Accommodation Handbook

SECTION 1

Contact information

University Accommodation Contacts (general room enquiries/repairs)

Clanny House Peacock Street West Sunderland Blocks 1-9 SR4 6US Blocks 10-14 SR4 6UH

Tel: 0191 515 3658

Manager/Assistant Manager email: clannyaccommodationservices@sunderland.ac.uk

Residential Assistant email: clannyrsa@sunderland.ac.uk

Panns Bank Hart Court and Douglas Court Low Street Sunderland SR1 1XS

Scotia Quay Russell House Allan House Russell Street Low Street Sunderland Sunderland SR1 2RH SR1 2RE

Tel: 0191 515 3652

Manager/Assistant Manager email: scotiaaccommodationservices@sunderland.ac.uk

Residential Assistant email: pannsscotiarsa@sunderland.ac.uk

Security Contacts

Emergencies only 0191 515 4444

24/7 Control Room 0191 515 2028

Accommodation Office ContactsAccommodation Services The Gateway City Campus Chester Road Sunderland SR1 3SD

Tel: 0191 515 2943

General enquiries email: accommodation@sunderland.ac.uk

International enquiries email: international.accommodation@sunderland.ac.uk

ContentsSECTION 1

Contact information 2

Welcome to the University of Sunderland 4

Our service 6

Terms and conditions 7

Accommodation and academic contracts 8

Room changes 11

Paying rent 12

Room access 13

Visitors and guests 14

Sublet/lodger 14

SECTION 2

Before arrival 16

Arriving early 16

Car Parking 16

Personal possessions insurance 16

Pre-arrival induction 16

SECTION 3

On arrival 18

Bedding packs 18

Keys 18

Room inventory 18

SECTION 4

Living with us 20

Bicycle Storage and Motorcycle Parking 20

Cleaning 20

Council tax 21

Environment 21

Furnishings, fixtures and fittings 22

Internet 22

Laundry 23

Loss of keys 23

Mail/Post information 23

Noise 24

Pets 24

Posters 24

Property visits and Repairs 24

SECTION 5

Anti social behaviour 26

Conduct 26

Misconduct 26

Dangerous and offensive weapons 27

Drugs and illegal substances 27

Nuisance behaviour 27

Social networking sites 27

SECTION 6

University accommodation disciplinary procedure 28

Caution fees 28

Damage charges 29

SECTION 7

Leaving accommodation 30

Check the accommodation 30

Returning the key 30

Leaving early 30

Left belongings 30

Summary 31

32

SECTION 1

This Accommodation Handbook is for residents living in university managed accommodation only. For information on The Forge, u-student terms and conditions please visit: www.u-student.com/locations/sunderland/your-space

This handbook must be read in conjunction with the "How to Live like a Student" guide.

Welcome to the University of Sunderland

This handbook has been designed to explain the contractual and operational arrangements when living in university accommodation. This handbook is a very important document as it forms part of the accommodation contract. All residents have been asked to read it, so that they understand the content. When signing an accommodation contract, residents agree to abide by this handbook. The contents of the handbook may be amended from time to time and the University will notify residents of any amendments made.

Please note: For the avoidance of doubt, residents will be issued with individual accommodation contracts, which must be read alongside this handbook. In the event of a conflict between the accommodation contract and this document, the accommodation contract will take precedence.

Residents will find a range of information in this booklet that will help whilst living with us. We expect all our residents to behave with mutual respect and consideration for one another and to all university staff. Whilst living with us, residents will meet people from different cultures and backgrounds. Please respect each other’s differences and take time to learn about them.

Information concerning accommodation and stay will be provided in a variety of ways: via an online induction, email, university accommodation website, social media, accommodation reception, laundry notice boards, and StudentCom online notice boards.

We have a range of social media channels to provide residents with various forms of contact with the Accommodation Office.

@SUniAccom

www.facebook.com/UoSAccom

Please note: The Accommodation Office is is contactable via social media outside of standard opening hours, including bank holidays and university closure.

Welcome to the University of Sunderland

54

SECTION 1

Contractual information (Terms and Conditions)

Terms and Conditions

Submitting an application

1. On applying for accommodation, the University willconsider a number of factors where applicable, whendetermining whether an application is successfulincluding but not limited to the following:

• Previous record as a tenant (if a continuing orreturning student)

• Whether the applicant has previously been in arrears

• Whether the applicant has previously been subject touniversity disciplinary proceedings

• Previous behaviour as a tenant and whether theapplicant has been the subject of a complaint byanother resident, the public or University staff

2. The availability of the accommodation requested

3. The suitability of the accommodation requested

Please note: The University reserves the right to seek references from previous landlord(s) if the University deems necessary to do so. The University also reserves the right to refuse any application for accommodation, with or without references and following consideration of an application.

Please note that accommodation shall be let to a student for the purpose of enabling that student to attend a designated course of study at the University of Sunderland. Paragraph 8 of schedule 1 of the Housing Act 1988, applies to this tenancy which is thus not an assured tenancy within the meaning of the Act.

Please note: The accommodation contract is a legal document and by accepting it, the resident is agreeing to the terms and conditions of the contract, including to pay rent on the room between the dates shown on the contract.

Contract lengths are normally determined by the current guidance of course lengths as given by the University, it’s advisable that students speak with the necessary Faculty before entering into an accommodation agreement.

It is important that the student resident understands that the accommodation contract is separate from the academic contract and will be binding as long as that student is registered and studying at the University of Sunderland. This means that rent may be due after a student resident has completed a course. If a resident returns the keys to reception, that resident must pay the rent up until the end date on that contract. Residents must be aware that in collecting the contracted room keys and moving in, the contract begins even if the contract has not been signed, or accepted online.Please note: The University will aim to let a room at the property address set out on the accommodation contract but this is not always guaranteed. The University reserves the right to allocate an alternative room at another property, should the University consider it necessary to do so in its reasonable opinion, prior to the resident moving in to the property.

