuss appropriate books to purchase.

FINANCES Questions concerning fees and other financial matters may be referred, in the first instance, to the College Finance Office or the Bursar. It cannot be stressed strongly enough that if you have a problem, you should not wait until it becomes a crisis. As a first step you should talk to the Assistant Principal (Student Support), who will advise or help.

Payment of Residence Charges Students living in college are required to sign a Licence Agreement to confirm their acceptance of the stated College regulations and conditions for payment of their residence charges (battels). A copy of the Licence Agreement is issued to all students before taking up residence. Residence charges are payable termly. A student who fails to pay by the deadline may be charged a late fee of ÂŁ70. The Finance Officer will need to be informed in advance if the late fee is not to be imposed. The late fee may be waived, at the discretion of the Deputy or Assistant Principal (Student Support), for those students who have genuine and acceptable reasons for late payment and where consultation between the student and the Deputy or Assistant Principal has taken place. Debts may not be carried from one term to the next within one academic year without the written agreement of the Deputy or Assistant Principal. Students who fail to clear their account before the end of term without the formal agreement of the Deputy or Assistant Principal may be excluded from continuing residence in their College accommodation. If you are likely to experience difficulties over payment of fees and other College or University charges, you are urged to contact the Deputy or Assistant Principal (Student Support) at the earliest opportunity.

Student Loans The student loan is the main source of student finance and the rules governing it are complex. If you have not yet applied you may do so at any time on a form supplied by your Local Education Authority. If you need guidance, contact the Assistant Principal (Student Support). The student loan is usually paid in three termly instalments directly into your bank account. Should there be a delay in the administration of your student loan application, please contact the Assistant Principal (Student Support) who may be able to issue an emergency loan to avoid financial hardship. If there are significant changes in your family circumstances in the course of the year which may affect your loan entitlement, you should approach your LEA immediately to request a reassessment.

Hardship Funds The University and College can provide help to students who find themselves in financial difficulties by offering support from the following sources: 1. VAN MILDERT STUDENT SUPPORT FUND. Funded mainly by past studentsâ&#x20AC;&#x2122; donations, College can use this fund to give grants or loans to students in financial difficulties or to overcome particular problems. Where appropriate, the fund can also be used to support personal and academic development projects or help with the purchase of textbooks and other specialist learning resources. The Assistant Principal (Student Support) has the application forms and can give advice. 2. UNIVERSITY HARDSHIP FUND. The University has a centrally administered hardship fund which is there to help students who have experienced a change in their 19

circumstances beyond their control which has resulted in them experiencing financial hardship. The Assistant Principal (Student Support) has the application forms and can give advice. We know that many students will not find it easy to live on their income, but in our experience one of the main causes of serious problems is careless spending in the first year, especially in the first term. Substantial debt acquired then is almost impossible to get rid of later and can be a continuing burden, even after graduation. You should plan your spending carefully so that your live within your means and don’t get into debt. Please seek support from college staff or the JCR Welfare team if you need advice on managing your money.

Travel Bursaries The College has a fund from which grants can be made towards travel and accommodation costs of projects of an academic, humanitarian or cultural nature. Grants may also be made to finance travel or fieldwork which is a requirement of a student’s degree programme. Bursaries are usually between £200 - £300 although the Judy Turner Travel Bursary (established by the JCR in honour of a former Principal), can give up to £1500 to someone who needs more substantial assistance. Applications should be made by submitting a Travel Bursary application form. The Principal’s Executive Assistant will send out a reminder to all students at the appropriate time of year.

Other College Bursaries and Awards The College offers a range of other bursaries and awards which vary in their value. Full details about these, including deadlines and how to apply, can be found in the ‘Awards and Bursaries’ leaflet which is available from the Principal’s Office.

LIVING ARRANGEMENTS Rooms are College property and are officially allocated and any undertakings given by the College about the provision of accommodation do not give rights to occupy any particular room. Although the College will try to avoid disturbing you, it reserves the right to move you to another room if necessary. Cleaners, porters, or College Officers must be allowed access to rooms in the performance of their duties. Residents must not change or lend their rooms without permission.

Care of your room Your room is your home while you are here. The JCR and the College as a whole expect residents to share responsibility for influencing and monitoring behaviour on their corridor, reporting any damages and the person(s) causing them. The Damages Policy encourages anyone accidentally causing damage to report it voluntarily within 48 hours to the Principal’s Executive Assistant. Anyone so doing will not normally be penalised. If damage remains unreported then either they will be penalised and have to pay the full cost of repairs if they are subsequently identified or the whole corridor and/or the JCR will have to bear the cost of repairs or make a contribution to the College via community service as stipulated by the Deputy Principal. It is, therefore, in everyone’s best interest for anyone who causes damage to report it promptly.

Furniture and fittings You may bring small additional items, which you may prefer to ours - but not beds or fridges, (except for medical reasons). Curtains may not be changed. Mattresses must not be left on 20

floors and must be on the bed frame when the cleaner comes. Any questions about furniture or equipment should be addressed to the housekeeping staff If at the end of term furniture and fittings, including walls and doors, have been damaged you will have to pay for repairs. Pin boards are located in every bedroom for students use and poster boards are located on the ground floor of each block to display posters. Blu-tak (not sellotape, please) used for posters must be completely removed from the walls at the end of each year. Failure to do so will incur an automatic £20 charge for the extra labour in removing it. Please note that Blu-tak (NOT sellotape) which has been used for posters must be completely removed from the walls at the end of each year. Failure to do so will result in an automatic £20 charge for the extra labour involved in its removal.

Cleaning The following general cleaning routine will normally apply to undergraduate rooms during term-time: · Cleaning (not tidying) study-bedrooms once a fortnight Cleaning en-suites and bathrooms once a week · Emptying bins and cleaning communal toilets, baths and showers: 3 times a week · Cleaning corridors & stairs: twice a week · Cleaning utility rooms: 3 times a week Cleaners normally work on weekday mornings from 8.30am onwards and residents will be advised of the normal times when access to their rooms will be required for cleaning purposes. If you are at lectures, your cleaner will unlock your room, clean it and/or empty your bin and re-lock it. You must keep your room in a tidy enough state for the cleaner to be able to do his/her job.

