Halls of Residence Handbook Contents

Welcome 03 Arrival 04 Facilities 05 Behaviour 06 Services 07 Cleaning 08 Maintenance 09 Fire Safety 11 General Safety 13 Support 14 Emergencies 15 Admin Issues 16 Rules 18 Residence Life 20 Responsibilities 22 Departure 23

UUK Code of Practice The University of is signed up to and compliant with the UUK Code of Practice.

For more information on the code please visit: www.universitiesuk.ac.uk/acop

Before you come to university please take time to read through this handbook, as well as the Conditions of Residence, which provide valuable information about living in halls.

The contract you sign is a legal agreement between you and the university which lays out your obligations and the university’s responsibilities. It is important that you read and fully understand this commitment.

2 | Accommodation Guide Welcome to the University of Cumbria…Your new home from home!

The Accommodation Team warmly welcome Please bear in mind that the you to life in halls at the University accommodation may have been unoccupied of Cumbria. for two months when you move in, and some surface dust may have gathered. In this handbook you will find an overview of facilities and support services, as well as Don’t be afraid to ask questions and/or policies and procedures (which are detailed in request help from the Accommodation your conditions of residence). On our part we Officer, Residence Life Assistant, or other want to ensure, as much as possible, members of the university staff on site if that the halls are clean, safe and secure and there is anything you are unsure about. that residence life provides a supportive environment that facilitates your learning Best wishes for the academic year ahead. experience. On your part, please be aware that you will be held responsible for getting to know and abiding by the policies and Meet the team… procedures within this handbook and the Accommodation Office & Residence Life conditions of residence. As a University of Assistant Cumbria student you are also responsible for adhering to policies in the Student Code of 015394 30224 Conduct, you can download a copy from [email protected] https://my.cumbria.ac.uk/Student-Life/ Where? Ground Floor - The Barn Support/Responding-to-your-concerns/ Residential Services Manager Student-Code-of-Conduct/ Vanessa Pattinson At the University of Cumbria we view living 01228 616034 in halls as an integral part of your campus [email protected] experience. As a result of your community living experience we hope that you will Ambleside Reception develop a concern and respect for others, 015394 30274 share your social, cultural and academic [email protected] experiences and learn to live in close quarters with a diverse group of students. Where? The Barn (Ambleside) When? 8.30am – 7.00pm Monday - Thursday When you arrive at your accommodation, 8.30am – 5.00pm Friday it should be equipped (as shown in the inventory), clean and ready to move in. Should Ambleside Security this not be the case, or if you feel that the 015394 30274 or 07809 190 531 standard of cleanliness is not what you would Where? The Barn (Ambleside) expect, please contact the Accommodation When? 5pm - 7am, Monday - Friday and Office immediately so that they may visit and throughout the weekend. assess the situation.

Accommodation Guide | 3 Arrival

What should I bring? Inventory • Bedding—sheets, duvet, pillows & covers After you have collected your keys and before • Towels, including tea towels & bath mat you unpack you need to complete both the • Crockery, cutlery and pans room and flat inventories which will be in your • Food for the first couple of days welcome pack on arrival. Check every item in • Cleaning materials your room and communal areas and record any • Iron discrepancies such as missing items, marks on • Clothes hangers walls, carpets etc. • Toilet rolls—only 1 will be provided on arrival. This is an official record of the condition of the property when you move in and will be used to Any electrical items you bring need to have compare with the condition of the room when been PAT tested within the last 12 months. you leave. You will be charged for any missing Storage space is limited, so be selective when items or damage. You must return your packing and shopping. Please bear in mind that inventory within the first week of term. If you you will be sharing space in the fridge and do not return your inventory we will assume freezer. Contents Insurance is included your that everything in your room is as we have own personal possessions as part of your listed it. tenancy agreement with us.*For more information please visit https:// Welcome Meeting www.endsleigh.co.uk/student/your-student- There will be a welcome meeting once cover/?HHRef=HH1722 you move in on Welcome Sunday. This is a compulsory meeting for all resident students What should I leave at home? and allows you the opportunity to meet the Please do not bring any of the following:- staff and to hear some essential information kettles, toasters, grills, rice cookers, deep fat to help you settle in. fryers, chip pans, fridges, freezers, sandwich toasters, “one cup” elements, microwaves, Visitors washing machines and dryers, halogen Adult visitors (over 16) may stay overnight for lamps, candles, fairy lights, incense burners, a maximum of two consecutive nights in any sunbeds, heaters, dartboards, swimming pools, 14 day period. You should not have visitors barbecues, any form of weapons (real or staying on consecutive weekends. Visitors imitation), ornamental swords, ammunition, should not be left, day or night, in the illegal substances, pets, vehicles or vehicle allocated accommodation without you being parts. present. Permission to accommodate an overnight guest must be obtained in advance Key Collection from the Accommodation Officer and the You will receive information by email during Residence Life Assistant must also be the summer which will provide details of the informed. You are responsible for the moving in and key collection process. behaviour of your visitors and will be held liable for any damage or disturbance caused by them. Bedrooms may be available for visitors. Please contact the Accommodation Office for further details & Rates.