• Residents will receive a clear writtene-contract and statement of costs(containing reasonable terms and no hiddencosts) which, in return, gives the resident aclear idea of what is expected of them

• Our accommodation meets nationallyrecognised standards

• Repairs and maintenance are carried outwithin advertised timescales

• The building meets and exceeds, the requiredhealth and safety standards

• Residents will receive clear and conciseinformation about operational practiceswithin university accommodation through anonline induction

• There is a procedure for dealing with anydisputes or complaints.

External auditors review the University’s compliance with the code. Residents can email any questions about the code to: accommodation@sunderland.ac.uk

Providing feedback

Comments and feedback are very important to us, and we will invite residents to participate in customer surveys. Should a resident need any further information on any aspect of accommodation they can contact a member of the Accommodation Office who will be happy to give assistance.

Our service

The University has signed up and is fully committed to the National Student Accommodation Code (Universities UUK Code of Practice) for the Management of Student Housing. For further information about the code visit: www.thesac.org.uk

The following is a list of the benefits that the code provides to our residents:

76

SECTION 1

Cancellation before moving in

Once the accommodation contract has been accepted the resident is legally bound by the terms of the contract. The contract commences on the date of acceptance and not on the date of key collection. Cancellation of the contract before moving in to the property because the student no longer intends to study at the University, will be permitted PROVIDED THAT they have given the University’s Accommodation Office written notice of their wish to cancel before the enrolment date for their course of study. If the student fails to give written notice of cancellation before the enrolment date, they will be held to the contract.

In all instances where the student has chosen to withdraw from the University i.e. has declined an offer of study or has made the choice to withdraw or take Leave of Absence, then £50 of the booking fee paid will be retained to cover administration costs. However if the University has rejected the students application or a Board has made the decision that the student is required to withdraw, the booking fee paid by the student will be refunded in full.

Circumstances that can break a contractual agreementA resident will only be allowed to break the contract in exceptional circumstances, such as:

1. Student is not completing their course ofstudies at the University.

A student resident who is no longer registered as being a full time student at the University will be released from contract. The student must advise the Accommodation Office in writing. Students are given 4 weeks (28 days) to make alternative accommodation arrangements, the Accommodation Office must be notified of the leaving date. The release date of the contract will be determined by either the leaving date as notified to us/the date in which the room keys are handed in/or the leaving/withdrawal date as shown on the University Student Records System (SITS) (whichever is later). The student resident will be charged to the end of the 4 week (28 days) period regardless of whether the room is re-let or not together with a £50 admin fee (being a reasonable cost to cover administration).

Accommodation and academic contracts2. The resident has found a suitable student to

take over the letting agreement for theremainder of the term. (By suitable we meansomeone who is not already living in universityaccommodation or The Forge U Student Villageand is acceptable to the other residents).

In the circumstances above, the student resident will be required to vacate the room the day prior to the replacement moving in (between Monday – Thursday only, to enable staff to carry out room checks, cleaning and inventories). The student resident will be charged to that date plus a £75 fee (being a reasonable cost to cover bedroom cleaning and administrative costs.) If the student replacement elects to move in on the same day the resident vacates and agrees to sign a waiver accepting responsibility for the condition of the room, (and any damage therein) and no cleaning being provided, the fee will be reduced to £50.00 (being a reasonable cost to cover administration).

Please note: Students who booked at Conditional Firm and did not receive an offer to study at the University of Sunderland will be released from contract and will be refunded any booking fee paid in full.

Circumstances that CANNOT break the contractual agreement

Should a student resident leave voluntarily before the expiry of the contract period, that student resident will still be liable to pay the rent for the full term in respect of which the accommodation contract was originally granted. Reasonable efforts will be made by the University to re-let the room and if successful, the resident will be charged up to the date the room is re-let together with a £75 fee (being a reasonable cost to cover bedroom cleaning and administrative costs).

We recommend that student residents use the Sunderland section of Student Pad (www.sunderlandstudentpad.co.uk/Accommodation) to advertise their room. It’s a free facility. If the student resident is unable to find a replacement, there will be a requirement to pay the rent up to the last day of the contract.

It is important that residents fully understand the legal status of their contract.

Please note: Consumer Contracts (information, cancelling and additional charges) Regulations 2013 does not apply to this contract. The regulations provide that this is not a contract to which the “cooling off” cancellation period applied. Therefore if an applicant accepts the contract and pays the booking fee, the applicant cannot then change their mind and will be held to contract.

98

SECTION 1

Enrolling on a study abroad, teaching practice or placement programme

It is important that a student resident informs staff within the Accommodation Office if there is a possibility of doing any of the above before they sign a contract. If a student resident signs a contract and goes on a placement, teaching practice or a study abroad programme they will be liable to pay the rent for the full term of a contract.

Termination of contract (by the University)The University can end the tenancy agreement and recover possession of the room for the following reasons:

• failure to complete course of study(withdrawal or Leave of Absence - certainconditions apply as contained within thisHandbook)

• a breach of the conditions of the tenancyagreement

• the University terminates enrolment ondisciplinary, financial or other grounds

• failure to pay rent

If we (the Accommodation Services) require a resident to leave for any of the above reasons, we will advise. If the resident does not leave, we may issue that resident with a ‘Housing Act 1988 section 8 notice’, normally with a notice period of 28 days, although we reserve the right to set a shorter period; or we may apply to the court for possession of the accommodation. If we are required to commence court proceedings, the resident may incur legal expenses and additional costs. The University also has the right to claim damages for the use and occupation if a resident does not leave on or before the expiry of the “section 8 notice”-this will be at the rate at least equivalent to the room rate at that time.