Privacy Residents must be able to live in College without fear of threat to their safety, security or privacy. To this end, all staff and students must be aware of, and actively monitor, any situations that could infringe these rights. No one is permitted to enter a study bedroom except by invitation or on official business, such as: • in an emergency (including a fire alarm activation or emergency maintenance) • in the case of routine cleaning/servicing • in response to a specific maintenance request • on the authorisation of a College Officer, e.g. in order to investigate a formal complaint or a health & safety matter If asked to leave, a visitor must do so immediately and without argument, or face disciplinary action. Similarly, no-one may be detained in another's room. During periods when a study bedroom is occupied, staff members are not permitted to enter it except on official business (as listed above). Whenever possible, 24-hours notice should be given, a formal record must be kept and they should normally be accompanied by another member of staff or a member of the JCR Exec. (except in the case of routine cleaning, emergency or in response to specific maintenance requests). Staff should not, in any case, enter a study bedroom without knocking and waiting for a response and, in the case of unplanned visits, they should always leave a formal notice to inform the resident of the reason for the visit. Contractors and maintenance staff should not normally enter residential areas before 9am, except in an emergency. 21

Any action that infringes the above and/or causes a break-down in trust between staff and residents will be investigated and may result in disciplinary proceedings.

Keys, locks and security At the start of each term you will receive a room key and, in most cases, a key to the underbed box. Students must hand in their key at Reception if they are not in residence during vacations. Keys must be handed into Reception at the end of the residence period in June. Keys which are lost, stolen or not handed in will have to be replaced and in these cases a charge of ÂŁ30 for the replacement cost will be made for each key unless it is found/returned within 7 days. If the lock has to be changed the charge will be ÂŁ85. Doors to the residential blocks are controlled by digital locks, each block with its own individual number, which is changed periodically for security reasons. The number should not be made widely known and you should avoid passing it on to anyone else. Leaving doors and ground floor windows open creates a security risk, so please make sure the door is closed behind you and your windows are shut before you leave your room. You should lock your room door every time you leave as a precaution against theft. You should be particularly careful at the beginning and end of terms not to leave any baggage unattended or in an unlocked room for even the shortest time. If you occupy a ground floor room, please be particularly vigilant about securing your windows when you are out and at night. If you lock yourself out of your room the porter will open the door. In a real emergency when Reception is closed see the night porter (internal phone number 47100) who has a key.

Insurance Basic contents insurance cover for items in your room is included as standard for student residents in all University accommodation. This student room insurance provided covers some of the items in your room for theft, fire and flood risk. Additional information can be found here: https://www.dur.ac.uk/undergraduate/accommodation/

ENVIRONMENTAL SUSTAINABILITY As a member of Van Mildert College and Durham University you are part of a community which is proud to be committed to Environmental Sustainability. Greenspace is the name for Durham University's Environment Office. The team coordinates environmental initiatives across the University relating to 8 key areas:

Energy

Waste

Water

Travel

Biodiversity

Fairtrade

Procurement

Low Carbon Technologies

Carbon Management Plan The university has committed to an ambitious carbon reduction target in line with the HEFCE sector-wide target of a 43% reduction in carbon emissions in 2020 based on a 2005 baseline. Achieving this reduction in the amount of electricity, gas and water used requires commitment from all Durham University staff and students.

Online Sustainability Training Please complete this short training module (as included on your Licence Agreement). This is accessed under the title ‘Environmental Sustainability’ on your DUO home page.

‘Beat the Baseload’ Stickers All electrical equipment in the University should be labelled with a Green, Amber or Red ‘Beat the Baseload’ sticker to remind the user and to inform others (i.e. housekeeping) of which equipment can be switched off: Green sticker Amber sticker Red sticker -

Item may be switched off Please ask before switching off Do not switch off

Please ensure all electrical equipment in your room is clearly labelled with the correct sticker (preferably on the plug). Stickers will be provided during Induction Week. Red stickers can be requested from College Reception in particular circumstances i.e. for medical fridges or for radio alarm clocks.

Lighting and Equipment Please help reduce energy wastage by ensuring you turn off all non-essential lighting and equipment. Where possible, avoid leaving items on standby and unplug an item from the socket once it is fully charged.

Laptop/PC Setup If you are bringing your own PC or laptop, please ensure that it is set up to enter hibernation mode if left unused for 15 minutes.

Heating The University’s Energy Management Strategy states that college rooms will be heated at set times throughout the day. If the radiator in your room has a TRV (Thermostatic Radiator Valve) then please ensure it is set to ‘3’. Please do not set the TRV to the maximum or minimum levels as this interferes with the building’s automated heating controls. Full guidance on TRV’s can be found here. Your radiator will turn off when your room has reached temperature and turn on during heating times when your room is under temperature. If your room is frequently too hot or too cold, please report this to Reception.

Reduce, Reuse, Recycle Please help reduce the volume of waste produced by taking simple steps such as avoiding the use of single-use plastic bags, printing double-sided 2-to-a-page where appropriate and following the principles of Love Food Hate Waste. The college library hosts a stationery reuse scheme – you may donate unwanted stationery or take away items to use free of charge. Other unwanted items can be donated to the end of year Green Move Out Scheme. All University members must recycle waste items whenever suitable (please refer to Recycling Guides located next to most Recycling Bins for details of how to dispose of certain items). Within your room, place any recycling into the blue recycling bag. Once full, please empty the items into the correct bins located outside of your blocks. General Waste should be placed in your room’s General Waste bin and will be collected weekly. Used batteries and printer cartridges can be recycled via the Recycling Points located in the College Reception.

Water Help reduce the amount of water used by college by taking simple steps such as not leaving the tap running when washing up or cleaning your teeth. Please report any dripping taps or showers to college reception.

Travel The University strongly discourages unnecessary usage of motor vehicles. This is not only due to environmental considerations but also due to the lack of parking provision on the University estate. Students are instead encouraged to walk or cycle around Durham City and Queen’s Campus and to travel via public transport. There are many bus deals for Durham University campus card holders including the Arriva X1 inter-campus bus. There are also good facilities for cyclists including bike hire schemes at Queens’ Campus and Josephine Butler College, bike repair kits, cycle storage and bicycle user groups. Information on all green travel options can be found at https://www.dur.ac.uk/greenspace/travel/.

Further Information For more information on Environmental Sustainability in College and at Durham University, contact the Environment Rep Ian Jackson (i.d.jackson@durham.ac.uk) or visit the Greenspace student webpages: https://www.dur.ac.uk/greenspace/groupsandteams/students. Thank you for supporting environmental sustainability at Durham University.

LIVING IN COLLEGE Guests Guests may stay in College overnight in your room. There is no charge but it is a legal requirement that guests must be signed into the Fire Register at Reception. If a guest who is not a member of the University is found to be in College without being registered a charge of £24.00 a night will be made. Hosts are responsible for the conduct of their guests and payment for any damage caused. It is not acceptable for the host to be absent from College during a guest's stay nor for a guest to stay more than three nights in any month without permission from the Deputy Principal or Bursar. Guests wishing to take meals in College (including breakfast) must pay in advance at Reception. If this is not possible they will pay daily through the servery. Hosts are expected to accompany their guests at all meals. If any guest attempts to take a meal without paying in advance a £10 charge will be made to the host and the guest will be required to leave College. College guest rooms, when available, may be booked by applying to Reception.