The room allocated is the residents for the period of the contract. We would only ask a resident to move out in exceptional circumstances, every assistance will be given in finding alternative suitable accommodation.

Abandonment

If a residents room is unoccupied for a period of four weeks, without a legitimate reason, the University is able to enforce the Abandonment Procedure. A notice will be left in the identified room advising the resident to contact the University Accommodation Office within seven days and a communication will be sent to the home address of the resident as shown on their University student record. If the University does not hear from that resident, the room will be cleared and locks changed. The resident will be charged for changing the locks. The belongings will be put into storage for three months and then disposed of through local charities. In this instance the resident will still be liable to pay the rent for the full term, in respect of which the accommodation contract was originally granted, together with the costs of the lock change and any storage costs. In the event that the University is able to re-let the room, the resident will be charged up to the date the room is re-let plus a £75 Fee (being a reasonable cost to cover bedroom cleaning and administrative costs) together with the cost of the lock change and any storage costs.

Changes

A resident should remain in the room that has been been allocated, unless there are exceptional reasons for wishing to move. We do not encourage room changes and we ask each resident to stay where they are for at least a few weeks to allow a period of time to settle in.

Examples of exceptional reasons for room changes include:

• Proven irreparable breakdown of therelationship between residents

• A situation which has or could result in thedeterioration of the student’s health or studyprogramme (professional advice will be sought)

Residents will be asked to provide supplementary information or evidence in support of their request. In the first instance, contact the on-site accommodation reception staff.

Residents are reminded that the tenancy contract is a legally binding document and once they have signed and accepted the terms of the contract, the resident cannot terminate the contract unless they leave their course at the University. A resident will not be able to change their room if they owe the University outstanding rent.

A £75 fee (to cover room cleaning and administrative costs) will be applied. An online room inventory should be completed immediately (via email).

Mutual room exchanges

Authorisation to exchange the room with another student resident in accommodation may be given provided that:

• rent/bill payments are both paid or up todate

• there is no breach of the letting conditions

• the contract runs for the same periode.g. a student leaving in December cannotexchange with a student who is leaving inJune

All exchanges are to be arranged through the Accommodation Office and an official amended contract must be obtained and signed by both student residents.

Residents are not to change rooms or exchange keys without a revised contract, as they will be in breach of contract.

Each student resident will be charged a £50 fee (to cover administrative costs).

Note: No room cleaning will take place. An online room inventory should be completed immediately (via email) and any items missing or damaged should be noted.

1110

SECTION 1

Rent can be paid in the following ways:

• By debit/credit card visit the University ElectronicGateway at:https://payments.sunderland.ac.uk/open

• By a recurring debit/credit card arrangement overthe three instalments indicated above (otherpayment patterns may be available, ask us aboutthem)

• At The Gateway, ground floor between 10.30amand 3.30pm Monday to Friday(term time) and 12 to 2pm (non term time).

To pay by cheque, send to: Revenues, 2nd Floor, Edinburgh Building, City Campus, Chester Road, Sunderland, SR1 3SD

Any resident queries on rent charges should be directed to the Accommodation Office on 0191 515 2943.

Resident queries on how to pay should be directed to Revenues on 0191 515 2455.

Paying rent

A resident will be required to pay rent from the day the contract starts to the day it is due to end, as listed. This applies whether a resident remains in the room or not. It is the residents responsibility to ensure that rent is paid on time. Reminder notices are used, but we do not send out reminders unless they become a debtor. Student residents with overdue rent may find their tenancy terminated and/or their debt passed to an external debt recovery agent and legal processes to recover the debt may be taken. Student residents with unpaid bills will be referred to a debt recovery agent annually. All accommodation transactions fall under the University Financial Regulations.

Finance balances can be checked by logging into E-Vision, go to the “My Sunderland” page for moreinfo: https://my.sunderland.ac.uk

Please note: Residents are asked to bring written details of their accommodation agreement or student application number when paying via The Gateway Payments Desk.

Owing money (debtor)

Non-payment of debts relating to a students course owed to the University may result in a range of sanctions which can include formal de-enrolment from the University (i.e. cancellation of registration, revoking of access rights to library, IT, notification to SLC/LEAs that the student resident is no longer a student etc) and debt recovery procedures via a credit agency or legal action.

If a resident is an international student, de-enrolment may result in that resident being in breach of their visa conditions. Debtors may not receive any certification of their awards, and may not be permitted to attend the awards ceremony.

If a student resident owes money for university accommodation then that resident will not be able to book any further university accommodation and the University may recover the debt using debt recovery procedures, including via a credit agency or legal action.

The University offers a financial counseling service for those experiencing financial difficulty or wanting advice: http://sls. sunderland.ac.uk/studentfinancialadvice/ or drop in to The Gateway to make an appointment. Home students, who are experiencing hardship, may be able to get financial help towards living costs from the Hardship Fund – again, call into The Gateway for an application form or advice. Student residents will find further useful information here: www.sunderland.ac.uk/fees

If student residents are having difficulty paying rent they should contact the Accommodation Office for advice (0191 515 2943). Don’t delay. It is easier to pay a small debt rather than a large one.

University access to a residents room - whilst every effort is made to respect a residents privacy, there are times when access into a flat or room is unavoidable. The staff within university accommodation have access to all study bedrooms but will not enter unless under one or more of the following circumstances:

• For maintenance queries or when repairs arebeing carried out. These are carried out by theUniversity maintenance team or by an approvedcontractor. A resident will normally be madeaware that this work is taking place

• During property checks

• To investigate a Health and Safety issue(i.e. Fire Drills)

• During an investigation into an act ofmisconduct

• Where we have reason to suspect the residentmay need help from us (illness for example)

If we have the need to enter an occupied room and find the resident is not present at that time, then a calling card will be left to advise the resident of the reason why we have entered.

Please note: We are unable to give a residents friends or guests access to a bedroom or flat.