End of term and vacation arrangements Specific arrangements for each vacation are circulated via e-mail a few weeks before the end of term. Each term starts on a Monday (first meal dinner on Sunday) and ends on a Friday (last meal breakfast on Saturday).

Clearing of Rooms Wear and Tees Block Rooms are needed for Open Days during Easter vacation. Most student rooms have a lockable under-bed storage space which is available for storing nonvaluable items. At the end of the year, items left without permission will be removed and will be deemed to have been abandoned. Such items may be disposed of without further notice. Students who live a distance from Durham often find it easier and cheaper to use a reputable storage company, rather than arrange for friends or relatives to collect their belongings. There are a number of companies who specialise in short-term storage of student property and your JCR President will help you to make the necessary arrangements. Failure to clear your room or leave it in an acceptable state will incur a charge to cover the cost of remedial work plus a fine of £50 for non-compliance. During the summer vacation you may find certain areas (e.g. the bar, the television room, the JCR) inaccessible because of residential conferences. The College understands that this can be frustrating to members who perceive it as an invasion of their space, but the College could not sustain its student services without the income from such groups. 25

Mail Mail can be collected from Reception before 11am and after 4 pm each day. Mail will be sorted between these times and Reception will be unable to issue any items. Please ask anyone sending post to you to clearly mark the item with your name and address, including your room number. Your mail, other than parcels and internal mail will only be forwarded during the summer vacation if you leave a set of self-addressed labels at Reception.

Heating Heating is regulated electronically according to the seasons. It is not economical to keep rooms heated during the day when most students are at lectures, but a minimum temperature is maintained throughout the day to meet legal requirements. The Library is always warm for those wishing to work in College. The use of electric heaters of any kind is prohibited except by special arrangement with the Deputy Principal or Bursar.

Television There is a communal TV in the JCR. Students who have a TV in their room, or watch TV online, must by law have a TV Licence regardless of who owns it or whether it is in use. TV sets are not allowed on landings and corridors. It is the responsibility of individuals to purchase the appropriate TV Licence.

Noise and corridor behaviour By far the greatest problem of communal living is noise. The ownership of powerful audio equipment is widespread and the rooms are not soundproof, so there is great potential for disturbance, usually unintentionally caused. A high level of social responsibility is expected, especially at certain times of day, so:   

noise levels must be reasonable at all times and anyone who is disturbed may request and expect an immediate reduction of noise to an acceptable level. after 11.00pm corridors should be quiet so that people may sleep, and there should be NO playing of music, noisy gatherings, etc. between the hours of 11.00pm - 7.00am, Sunday to Thursday, and midnight - 8.00am Friday and Saturday. ball games, including ping pong or similar, must not be played on corridors at any time (this carries an automatic £10 fine).

Constant policing of corridors is impractical, so the problem of noise can be solved only by general acceptance of the principle that residents should act with respect and consideration for others and immediately comply with requests for quiet without blame or recrimination. To ensure that all students remain comfortable in their accommodation, and to enable the housekeeping staff to carry out their duties, all corridors should be left clean and tidy before going to bed or leaving the corridor. This includes disposing of waste as appropriate and returning items of furniture to their rightful location. If disturbance continues after a direct appeal for quiet has been made, the sufferer should contact the duty porter on 0191 33 (47100). Residents are expected to comply with any requests made by the College on behalf of other students or College staff.

Complaints about severe or long-term disturbance may be directed to the Deputy Principal. Persistent offenders will be liable for a fine of up to ÂŁ50.

Ball games In fine weather, particularly in the Easter (i.e. summer) term, there is a natural tendency for impromptu games to develop, and it is necessary to minimise disturbance to residents and damage to grounds and buildings. Only a light or soft ball may be used, and only on the grass in front of Tees when dry. During the examination quiet period in the Easter term games may only be played between 12.30 - 2.00pm and 5.00 - 7.00pm.

Electrical equipment It is your responsibility to ensure that all your electrical appliances are properly installed and maintained. The Assistant Operations Manager (Facilities) will give advice on safe installation and use but cannot carry out repairs. In some rooms there is only one power point, and to expand this you may use an extension board, not plug adapters. The maintenance staff are required to carry out periodic routine inspections of all electrical equipment used in College and to remove appliances which do not conform to Health and Safety requirements until the defect has been rectified. Personal heaters, fridges and cooking equipment are not permitted in study bedrooms; kettles, toasters and toasty machines can only be used in the kitchenettes but should be stored in your bedroom. There are kitchenettes on most corridors where kettles, fridges, toasters and microwaves are supplied for student use. Students who require a fridge in their room for medical reasons should contact the Assistant Principal (Student Support). For safety reasons these rules will be strictly enforced. Electrical items which contravene these will be removed and the owners fined. Tampering with electrical equipment (including equipment wired into the walls, fuses, switch boxes and distribution boards) is a serious offence.

Smoking Van Mildert is a non-smoking College. Since 1 July 2007, it has been against the law to smoke in virtually all enclosed public places and workplaces. The law was introduced to protect employees and the public from the harmful effects of secondhand smoke. In line with the new legislation, the University has an obligation to ensure that all University workplaces are smoke-free. Smoking is therefore not permitted in any bedrooms or indoor public spaces, including the College Bar and all common rooms and corridors. This nonâ&#x20AC;&#x201C;smoking zone also includes the beer garden and the outside area around all entrances to College buildings, including the Forecourt.

CATERING SERVICES Meal times Days

Meal

Service Times

Monday-Friday

Breakfast

8.00 – 9.00 cooked 9.00 – 10.00 continental

Saturday and Sunday

Lunch

12.00 – 13.45

Dinner

17.15 – 19.00

Breakfast

8.00 – 11.00 continental

Brunch

11.30 – 13.30

Dinner Weekends

17.00 – 19.00

A limited lunch is available between 11.45 and 12.00 consisting of deli-bar or sandwiches, soup and salad bar. College meals are normally self-service, collected from the servery and eaten in the dining hall to help build and maintain a sense of community. Food, crockery or cutlery may only be taken from the dining hall with permission of a Catering Services team leader.

Formals Eating together forms an important part of College life. On several evenings per term there is a Formal Dinner. Members who do not sign in for the Formal must sign in for an early dinner, if required.

Meal Cards Please note that our kitchen staff will ask you for an appropriate form of ID to show that you have paid for and are entitled to take meals in College. This will take the form of a key fob with your photograph. If you are unable to produce this you cannot be served a meal until you do so. Alternatively you can buy a meal at the servery, at the standard rate.