1312

SECTION 1

Visitors and guests

Study bedrooms are for occupation by one student only, with the exception of the small number of shared rooms and family units within university accommodation. The restrictions placed by Environmental Health Legislation do not allow two people to occupy a single study bedroom, even in the case of couples.

A guest is able to stay in the residents room, for up to three nights on occasion, provided that:

• The guest must be 18 or over, or permission givenby the University Accommodation Manager

• The resident accepts total responsibility for thebehaviour, the actions and safety of their guest/s

• If the guest breaks the terms of the contract asdetailed in this Accommodation Handbook, thecontract holder (resident) will be at risk ofdisciplinary action

• The resident does not give the room keys or siteentry card to the guest. A guest must not be leftalone in the room or flat while the contractholder is away from their universityaccommodation

• The resident and the guest behave in aresponsible manner within the property andsurrounding area (particularly with regard tonoise)

• The resident ensures that the guest is aware ofany health, safety and fire regulations

• The guest may be asked to leave at any time byany university staff including security staff, ifthey consider his or her behaviour to beunacceptable with regard to the AccommodationHandbook

• A residents guest must provide ID if requested todo so by accommodation staff

The University Accommodation Manager (or nominated deputy) has the right to prevent a resident having a guest to stay, if there have been problems relating to that residents conduct in the past.

Sublet/Lodger

A resident cannot have a lodger or sublet the contracted room. This is a breach of the contract and will result in action against the resident and the guest (if he or she is a student). A guest becomes a lodger when they have stayed with a resident for more than three consecutive days, not more than once per month or on a ‘regular’ basis. A resident can occasionally have a guest to stay for up to three days, but no more than once per month. This regulation applies whether the guest stays overnight or spends the greater part of the day with the resident. Non residents, with the exception of bona fide overnight guests, cannot use the accommodation facilities, i.e. the kitchen, lounge or shower etc, and if found to be using these facilities, will be asked to leave and the resident could be charged for their use.

If a resident is found to have had a guest staying with them on a regular basis, then the resident will be charged double rent for the time the guest was in residence and disciplinary action may be taken.

Please note: No one may stay in a residents room whilst they are away from the University.

1514

SECTION 2

Before arrival

Arriving early

If a contract holder intends to arrive early into their accommodation, this must be arranged via emailing the Accommodation Office. The contract holder will be charged room rate for the additional nights. The University cannot guarantee that early access to the contracted room will be available and reserve the right to refuse a request.

Car Parking

Student residents wishing to use the accommodation car parks must apply online (this is done in advance of arrival if student is aware of their allocated room). The link www.sunderland.ac.uk/carparking provides information on applying and gives access to the application form. Student residents will require insurance and enrolment details to be uploaded with their application. Please note that a residential car parking permit is for the residents specific accommodation car park only, and does not permit parking at other accommodation car parks or on campus between 08:00-17:00 hours Monday to Friday.

A free campus bus and Connect service is available for student travel. Demonstration of a campus card to access this service will be requested by the driver; the bus will take students from their accommodation and around the campuses. Once completed, the online application will be processed and will be returned to the specific accommodation reception within seven working days for collection. Student residents may park in their contracted accommodation car park whilst their parking application is being processed, by printing off the temporary permit attached to their application confirmation e-mail. Only one permit will be issued per student resident and residents are only permitted to park one vehicle in the car park at any time.

Please note: Parking charge notices are issued to cars not displaying a valid permit.

Personal possessions insurance

The University has arranged as part of the accommodation package, personal possessions insurance for each resident. This is included in the rent. More information regarding the Endsleigh insurance policy, how to make a claim and instructions on how to top-up their insurance can be found on the accommodation website at: www.sunderland.ac.uk/endsleigh

Insurance information will also be provided through the pre-arrival induction.

Pre-arrival Induction

Accommodation Office will send an email to all residents prior to their moving in date. The email will contain a pre-arrival induction and provides residents with important information on their accommodation before they arrive.

1716

SECTION 3

On arrival to the accommodation

Bedding packs

All students staying for 19 weeks or more can request a bedding pack from their accommodation reception on arrival.

Keys

A resident will be issued with a key for the contracted room/flat. It is essential that the resident looks after their key(s) at all times. Access to each accommodation is via the residents University student/staff card. Those residing with no connection to the University will be issued with an access card. We strongly suggest that residents do not label keys, so if misplaced, they cannot be identified by anyone else. Residents should not lend keys to anyone else, not even their friends.

Room inventory

When residents arrive into accommodation, they will be sent an email requesting that they complete an online inventory for their room and communal area within the flat.

When completing the form, residents are asked to make sure that they carefully check the items on the list against the items in their room and within the flat. Residents are asked to record any damage, discrepancies, or missing items so that they are not charged when they leave.

1918

SECTION 4

Living with us

Bicycle Storage and Motorcycle Parking

There are bicycle storage facilities available across the University campuses and also in university accommodations (free service). To apply for a bicycle space application forms are available from the on-site accommodation reception and residents are asked to provide a digital image of their bike.

Motorcycle Parking: Motorcycle parking is free and a permit is not required. However, motorcycles are not permitted to park in parking bays or in areas that will restrict access. External University cycle racks may be used.

Cleaning

The accommodation is home for the next academic year and residents are responsible for the cleanliness of it. Residents are expected to clean their own bedroom and to keep all of the shared areas clean. This includes: the kitchen, (including the fridge freezer, cooker and microwave) living/dining area, toilets, showers and bathroom.

All residents will need to purchase their own cleaning items.

All residents in the flat are equally responsible for cleaning the communal areas, it is a good idea to agree a cleaning rota to ensure everyone does their fair share of cleaning. See the University accommodation cleaning guide for ideas and remember the Residential Assistants can help in making arrangements.