Menus A regular menu cycle operates during term-time and menus are displayed outside the dining hall. A vegetarian option is available at every meal. The Meals Committee, chaired by the JCR Services Manager, conducts an annual consumer satisfaction survey, previews menus and co-ordinates comments and suggestions on all aspects of catering. It reports to the College Officers. Members who would like to make suggestions relating to any aspect of College meals should contact the JCR Services Manager.

Diets Students who require a special diet should contact the Head Chef who will make every effort to provide what is needed within the limits of a system designed to cater for large numbers.

Packed Meals During term, packed lunches or dinners may be obtained by signing the Packed Meals Sheet, which is kept in Reception, by 2pm on the day before the packed meal is required. Packed meals cannot be provided for more than one day at a time, except by special arrangement. Packed-meals cannot be supplied to students who have opted out of lunches.

Cooking College provides full-board for all residents and is not designed or equipped for self-catering. For safety reasons, deep-frying is prohibited, as is any form of cooking in study-bedrooms. There are, however, kitchenettes on most landings where toast, drinks and prepared foods can be heated. In Deerness, Tees and Tyne conventional cookers and ovens have been installed to allow students to prepare supplementary meals. On all other blocks, toasters, sandwich makers, kettles and microwaves are the only permitted appliances in kitchens.

FACILITIES and RECREATION Bar The bar lounge is open all day every day during term for students to watch TV and meet friends. The Bar is open Mon - Thu: 19:30 - 23:00; Fri: 19:00 - 00:00; Sat: 13:00 - 18:00, 19:00 - 00:00 ; Sun: 13:00 - 18:00, 19:30 - 23:00. It is run by the Food and Beverage Manager who is assisted by a Sabbatical Bar Steward and Bar Committee members, under the direction of the Bursar who is the Licensee. The College licence allows the sale of intoxicating liquors during permitted hours to members of the University and their guests, persons attending conferences held at the University and persons attending functions at the College. The licence applies only to the ground floor, and not the main landing or Ustinov Room and drinks are not allowed to be taken out of the licensed area. It is College policy that only alcohol purchased in the Bar may be consumed in the Main Building. During vacations, when conferences are in residence, the bar may be closed to College members or they may be asked to take their drinks into the JCR foyer. When an extension has been granted specifically for a conference function College members are not allowed to make use of the bar after normal closing time (11.00pm).

JCR Shop The JCR Shop is run by the JCR Services Committee and provides a wide range of confectionery and household goods. These items are on sale at meal times and, in the evenings. The Services Committee consists of seven members of the JCR, under the direction of an elected Manager. Some first year students are invited to join the Committee during the year to provide continuity.

Computing Facilities College has its own computer room with PCs connected to the University network. The door access code is changed regularly and will be available from Reception. Members of the 29

College Computer Committee will advise you on the use of the computers. If you use computer facilities you must familiarise yourself with the University policy and regulations concerning their use and the Code of Conduct on the use of computer software which are displayed alongside the facilities. The same rules apply to study bedrooms, all of which have IT connections and will allow you access to the University network. Breaches of regulations or improper or illegal use of the system will bring fines and withdrawal of use.

College Library See the â&#x20AC;&#x2DC;Personal Developmentâ&#x20AC;&#x2122; section of this handbook.

Snooker Room The snooker room can be accessed by entering a number on a keypad. The code can be obtained from Reception. Users are requested to treat this communal facility with respect and take responsibility for any accidental damage. If you find any damage in the snooker room when you go in you should immediately report it to Reception.

Multigym Access to the multigym is also controlled by a keypad. Please note that you may only use this facility if you pay the membership fee to the JCR who will use this money to maintain and replace equipment. Users also have to sign a Declaration Form and present a Sports Card with proof that a compulsory induction course has been completed, either at the Graham Sports Centre or in College. For health and safety reasons, there must always be a minimum of two users at any one time, so that, in case of emergency, someone is there to call for help. You must not use the gym alone. Any faults, hazards or accidents, however minor, must be reported to Reception immediately. Irresponsible or unauthorised use of the multigym by anyone will result in the immediate withdrawal of the facility from that person.

Music suite The College is very proud of its music suite containing two practice rooms and a high quality recording studio. This facility is also open to students of the Music Department who are not members of Van Mildert. It is equipped with a drum kit and a quality piano which is tuned regularly. You can book a practice room at Reception, but please note that the recording facilities can only be used by specially trained and authorised users (please enquire with the JCR President). Eating and drinking in the music suite is not allowed. For piano practice the Ustinov Room may be used when available for students who have Grade 8 or above in music.

Tennis court College shares the use of a tennis court with Teikyo University of Japan. The court is located on Teikyo University grounds just across the road from us. Students may book a slot and borrow the key from Reception.

Telephones College has over 500 residents so it is therefore impractical for the College Office to take personal messages for students on the College telephone system or to send out for students to take an incoming call. This will only be done in an emergency. When the Porter on duty is not in Reception, she/he can be called up using the red phone in the entrance hall next to 30

Reception. There is an internal telephone on each of the residential blocks which can be used to call Reception or any other internal line in the University. All internal calls are free. There is a pay phone located in the main building near the Ustinov Room.

Laundry facilities There are washing machines and dryers on the ground floors of Deerness, Derwent, Middleton and Wear, first floor Tyne and Tees and top floor Tunstall operated by laundry key fob, which can be re-charged using the machine in Reception area. Please read the instructions carefully and do not start a washing cycle after 9.20pm - no machine should be in operation later than 10.30pm. The College cannot accept responsibility for damage, injury or loss sustained by users of washing machines.

Irons Students may borrow irons and hairdryers from Reception against a deposit of their Campus Card. Ironing boards are provided by the JCR. These must not be left on corridors where they could obstruct a fire escape route. This also applies to drying racks - hanging clothes to dry in any areas other than those provided is not permitted.

Music events The Social Committee organises a number of discos and live band performances each term. Other dances, discos and public meetings may be held in College only with the Principalâ&#x20AC;&#x2122;s permission. The Bursar is the licensee for the Collegeâ&#x20AC;&#x2122;s liquor, entertainment, and performing rights licences. College permission is required prior to any such event.

Ustinov Room The room is often used by outside bodies for teaching during the day and occasionally in the evenings by the JCR, the College Choir, the Chaplain, the multi-faith committee and the Christian Union. It can also be booked by individuals or groups for evening and weekend use. No food or drink may be taken into the room without permission.

CARS AND PARKING FACILITIES Durham is a comparatively small city and the parking and garaging facilities which it offers are limited. The proportion of students to the total population is exceptionally high and the streets, for the most part, are particularly narrow. The University has neither the space nor the finance to enable it to make adequate provision for parking or garaging facilities for more than a very small proportion of students and staff. University policy is therefore strongly to discourage unnecessary usage of motor vehicles by students within the city. There is no free street parking at all in the centre of Durham, so you are advised not to bring a car to Durham unless it is really necessary.

Student Parking Policy 2016/17 Students will not be entitled to apply for a permit to park on University premises unless they have an exceptional medical need and are in possession of a blue badge; they live in University premises and have academic commitments requiring them to travel to locations not easily accessible by public transport (e.g. some PGCE students); or they have other exceptional circumstances. Students who represent the University in elite sports may also apply and each application will be looked at individually. 31

Students who believe they fall into one of these categories must apply first to their College; however, there is no guarantee that a permit will be granted (unless in possession of a blue badge). For those students applying under elite sport, applications should be made direct to Maiden Castle, via the Facilities Manager, Experience Durham. Students who park vehicles anywhere on the University estate without relevant permission will be in breach of the University Parking Policy for Motor Vehicles and action may be taken accordingly.

Parking on College grounds The roadway running through the underpass underneath the College forecourt must be kept clear at all times for delivery vehicles and emergency services. Parking on the yellow lines outside the marked bays may result in a fine. The marked bays behind Derwent Building are reserved for day-time staff, SCR residents and disabled students. The forecourt is for the use of College staff, visitors and delivery vans only. Parking anywhere else within the College perimeter is forbidden (e.g. by Tyne, Wear or Tunstall, or on any grass) and cars are not allowed to be parked on College fire roads at any time. Special arrangements will be made for disabled drivers. Unauthorised parking will be dealt with under the University policy. Signs showing parking regulations and penalties are clearly visible in parking areas.

Bicycles Bicycles may be left on the cycle stands or, for a small key fee, in a more secure enclosure. Apply to College Finance Office for a key. Bicycles brought onto University property must not be left in a position where they are likely to create a hazard, obstruct other vehicles or pedestrians, or access to buildings; nor must they be taken inside any University building, including any College building. In the event of a breach of this regulation the University reserves the right to remove the offending bicycle (including removal of any locking device) and to impose a fine which must be cleared before the bicycle is returned to the owner. Unfortunately, bicycle theft is common. You are advised always to lock your bike, note the frame number and to insure it. The University operates a free security marking scheme. Bicycles may be left in College during the Christmas and Easter vacations in the enclosure or chained to a bicycle stand, at the owner's risk. During the summer vacation cycles may only be left in the enclosure. Cycles left in stands for longer than 21 days after the end of the Easter Term may be removed and disposed of without further notice.

FIRE SAFETY PROCEDURES & REGULATIONS It is essential that everyone knows what to do in the event of discovering a fire or hearing the fire alarm. Please familiarise yourself with the Fire Action Notice in your room and make sure you know your fire exit route(s) and your fire assembly point. Never tamper with fire notices, fire-fighting equipment, heat and smoke detectors or prop fire/smoke-stop doors open. To do so is a criminal offence. If you become aware 32

of any such offences, please report them immediately so that your safety and that of your friends is not put at risk. College will impose a fine of up to ÂŁ200 for any deliberate breach of fire regulations or irresponsible behaviour which may endanger others or lead to false alarms.

Fire Alarm If you discover a fire, you must: 1. 2.

Raise the alarm at the nearest break glass point. Break glass points are situated on routes leading out of every building. Evacuate the building by nearest safe exit.

If you hear the fire alarm, you must: 1. 2.

Evacuate the building by nearest safe exit. Proceed directly to the Fire Assembly Point in the JCR (or the Conference Centre if the main buildingâ&#x20AC;&#x2122;s alarm is sounded).

DO NOT: 1. 2.

Use the lifts. Stop to collect personal belongings.

These instructions are repeated on the rear of every room door. Assembly points are also highlighted on these instructions, please familiarise yourself with the specific assembly point for your room. The above procedures must be carried out even if you think it is a false alarm. No-one should re-enter the building until the all-clear is given.

Fire Register You must complete the Fire Register (available at Reception) when you intend being away overnight so that, in case of a fire, your whereabouts can be accounted for. Otherwise people may risk their lives searching a blazing building for you. Guests who are staying in College overnight must always be signed into the Fire Register.

Fire Alarm Tests All soundings of the fire alarm should be treated as genuine except when notification of a fire alarm test is placed on the Notice Boards. Routine fire alarm tests take place between 11.00 am and 11.30 am on Mondays. Details of these are always posted on the Notice Boards. During this test the alarms will only sound for a few seconds. If the alarm continues then this should be treated as a full alert and buildings should be evacuated as per the standard procedure.

Fire practices From time to time a full-scale fire drill is carried out (normally in the early hours of the morning). No warning is given and residents must treat the exercise as a genuine alarm. Anyone who fails to follow the correct procedure will be penalised and may be fined.

OTHER REGULATIONS Heat and Smoke Detectors – Very Important Fire detectors installed in the buildings, including in every bedroom, are sensitive and if disturbed or activated accidentally (e.g. by aerosols, toasters, hot air or steam etc.) will set off the alarm and trigger an evacuation. If you tamper with and/or accidentally activate them your room number will be recorded on the fire panel and you may be fined and have to pay the Fire Brigade’s call-out charge. False alarms can also put other people’s lives at risk because the Fire Brigade is unavailable to attend a real emergency elsewhere. If you have accidentally caused a false alarm please act responsibly and report it to Reception immediately. If a particular alarm has been activated a flashing red light can be seen on the ceiling unit, so it is very easy for you to check if your sensor has set off the alarm.

Landings All corridors, stairs and landings are designated fire escape routes and must, at all times, be kept clear of ANY OBSTRUCTION. All residents need to make sure that their corridors, landings, staircases and exits are kept clear of obstructions and to report any fire safety problems or concerns immediately.

Furnishings and Lamp Shades All furniture in College has to comply with the Fire Safety (Furnishings) Regulations, so only furnishings and lamp shades installed by College are permitted as their substitution could introduce a fire hazard.

Candles THE USE OF CANDLES, WAX BURNERS, JOSS STICKS ETC. IN COLLEGE ROOMS IS ABSOLUTELY FORBIDDEN. If a candle is found in any room the occupant will automatically be fined £100.

Emergency Lights Emergency light bulbs on landings and staircases should not be interfered with or removed. Their proper functioning is vital to ensure that people can get out of the building quickly and safely in the event of a fire at night.

Trailing cables There should be no trailing electrical cables between rooms or in corridors. These cause a potential hazard both electrically and as a potential trip hazard.