University accommodation staff will access the flat, to clean the sanitary areas, kitchen/ diner/ living room floors and will check the flat for cleanliness and defects. Residents will be notified by staff in advance of the day that this will happen.

Listed below are general guidelines to help keep the accommodation in good condition:

• Change the vacuum bag on a regular basis toensure the vacuum will work effectively.Replacement bags are available from theaccommodation reception

• Do not vacuum liquid spillages or broken glass

• The Fire Brigade has reported that one of the mostcommon causes of fire is a greasy grill pan.Remove spillages from the cooker as they happenand thoroughly clean the cooker every week

• Defrost the freezer once every term

• Always clean the shower, bath and toilets afteruse. We recommend that personal items are keptwithin the residents study bedroom

• Check that the shower and sink plugholes are freefrom obstruction such as hair

• Bag all refuse as it is produced and remove it fromthe flats into the central refuse points. Alwaysremember to use the recycling facilities

• Keep the bench tops and sink area clear –wash updishes after every meal

• Sweep and wash PVC floors and vacuum carpets

Exceptions to the above:

The self-contained units for couples and families in Panns Bank and Scotia Quay and two bedded flats in Clanny House are not cleaned by the University.

The two bedded flats in Clanny House are, however, visited on a weekly basis to carry out health and safety checks. A termly check for defects, damages and compliance will also be included in the two bedded flats at Clanny House.

Council tax

As a full time student, a student resident is exempt from paying Council tax for the duration of their course.

Environment

The environment and climatic change impacts on us all so we have introduced schemes to help reduce our carbon footprint:

• University accommodation has a bank of bluerecycling wheelie bins, to enable residents torecycle paper, glass, plastics, cardboard andcans. The bins are clearly labelled and the binlids are coloured signed with dark grey (generalwaste), blue (mixed recycling) and green lids(glass)

• Conserve energy by switching off lights whenthey are not needed, (especially when residentsleave), not leaving electrical appliances onstandby – switch off the television, stereo,laptop (especially overnight) and if away at theweekend

• Excessive or wasteful use of resources will bebrought to a residents attention and, whereappropriate, charges will be passed on (inparticular excessive energy use)

• Conserve water by turning off hot and cold taps;report dripping taps and leaks via the defectreporting system

For more information and to see what else the University is doing to help the environment please visit: www.sunderland.ac.uk/environment

2120

SECTION 4

Furnishings, fixtures and fittings

The furniture and furnishings within the accommodation are fire retardant. Residents are asked not to bring any furniture or electrical appliances into their accommodation, as it could constitute as a fire hazard and space is limited. Additional soft furnishings must be in good order, must not cause an obstruction, meet British Standards and bear the BSI Kitemark. Residents are asked not to tamper with the facilities as provided e.g. do not disconnect or turn off water heaters,wireless connections, prop open fire doors orremove the door closures etc. Rooms are furnishedwith a bed, wardrobe, chest of drawers, a washhand basin, mirror, desk and chair.

Laundry

University accommodation has chargeable washing machines and dryers on-site. Please do not leave washing unattended as personal insurance is unlikely to include laundry losses. Remember to take change to the laundry room.

“Laundry View” is an online website which enables residents to view the on-site laundry room. It allows them to see which washer/dryer machines are available and how long is remaining on machine cycles without stepping a foot out of the bedroom.

The website can be found at: www.circuit.co.uk/i-want-to-do-my-laundry/laundry-view/

Loss of keys

If a resident misplaces their keys, a member of staff will give that resident access to their room providing that the resident provides staff with the neccessary ID for identification.

Residents are asked to report the loss of keys as soon as possible. If the resident believes to know the location of the key, staff can loan out a spare key until the lost key is found.

Residents who repeatedly misplace their keys will be charged an admin fee.

Internet

The University have an agreement with StudentCom, an external company, to provide the internet service within university accommodation, including The Forge U Student Village.

Contract holders will be invited to pre-register for the internet service in advance of arriving at the University. Guidance on how to access StudentCom services will be provided in the pre-arrival online induction. Contract holders are reminded that tampering or interfering with internet connectivity is a breach in their accommodation contract.

Internet allowance included in the rent for the next academic year is provided via Wired and Wi-Fi awith a base speed of 40Mbps (incrementally increasing year on year by 5Mbps). There are no download or upload limits on the service.

In addition, there is a 24/7 help facility and a range of additional services available including faster downloads at 50Mbps and 100Mbps, IPTV, phone, web security, cloud backup, and gaming. All can be purchased at an additional cost.

More information on StudentCom can be found at: www.sunderland.ac.uk/studentcom

Students with access to the campus network and to the Internet via JANET are to note that they will have to supply their own PC and adhere to the University and JANET acceptable use policies.

Please check emails on a regular basis for accommodation updates and also read the NoticeBoard information on the StudentCom homepage – this is the page that will open each time a resident logs on.

Please note: For security reasons residents are asked not to give out their room key.

Mail / post information

Please ensure that all letters and parcels are addressed correctly to allow them to be delivered to the correct address. Premise addresses can be found in the front of this booklet. Residents must include their name, room number, flat and block number when giving anyone their address. Letters are delivered directly to residents via the Royal Mail. They will be posted through the letter box in the flat front door.

Parcels/post not delivered to a residents flat can be collected from their accommodation reception as long as the parcel is labelled with a residents current address; without a valid address the parcel will be declined and returned to sender. If a resident is expecting a parcel:

• Delivered items are to be day to day items: DVD,books etc. not wheels, washing machines, ortelevisions

• No perishable goods can be accepted (food orflowers)

• Large items over and above 40cm x 40cmx 40cm will not be accepted and will bereturned to the delivery office

• Heavy items (max weight 15 kilos) will not beaccepted and will be returned to the deliveryoffice

• Residents are asked to make themselevsavailable on the day of delivery (make best useof delivery tracking services).