Firearms/fireworks/flammable substances No kind of firearm, ammunition or explosive, incandescent or inflammable material may be brought into or kept at the College. Fireworks must not be used or stored on College premises.

PERSONAL CONDUCT Conduct in College This is largely a matter of self-discipline, respect and consideration for others, both fellow students and staff. College life offers you the chance to develop and learn from living with others but it requires a willingness to balance your own interests with those of other residents. You have many neighbours so the smoothness of life depends upon each resident acting considerately. Eccentricity is acceptable as long as it does not disturb others; antisocial behaviour never is. The Deputy Principal is responsible for seeing that community standards are observed. The JCR President and Executive Committee members are also responsible to their fellow students for seeing that the majority are not subjected to disruption by the few. The College Porters and the University Security staff have responsibilities for the safety and security of College and College members are expected to comply with their instructions. In accordance with standard University procedures, students must give them their names when requested to do so.

Anti-social behaviour The Deputy Principal may impose fines or require community service for breaking rules or other anti-social behaviour. Persistent offenders may be required to live out of College. Offences involving excessive consumption of alcohol may result in a ban from the College bar, whether or not the original consumption was in the College bar. Disciplinary action can be appealed against to the Principal or the Chair or College Council. Major offences will be referred to the Senate Discipline Committee. See the College Disciplinary Procedure below for further details.

Students in the city Durham is a small city and during term-time students form a higher percentage of the population than in any other university town in the country, so their activities are conspicuous. College expects its members, whether living in or out of College, to show consideration for the people who are permanently resident here. As in many cities, weekend nights in the centre of Durham can sometimes be rowdy, and students are advised to avoid situations where antagonism might arise between themselves and local people.

LIVING OUT Van Mildert has around 1300 student members, of whom approximately 520 live in College. The majority of students live in College for the duration of their first year. Permission to live out may be granted by the Assistant Principal (Student Support). Although most 2nd year students live out of College, they remain full members of the College and are encouraged to enjoy the privileges and responsibilities of membership. Hopefully College will remain the focus of their social and recreational life and living out will not hinder them from participating in the wide range of activities organised by College clubs, societies and committees. Members who live out are welcome to take meals in College; they should sign in and pay at Reception. In addition to providing a focus for social and recreational life, and a place to collect your mail, your College remains an important point of contact with the University on official academic matters, pastoral support issues and, in addition, people must be able to get a 35

message to you in an emergency. It is therefore essential that your College be kept informed of your correct term-time address and telephone numbers. Members living out must obey the University’s Code of Conduct www.dur.ac.uk/university.calendar/volumei/codes_of_practice/ and are under the same obligation to observe University regulations as they would be in College.

Crime Durham is by and large a very safe place to live in. However, crime does occur and quite often this is targeted towards student residences. Thieves will look for easy targets such as lap top computers, bicycles and mobile phones. They very rarely use forced entry but will look for easy opportunities such as windows left open and mobiles and laptops left on desks in front of open windows. Please be vigilant and take precautions to protect your property. If you need advice on securing your home, the police have deployed an excellent University Liaison Officer, Rebecca Carey - Rebecca.Carey@durham.pnn.police.uk As a liver out, you will probably not be part of a large group. Please bear in mind the need to walk around town in company late at night. These are just basic precautions and are not meant to imply that you are more at threat as a liver out.

On being good neighbours Some neighbours or other residents may not be familiar with the University or with the pressures and exuberance of student life. You and your housemates may be their only contact with the University. The University and all your fellow students will, therefore, be judged by your behaviour. It is extremely important that you establish and maintain good relations with your neighbours (and they with you). The goodwill of all residents is essential for ‘Town and Gown’ relations and in any case you will derive greater pleasure from living out if you get on well with your neighbours. Relationships between local residents and students are not necessarily a source of antipathy. Most Durham City residents choose to live here because they enjoy the vibrancy of a University town. Consider joining or supporting your local residents association as this will provide you with an opportunity to contribute to your neighbourhood. Remember that you are an important part of the community.

Noise Excessive noise, at any time, but particularly late at night, is very un-neighbourly and can cause great distress. It is especially disturbing to those whose working day starts earlier than yours or who need an undisturbed night, particularly between Sunday night and Friday morning which are for most people their working week. Do please respect the needs of others, particularly in terraced houses with thin walls and keep radios, TVs and music at low volume. If you have a party at your home, remember to inform your neighbours and to promise them that it will finish at a reasonable specified time. During summer months, please remember that noise from garden parties can be excessive even if this is just normal conversation levels. Fireworks should not be let off late in the evening and certainly not during the early hours of the morning as this is a criminal offence. In particular be considerate when walking home late at night and remember that voices carry a long way. You should be aware that any citizen who is repeatedly disturbed by excessive noise or other unacceptable behaviour may also contact the Environmental Health Office or the Police who have extensive powers in dealing with anti-social activities, as well as the University’s own Community Liaison Patrol.

Drunkenness A significant proportion of complaints received from local residents relates to disorderly behavior resulting from drunkenness. The easiest way to avoid this type of behavior is to avoid excessive consumption of alcohol. Most Durham city houses do not have front gardens and therefore rowdy and drunken behavior on the streets causes considerable disturbance and distress to local residents. This includes distress to elderly residents and families with young children. Unfortunately, this type of rowdy and drunken behavior has all too regularly led to criminal damage to residentâ&#x20AC;&#x2122;s property. Any incidences of this type will be dealt with both by the Police, with whom the University shares information, and Colleges. In extreme circumstances, where the University is deemed to have been brought into serious disrepute, this may lead to rustication or expulsion.

City Liaison Residents who have cause to complain of student behaviour or students needing help with their neighbours may contact the City Liaison Officer in the University Office, who will, if necessary, advise the College Principal. In Durham in the evenings and overnight there is a Hotline number (0191 334 2222) for all residents (local people and students) to contact the Community Liaison Patrol who act under the authority of the University and whose involvement should be respected. Please be assured that the patrol sees their major role as helping and supporting students. If disciplinary action via remonstration and fines proves ineffective (and it is hoped that there will be no such case), the College or University authorities are empowered to deal with the matter as a potential major offence, for which the penalty can be rustication or expulsion.

Parking The other major source of complaints from and about non-student residents is the inconsiderate use and parking of cars or other vehicles. The General Regulations of the University require that: every student of the University who lives within the designated area of Durham City and who keeps a motor vehicle must obtain a Student Vehicle License. A student living out of College, within the designated area, is eligible for the granting of a licence, provided that no more than two licences will be issued to a single residential address. The issue of a licence will be subject to any other parking restrictions operating in the area in which the car will be parked or garaged. An application for a licence must indicate that satisfactory parking or garaging facilities are available. An application for a licence must be made no later than seven days after the vehicle has been brought into the designated area. Once granted, a licence shall be valid until the end of the current academic year. The issue of a licence will be conditional on the person to whom it is issued being able to provide relevant documentation to their head of College including a current insurance certificate, vehicle registration (VIN) document and driverâ&#x20AC;&#x2122;s licence. The issue of a licence does not in itself constitute permission to park on any land controlled by the University for which a separate permit will be required. Such permission will only be granted when a specific need is identified. Vehicles entering on to University property shall be subject to any additional regulations (e.g. wheel clamping) as are advertised from time to time. 37

Waste Residents must dispose of household waste. Durham County Council provides this service. When is my collection? To find out when your rubbish and recycling is collected in your area please visit www.durham.gov.uk and use the ‘My Durham’ section with your house number and postcode. Rubbish and recycling should not be put out earlier than 6.00pm on the evening before collection and no later than 7.00am on the morning of collection and brought back to your property the same day. What can I place in my recycling bin or bag? Food tins and drink cans: All steel and aluminium food and drink cans; biscuit and sweet tins; aerosol cans including deodorant; furniture polish and hairspray. Plastics: All plastic bottles including pop, milk and water bottles; washing up and laundry liquids, shampoo and cooking oil; yogurt, butter, fruit and vegetable containers and carrier bags (Please do not include hard plastic containers, children’s toys, ready meal food trays, bubble wrap or polystyrene). Paper and cardboard: Paper includes newspapers, magazines, junk mail, brochures, envelopes, wrapping paper (no foil based paper) and telephone directories including yellow pages; all types of cardboard including cereal boxes, greetings cards and liquid food and drink cartons. What can I place in my recycling box? Mixed glass, bottles and jars: Glass bottles and jars only of all shapes and colours. (Please do not include broken glass, Pyrex, light bulbs, mirrors and flat glass. Please remove lids and recycle them with your tins and cans). To help reduce contamination and improve efficiency, please remember to ‘wash and squash’. Recycling should be rinsed to remove food waste and plastic bottles, metal tins and cans squashed to save space. Additional ways to recycle: In addition to recycling collections on your street, you can also recycle at: Recycle Bring Sites: these are often situated in supermarket car parks and usually provide facilities for recycling items including glass, paper, textiles, shoes and books. For your nearest site, and what to recycle there, visit www.recyclenow.com and enter your postcode. Recycling Centres for paper, plastic, tins and glass are also available at:  James Barbour House, Church Street  Palmers Garth (off Elvet Crescent)  New Street (at the end of cul-de-sac behind the Bus Station)  Elvet Hill Car Park  Sutton Street Household Waste Recycling Centres: These centres are free for use by households and offer a wide range of recycling facilities including household batteries, light bulbs and fluorescent tubes, electrical appliances, wood, garden waste and hard plastics.

For more information on waste and recycling with Durham County Council, including the reuse and recycling A to Z, visit www.durham.gov.uk/recycling or call 03000 261 000 End of Term and Green Move Out Please take particular effort to ensure streets are left tidy at the end of term – leaving large piles of waste is unsightly, dangerous and can attract vermin: Sort unwanted items in advance so that you have time to dispose of them appropriately i.e. take unwanted clothing to charity shops, unwanted food to food banks etc. Avoid overflowing bins by disposing of recycling and waste at regular intervals throughout the term. Extra recycling provision is provided by Recycling Centres across the City (see above). Please liaise with neighbours if you will not be around to return your bins to your property after collections. The Green Move Out Scheme takes place at the end of the academic year. This Scheme collects students’ unwanted items. These are then distributed to charity or made available to students for reuse at the start of the following year – all donations raised are donated to charity. For more information on End of Term arrangements and the Green Move Out Scheme, please visit www.dur.ac.uk/greenspace/greenmoveout/ or email greenspace.students@durham.ac.uk.

UNIVERSITY DISCIPLINARY PROCEDURE By registering, all students accept that they are bound by the General Regulations of the University and the related Codes of Practice. These are contained in the University Calendar Volume I and can be found on the University website – https://www.dur.ac.uk/university.calendar/volumei/general_regulations/. The procedures relating to College based discipline and damage are framed with reference to the General Regulations and can be found in the next section of this handbook. There are a number of particular sections of the General Regulations which we feel, as a College, should also be specifically mentioned in our College Handbook. These two sections relate to drugs and alcohol, and harassment. Details can be found below for the attention of all students -

DURHAM UNIVERSITY CODE OF PRACTICE ON DRUGS AND ALCOHOL The University’s Code of Practice on drugs and alcohol can be found in full in Volume I of the University Calendar at the below link – https://www.dur.ac.uk/university.calendar/volumei/codes_of_practice/illegal_drugs_and_alco hol/.

DURHAM UNIVERSITY CODE OF PRACTICE ON PERSONAL HARASSMENT The Code of Practice can be found in full in Volume I of the University Calendar at the following website – https://www.dur.ac.uk/university.calendar/volumei/codes_of_practice/respect_at_study. In addition, we also wish to draw your attention to the following information -

DURHAM UNIVERSITY SEXUAL VIOLENCE TASK FORCE Durham students are reminded of the importance of sexual consent and respect towards others on arrival at the University and on an on-going basis through their Colleges and Durham Students’ Union. Further details about this and the work of the Sexual Violence Task Force can be found at https://www.dur.ac.uk/svtf/

COLLEGE-BASED DAMAGE AND DISCIPLINE College Damages Policy Damage to College property may well be considered as a College Concern or Disciplinary Offence. When any unattributable damage occurs, the following procedure is implemented by the Deputy Principal, Bursar or their nominated representative: 

 

The JCR President is informed and the necessary repairs are put in hand by the College. A reasonable charge for the cost of repairs (as set out in the standard charges document issued by the University Estates & Buildings Department) is charged to the College. A period of grace of 48 hours will be put in place after the incident during which time it is expected that the perpetrator will come forward. If the perpetrator does not admit responsibility within this period of grace and is then subsequently found-out (as happens in the majority of cases) he/she will be required to pay the full repair costs which will be payable in full to the College. A fine may also be employed in such circumstances and further disciplinary action may be taken as per the College Disciplinary Procedure.

When damage can be attributed to an individual or group of students:  

If the damage can be attributed to a group of students but not one individual, the College many impose community service or a group fine. For small amounts of apparently accidental or localised damage, if the perpetrator(s) admits responsibility within 48 hours to the JCR President or the Deputy Principal then they will normally be awarded a “Social Responsibility Concession”. This may excuse them from a fine or community service but they will receive a written warning and may need to contribute to the cost of reasonable repairs. Alternatively, if there are mitigating circumstances up to 50 % of the repair costs may be waived.