If a resident is not available the courier will leave a calling card, while leaving the parcel at the university accommodation reception ready to be collected.

Residents are asked to provide valid identification on collection of their parcels, otherwise staff will be unable to issue parcels. See flat notice boards for parcel collection times.

2322

SECTION 4

Letters and parcels are only accepted for current residents. If mail is delivered and the recipient no longer lives in the property, please return the mail to the accommodation reception. (The Postal Services Act 2000 makes it an offence under section 84 by ‘General Offence of Interference with mail’).

Residents can pay the Post Office to have mail redirected to their home address once they leave. Please see link for further details: www.royalmail.com/personal/receiving-mail/redirection Please note that University accommodation staff cannot redirect post.

Please note: Residents must be available to accept any deliveries where a delivery set time has been arranged with the sender.

Noise

It is important that residents are aware that any building housing a lot of young people will tend to be noisy, even during normal activity. If a quieter environment is required please discuss this with an Accommodation Officer, or alternatively, if an applicant likes to play music very loud then perhaps university accommodation may not be right the right option. Large music systems are not suitable for university accommodation, please leave them at home.

Noise is our biggest complaint and residents are asked to show consideration for others at all times:

• Keep music, games and TV volume low or useheadphones, especially at night

• Do not shout out of, or up to windows

• Do not shout within the buildings

• Do not shout or play games within the courtyardsof the buildings

• Limit the number of friends that are invited intothe flat and remember when they leave, theyshould do so quietly

Remember If a resident is asked to turn the volume down, they must do so immediately. Other residents may be studying or trying to sleep

Applicants are asked to think about the above carefully before accepting their accommodation offer.

PetsNo pets are allowed in university accommodation – except in the circumstances of disability. Please contact the Accommodation Office if their is a requirement for a guide dog on campus.

Posters (items displayed)Please ensure that when putting posters up on walls, that a fixative is used that will not damage or mark such as BluTac, 3M command strips or something similar. Please do not use tape, nails, screws or staples which will damage surfaces. Please do not attach anything to ceilings, furniture, woodwork, windows or doors.

Property visits

Each term university accommodation staff will visit a residents room and communal areas to check for damage and repairs – residents will be advised in advance of the date and time of this check. If, when areas are checked, staff consider that there are risks with regard to health and safety or hygiene, resident will be advised of the necessary action to be taken and a date when the area will be checked again. Serious breaches of health and safety or hygiene regulations could result in a caution fee or ultimately disciplinary action being taken against the resident.

On occasion it may be necessary to remove unauthorised items for safe keeping; the resident will be notified of this. Prior arrangements to collect the items(s) can be made when vacating the property or as agreed with accommodation staff on site.

24

All respfrombe r

If rshoandthecha

Wea Srelaeleloc

Rep

If awithsch

a.

b.

Repcontresidbe acomFaciinto

Tim

Emerequlossheastruof aavai

student residents sharing a communal area are onsible for keeping that area clean, tidy and free refuse. Any disputes surrounding cleaning should

esolved by those student residents.

esidents are unable to resolve the issues, they uld consult the accommodation staff for advice support. Student residents who regularly leave communal areas in a dirty condition will be rged for additional cleaning.

encourage residents to read the "How to Live Like tudent." guide for further practical guidance ting to accommodation, including fire safety,

ctrical appliance guidance, health and safety and al medical resources.

airs

resident finds that an item is in need of repair in the flat it must be reported so staff are able to

edule the repair. To report a repair residents can;

Log into their Accommodation Account and list therepair via the "inventory section" of their account.orEmail the details to the accommodation manager/

Urgent requests (within 12 hours of receiving the request). This request includes but is not exclusive to; water heater not working, toilet blocked, no electricity in the kitchen, door closer not working and flat door not latching.

Priority requests (within 7 working days of receiving the request) This request includes but is not exclusive to; grill on cooker not working, sink leaking, bathroom fan not working, shower not working, and bad smellfrom drains.

Scheduled requests (within 20 working days of receiving the request) This request includes but is not exclusive to; routine repairs such as dripping taps, handles missing from cupboards, shaver lights not working, blinds to re-fix, and drawers jamming.

If a resident has reported a repair and it has not been repaired within the 20 working days please contact the staff within the accommodation reception.

25

assistant manager (details can be found at thefront of this handbook).

airs are undertaken by University staff or authorised ractors between the hours of 9am – 5pm. If a ent wishes to be present during the repair this can rranged. The length of time for a repair to be pleted will depend on the nature of the repair. The lities department will assess each job and place it one of the following categories;

escales for repairs:

rgency requests (within 2 hours of receiving the est). This request includes but is not exclusive to; of electrical power (not caused through supplier), ting failure to a whole building or area, dangerous ctures such as broken glass and so on, and failure WC or water supply where an alternative is not lable.

Repair feedback Residents are asked to provide feedback once a defect has been repaired. An email will be sent to the residents student email account with a link to an online survey.

Please note: Although we try to ensure that all faults are repaired within 20 working days, it sometimes takes longer if parts are neededto complete the job. Whenever possible residentswill be notified of delays.

SECTION 5

Anti Social Behaviour - Conduct and Noise DisturbanceResidents are expected to conduct themselves generally in a manner which does not cause risk, distress or fear to others or damage the University’s reputation, and which is in keeping with the principles of all members of the University community acting with dignity and respect.

The University is a vital part of the local community, and our expectations also extend to the way in which our residents live in that community and conduct themselves in relation to others there. Because of this, the University does reserve the right to take action – including formal disciplinary action – in respect of any misconduct wherever it may havetaken place, when it is considered necessary toprotect the safety, interests or reputation of theUniversity, its staff, or students. If evidence is foundwithin the accommodation of anti social behaviourthis may be shared with the Anti Social BehaviourTeam in the city.