College-based disciplinary investigations Below is an indicative but not exhaustive list of allegations which would be investigated by Collegebased Authorised University Officers (AUOs). Breaches of University Regulations which will be investigated, initially, by a College based AUO (who reserves the right, as always, to refer the matter to the Senate Discipline Committee) include, but are not limited to, the following: 1.

any misconduct by act or omission which disrupts, frustrates or interferes with the proper functioning or activities of the College – including that of its Common Room(s) and any associated Clubs or Societies – or of those who live or work or study in or are otherwise members of the College; this includes any breaches of University Policies and Codes of Practice when it is appropriate for a College member of staff to act as the AUO. For the avoidance of doubt, all references to ‘College’ include the College itself and property owned or managed by the College on behalf of the University. The Policies and Codes of Practice are obtainable via the links below, and see specifically ‘Student Alcohol Awareness and Use’ and ‘Controlled Drugs’:

d) e)

i) j) k) l) m) n)

https://www.dur.ac.uk/university.calendar/volumei/codes_of_practice/ https://www.dur.ac.uk/university.calendar/volumei/policies_and_strategies/ tampering with or mis-using fire alarms, fire doors, fire detectors or other fire safety equipment, including setting off a fire alarm without good cause, in College; (NB misuse or disablement of the fire alarms and fire safety equipment which endangers the health and safety of others is a major disciplinary offence under the University’s General Regulations); initiation activities and drinking games associated with College activities, notably Formals, teams, clubs and societies (the University, through the Alcohol Policy, never sanctions drinking games and has a zero tolerance approach towards initiation ceremonies); alteration or damage to the College or its property; the use, production, storage, distribution or cultivation of any illegal substance (including illegal drugs) or any substance that is or could reasonably be considered by the University to be or to constitute any New or Novel Psychoactive Substance as defined by the EMCDDA, within any property of the University. For the avoidance of doubt, this shall include the recreational use, and/or storage for the purposes of recreational use, of nitrous oxide; see in particular ‘Controlled Drugs: A Code of Practice’ which states that the ‘University will inform the police of any student suspected of dealing in drugs’ and reserves ‘the right to inform the police about students found to be using or in possession of drugs’; smoking in College or within the designated published distance to the exterior of any College property; for the avoidance of doubt, to “smoke” shall mean being in possession of any lit tobacco or of any other lit substance in such a form from which the smoke could be purposefully inhaled and/or exhaled, and further any other product including but not limited to electronic cigarettes, which produce any kind of vapour or other inhalant for the purposes of personal recreational use; see in particular: https://www.dur.ac.uk/hr/policies/condemp/nosmoke/ bringing any electrical or other equipment to the College which does not comply with all safety requirements as stipulated by the University (for the avoidance of doubt, this includes keeping or using in any part of the College any high wattage equipment of any kind without the written consent of the College; also, socket adapters shall not be used although gang sockets are permitted provided that they are fitted with a 5-amp fuse); allowing anything to be done in any area of the College which is or may be a nuisance or annoyance to the staff, students or other residents of the University, or to any occupants of neighbouring property (for the avoidance of doubt this includes making and/or permitting noise to become a nuisance to others); sharing, loaning, parting with, or exchanging any keys, fobs or access codes allowing access to College property; using or keeping in the College any inflammable, incandescent or explosive items or substances, e.g. fireworks, candles, joss sticks, incense or car batteries; bringing or keeping in the College firearms (including replicas), air guns or any kind of dangerous weapon; displaying material (in any medium) that may be considered obscene or offensive in any part of the College; conducting door to door campaigning, political canvassing, leafleting, collections or proselytizing without having sought and obtained the College’s permission; failing to keep any shared spaces in the College, which students are entitled to use in common with others, reasonably clean and tidy;

r) s) t)

v) w)

displaying notices, posters, decorations or other items in any common area of the College (including landings, stairwells and corridors) without having sought and obtained the College’s permission; bringing to or keeping any animals (including pets) in the College excepting those required for good reason in which case permission shall first be sought and obtained from the College; compromising the safety or security of the College (for example by failing to close, and as applicable failing to lock, an external door or propping open any doors which can be used by the public); entering prohibited areas in College (such as boiler rooms, rooms containing electrical equipment, or void spaces or roofs); pursuing any business, trade or other commercial activity from the College or using a College address for any such purpose; using, or attempting to grant others the authority to use, the College or Common Room name, crest or motto without having sought, and obtained, explicit permission; passing off to others giving the impression that they are representing, acting for or in the name of, the College or University without having sought, and obtained, explicit permission; failing to respond to emails and other communications from, or failing to attend meetings with College Staff when reasonably required to do so; any breach, by a Resident, of the Licence Agreement (see Section 5 of the Agreement).

A student who wishes to invite any guest to the University accepts, in full, personal responsibility and liability for the behaviour of any and all such guests and for ensuring that the guests at all times comply with the University’s Regulations; in the event of any alleged breach by an individual reasonably considered by the University to constitute an invited guest, the ‘hosting’ student becomes liable to an investigation under the University’s Regulations.

A student of one College who allegedly breaches University Regulations on the premises of another College will, in the first instance, be dealt with by the College on whose premises the alleged offence occurred. The AUO may or may not choose to delegate their authority and refer the case to the host College(s) of the alleged offender(s). If an incident involves students of more than one College then it will be treated as a single event, and may be dealt with either by one AUO acting for all concerned or jointly by AUOs of all the Colleges involved working in collaboration.

Sanctions determined for a non-major offence will be set appropriately and reasonably taking into account all relevant evidence and circumstances; any sanctions may, for example for a first offence of a relatively minor nature, be suspended at the discretion of the AUO. The AUO may impose appropriate sanctions from the range listed below: a) a warning; b) a written reprimand or rescinding of privileges for a period not exceeding one term; c) restrictions to access to the College or part thereof; d) a requirement to undertake community service; e) a requirement to make good the cost in whole or in part of any damage caused and/or repay/make good any financial loss to the University; f) a requirement to make and attend an appointment for counselling or medical treatment; g) a financial sanction;

h) any or all of these or any other sanction (other than expulsion) as deemed reasonable by the AUO. 5.

Each College will submit an annual report to the Office of the PVC (Colleges & Student Experience) setting out the number, nature and outcomes of anonymized student discipline cases, reporting on key issues emerging from the cases considered, and making recommendations for improved practice where appropriate.

Van Mildert College Durham University Mill Hill Lane Durham DH1 3LH Tel (Reception): +44 (0) 191 334 7100 Email (Reception): vm.reception@durham.ac.uk