Conduct

In making a choice to live here residents must understand that they are part of a community, and as such must observe any regulations that have been agreed to make living there a pleasant experience for everyone.

There is a standard of conduct expected in all university accommodation.

The purpose of this is to:

• Enable all students to enjoy living in theaccommodation

• Ensure that the health and safety of allresidents is protected

• Ensure the smooth running of a largecommunity

• Protect university property

• Ensure that local residents are not disturbedor inconvenienced

Misconduct

Some types of behaviour are unacceptable to the University. Misconduct is treated very seriously and may result in the University’s disciplinary procedure being invoked and/or exclusion from university accommodation. Serious or repeated acts of misconduct could result in suspension and/or exclusion from the University. If the law has been broken the police will be informed.

The following list, which is not conclusive, gives examples of unacceptable behaviour:

• Tampering with fire/safety equipment and theremoval or defacing of safety notices

• In keeping with university policies: sexual, racial,physical or other harassment or behaviour thatcauses fear or distress to others, includingthreatening or abusiveor disorderly, irregular or unreasonable behaviour(i.e. propaganda)

• Theft or any criminal or serious offence onuniversity premises

• Damage to, or wrongful treatment of, theproperty of the University or any of its staff,students or visitors

• Any action likely to cause injury to any person orimpairing the safety of the premises or itsoccupants

• Negligence which causes loss, damage, injury orputs others at risk

• Use of dangerous and/or unauthorisedequipment

• Use of illegal substances/highs

• Possession or use of offensive weapons

• Nuisance behaviour

• Misuse of social networking sites

Accommodation staff reserve the right to be treated politely and with respect at all times. Violence, aggressive or abusive behaviour towards residents, visitors or university staff will be reported to the Campus Police Officer and will be subjected to university disciplinary procedures. A residents conduct could also impact upon future application to live in university accommodation.

Dangerous and offensive weapons

The University has a zero tolerance attitude to any type of weapon or implement that the University finds offensive and is stored in university buildings. This includes university accommodation.

Weapons include anything that can be deemed as harmful or offensive to an individual, this includes replica weapons.

Dangerous and offensive weapons include:

• Firearms (including replicas, imitationsand models)

• Deactivated firearms

• Swords/knives (including replicas)

• Air guns/BB guns (including replica)

• Cr ossbows/Spear guns

Anything capable of discharging a shot, bullet or other missile or electric charge including explosives and fireworks.

Any weapon found in accommodation will be reported immediately to the University Security Manager, who will take necessary precaution; this can include the Police. In cases where disciplinary action is necessary the action could result in a student resident being excluded from university accommodation, irrespective of any action the University or the Police may wish to take.

Drugs and illegal substances

Illegal substances (including cannabis) are not allowed in residences. The possession and/or supply of certain drugs (Class A, B, and C) is a criminal offence and the University strictly upholds its legal obligations to prevent such activities taking place on its premises.

Drug possession or bad behaviour caused by taking drugs or the involvement in a criminal activity constitutes a university disciplinary offence and grounds for terminating a Student Accommodation Agreement.

Nuisance behaviour

Residents must not engage in any behaviour constituting to a nuisance or annoyance to any other resident/s or interfere with the quiet and comfort of other resident/s or users of neighbouring property.

Social networking sites

Residents are asked to remember the public nature of such an environment and anything they choose to write on social media, in particular indecent, defamatory or not in keeping with the University Dignity and Respect policies, could be used as evidence within the disciplinary policy.

2726

SECTION 6

University Accommodation Disciplinary ProcedureFollowing the outcomes of a full investigation, a student resident may receive a verbal or written warning if their conduct is considered to be unacceptable. In more serious cases the University disciplinary procedure may be invoked. If an allegation of misconduct is made against a resident, which is likely to lead to disciplinary action, the resident will be referred to the University procedure on the accommodation website or a full written detail of the procedures can be sent to that resident.

If the misconduct is considered to be serious enough a resident would have disciplinary action taken against them without ever having received a verbal or written warning. This would depend on the seriousness of the misconduct. The aim of the disciplinary procedure is to ensure that:

• All student residents are aware of what constitutesunacceptable behaviour so that it can be avoided inthe future

• To charge for damage or a breach in safetyregulations to ensure that all students behaveresponsibly (caution fee)

• In more serious cases to enable the University tomove that resident to a new location

• In very serious cases to enable the University toremove that student from the accommodation or theUniversity for the safety or well-being of otherresidents.

Failure to attend a disciplinary or investigatory meeting, interview or hearing without reasonable notice may result in the case being elevated to the next level of the disciplinary procedure.

Whilst living in university accommodation residents are bound by the terms and conditions in this Accommodation Handbook. If a resident feels that staff have not acted fairly, or have not acted in accordance with the procedures detailed in this booklet, these concerns should be raised with Accommodation Services Management or the Students’ Union, both of whom are able to offer impartial advice and support.

Caution fees

The University will issue a caution fee where they feel a resident is putting their own or others health and well-being at risk due to their actions.

In most cases, residents will receive a ‘warning’ before they receive a caution fee, however, there are some actions that will receive an immediate caution fee and in some cases disciplinary action. Actions where warnings will be issued include non removal of refuse or excessive noise. Actions where immediate caution fees will be issued include, not evacuating during a fire alarm, smoking within student accommodation, having items stored in the bedroom or flat which may cause a health and safety risk such as petrol or other flammable materials, blocking fire doors or propping open fire doors.

Please note: These lists are not exhaustive and warnings and caution fees may be issued by the University Accommodation Manager as deemed appropriate.

A full list of prices relating to damage can be found online, in the "How to live like a student..." guide.

Damage charges

Residents are responsible for the fixtures and fittings in their room and communal areas within the flat. The University will charge residents for vandalism and damage caused to accommodation property during the year, however, if a resident feels that damage was done accidentally they may not be charged. Residents are asked to inform their on-site accommodation staff about any damage so that it can be repaired and the cause investigated.

The University operates this policy to maintain the high standards of its accommodation, ensuring future students can enjoy the benefits of good quality accommodation too. Items

which need replacing as a result of fair wear and tear will not be charged to residents, however all damages (accidental or otherwise) will be investigated and a decision regarding charges will be made based on the outcome.

Often fixtures and fittings used in university accommodation are manufactured to a different specification than those found at home; therefore the costs for replacement may be significantly higher.

How are damage charges issued?• Once damage is identified, the University

Accommodation Manager will conductan investigation into how the damagewas caused and if possible find who isresponsible. If it is applicable a 7 DayNotification of Invoice form will be raised andissued to the resident/s involved in the damage

• Where an individual/s cannot be identified thenthe cost will be shared amongst all of theresidents within the immediate area

• Residents are responsible for any guests invitedinto university accommodation. If guestsdamage university property while visiting theresidents will be liable for the cost

• The residents have 7 days to respond to thenotification. After this time a request forpayment will be raised for the full cost of thedamage. Residents are advised to usethis time to raise concerns or provide moreinformation. Do not ignore the 7 daynotification as charges do result from theseforms (if no explanation is provided).

Damage charges

These are not caution fees, but charges that the University has incurred as a result of either accidental damage or malicious damage charged back to the resident. In the case of accidental damage the cost will be passed to the resident(s) involved. In the case of malicious damage, there will also be disciplinary proceedings. Residents wishing to query charges should use the appeals procedure. All appeals must be lodged within 10 working days of the notification of damage.

Payment for damage charges should be made via the online store unless advised otherwise.

2928

Summary Leaving accommodation

Check the accommodation

Residents are asked to vacate their room before 10am on the end date stated on their accommodation contract. An email reminder will be sent before a residents departure, giving guidance on what needs to done before they leave their accommodation. Residents are required to clear their accommodation of their belongings, ensuring it is left in a clean and tidy condition, with all rubbish disposed of. Any items suitable for re-use such as unopened tinned or dried food items (which need to be in date) can be taken to reception. Arrangements will be made with a local charity to re-use the goods. It is essential that residents switch off lights, sockets and taps, close and lock the windows and lock the door before the key (and access card) is returned to reception. If residents are in any doubt, discuss this with a member of staff.

Returning the key

Residents must ensure that the room is locked when they leave. Residents should return their key to reception ensuring that they sign the key signature book. If there are no staff members available, residents are asked to deposit keys in the relevant key box which can be found in reception. Please do not leave the key with a friend or in the contracted room or flat. If a resident loses their key they will be charged the cost of replacing the locks. If keys are taken home please contact the specific university accommodation reception and advise them (as soon as possible) as time delays incur charges. Keys should be returned by special recorded delivery to the University Accommodation Manager in that particular accommodation.

Residents who do not return their keys on the last day of their contract and provide no explanation, will be charged a £50 administration fee plus a daily room rental will be charged until the keys are returned or the locks are changed (incurring additional costs).

Leaving early

For the majority of student residents there is no notice period in the tenancy agreement which means a resident will not be released from their contract to live in non-university accommodation, whether privately rented or at the residents home address. If the resident leaves for any reason, they will remain responsible for the rent until the end of the contract or until the room is re-let to another student who is not already a contracted university resident. The resident will remain liable for the rent until the new occupant moves in. The Accommodation Office in The Gateway can assist in advertising the contracted room on StudentPad.

Left belongings

Residents are responsible for the removal of all items at the end of their accommodation contract. Accommodation staff will endeavour to contact owners when items of value are left behind. Goods not removed will be disposed of through the Universitys supported charity route.

• Read this Handbook as it forms part of the legally binding accommodation contract and helps the smooth running of our accommodation community for the enjoyment of university life

• Complete the online pre-arrival induction

• Complete the online inventories (individual and communal) on arrival as soon as possible

• Become familiar with university staff and the support networks available as they are there to help

• Always evacuate if the fire alarm sounds

• Pay rent on time

• Report repairs, faults and problems as soon as possible

• Report all accidents or suspicious incidents to staff at reception or to the Campus Police Officer on 0191 515 3999

• Serious incidents should be reported to the Police (1999 from halls of residence – (999 when calling from outside the University)

• Use the recycling facilities provided and use energy wisely

• Notify us of email and mobile number changes residents can update their own records using the accommodation online booking system

• Everyone is entitled to live in a clean and healthy environment, please respect fellow residents.

Please don’t!• Smoke as it is not permitted in any area within

the accommodation. There are designated external smoking points on campus

• Put yourself or others at risk: use the transport available

• Leave doors and windows open when rooms are not occupied

• Let anyone borrow room keys or the access card. If the key/card is lost, report it immediately

• Breach the Health and Safety rules as residents may be issued a caution fee

• Be a nuisance to others, respect their needs; in particular don’t create noise pollution and keep noise levels down

• Keep an untidy flat: set up a cleaning rota with other flatmates and ensure the removal of rubbish on a daily basis

• Deep fat fry or use chip pans

• Tamper or interfere with any of the University fixtures and fittings (including internet kit)

• Leave food unattended when cooking (grill pan fires are the most common incidents in accommodation)

• Use candles or items with naked flames

• Damage university property, fixtures or fittings, as residents will be asked to pay

• Keep pets (except in circumstances of disability)

• Forget to return keys on departure

SECTION 7

3130

If you require this correspondence in large print or another format, please contact us.

Accommodation OfficeLevel 1The GatewayUniversity of SunderlandCity CampusChester RoadSunderlandTyne and WearSR1 3SD

Tel: 0191 515 2943Fax: 0191 515 2902Email: accommodation@sunderland.ac.uk

facebook.com/UoSAccom @ @SUniAccom