4 | Accommodation Guide Facilities

Bedrooms You are responsible for keeping kitchens Each bedroom is fitted with: clean and tidy, including the cooker and fridge/freezer and for removing all rubbish • Single or 3/4 bed and recycling from the kitchen. If excessive • Mattress and mattress cover rubbish is left in the kitchen it will be removed • Desk with drawers by the Domestic Services staff at a charge. • Desk chair • Wardrobe Please note that fat fryers/chip pans are not • Bedside cabinet. permitted due to the health and safety risk • Waste Bin they create. • Desk Lamp All rooms are furnished with curtains or blinds Laundry Facilities and carpets. You may want to bring a small rug There are Top-up Card operated washing for the floor. machines and dryers accessible within/near to Bathrooms the halls of residence which all students have access to. This service is managed by Circuit Each floor has a bath/shower room, with Laundry and their helpline number is 0800 washing and toilet facilities. 092 4068 should you need to report a problem. Please note that the key code for Care must be taken not to block drains or allow laundry access will be given on arrival. basins or shower trays to overflow. In en-suite Students are requested not to put wet or rooms the shower drain needs to be cleaned damp clothes on radiators but to use the regularly. dryers provided in the laundry. If you find a Internet Access machine out of order please contact the number displayed in the laundry and inform Wireless Internet connection is provided in the Accommodation Office. every bedroom by Glide There is no additional charge, the cost of this is included in your rent. First Aid Details on how to connect and the help-line There are no first aid boxes provided in halls. number for support will be in your welcome We recommend that you bring your own basic pack on arrival. First Aid Kit with you. Should you require the assistance of a first aider during office hours Kitchens then please call the main Reception and they Each kitchen is equipped with: will arrange to send a trained first aider to you. Outside of office hours please contact our • Cooker Security Team. • Microwave • Fridge • Freezer • Kettle • Toaster • Vacuum cleaner • Mop and bucket • Dustpan and brush • Hoover Accommodation Guide | 5 Behaviour

Disciplinary Matters exclusion from services or university in very The rationale behind the halls regulations is serious situations. The university also reserves to ensure the safety, security and well-being the right to involve the Police where a criminal of all residents. Breaching the Conditions of offence may have been committed. Residence is also considered a breach of the university’s Student Code of Conduct and these Full details of the Student Code of Conduct can breaches will be investigated by the residence be obtained from Student and Staff Services, team and may include a member of your Accommodation Office, the Students’ Union, course team. or online: www.cumbria.ac.uk Where Conditions of Residence/Student Code of Conduct have been breached, appropriate Fixed Penalty Notice sanctions will be applied and will reflect the The Fixed Penalty Notice Scheme is used when level of seriousness of the misdemeanour. a student admits to a misdemeanour, therefore Where the same student(s) is repeatedly eliminating the need for an investigation to alleged or found to have breached the find out who is responsible. Conditions of Residence the matter may be forwarded to the more formal methods of Serious breaches – even if admitted – may be investigation under the Disciplinary Procedure. dealt with through a disciplinary interview or hearing, especially if a more severe sanction is A copy of the Student Code of Conduct and needed than those Fixed Penalty Notice Disciplinary Procedure can be downloaded Examples listed below. from: • Noise disturbance (£50.00) https://my.cumbria.ac.uk/student-life/ • Cleanliness of flat/halls (£30.00) support/responding-to-your-concerns/ • Lack of respect for fellow students student-code-of-conduct and staff (£25.00) Information relating to an allegation may • Unauthorised visitors to hall/room/flat be forwarded to a Disciplinary Officer (£20.00) from a number of sources including • Vandalism (£20.00 plus Accommodation Services, Night Security, repair/replacement costs) Domestic Services staff and/or a member • Minor damage to property (£20.00 plus of staff in a department faculty. repair/replacement costs) • Littering within or outside of halls, Again, where allegations are proved any including cigarette butts (£15.00) sanctions will be applied according to the • Failure to provide student identification seriousness of the breach and may take at the reasonable request of a member account of any mitigating circumstances. of university staff or staff working with the university (£10.00) Sanctions can range from verbal or written • Smoking in unauthorised areas (£50.00) warnings; fines up to £50, £75 or £150 • Use of candles (£30.00) per breach (depending on the method of You will receive an invoice from the finance investigation used (Correspondence, Interview department and payment should be made or Hearing) and in addition to any cost of straight away. repairs or replacement there may be; and/or

6 | Accommodation Guide Services

Mail Students are encouraged to be environmentally Make sure that you give the correct address for responsible in their consumption of energy correspondence as follows: and water. Please switch off lights and other electrical appliances when you leave the room. Fairfield Halls/Wansfell/ Thermostats are provided on all radiators Rydal Road for you to regulate the temperature in your Ambleside room as appropriate. Please be aware that the Cumbria heating is on a timed schedule and is on in the LA22 9BB morning and at night, not 24 hours. Heating systems operate according to the season and Fellbarrow/Stybarrow/Yewbarrow/Eaglecrag/ prevailing weather conditions. Castle Crag/Rosthwaite/ Seathwaite Rydal Road Parking Ambleside Parking permits are not available for resident Cumbria students unless you have a disability, in which LA22 9BB case you should contact Student and Staff Services at: The name and postcode for your hall will be [email protected]. displayed on your kitchen noticeboard. There is a pay and display area on campus, Letters will be delivered directly to your hall. however this would prove expensive to use on All parcels will be delivered to the Barn and a regular basis and parking is extremely limited should be collected from the Barn Reception. during the week. Free student parking is Parcels will only be available for collection allowed on campus after 5.00pm and before between 5.00pm and 7.00pm. 8.00am weekdays and all weekend. Any cars parked on campus are at the owner’s own risk. You will need to provide your Cumbria Card, for identification purposes, prior to collection. Unless you need a car for you course, we would strongly recommend that you don't bring one Gas and Electricity with you. Gas and electricity charges are included in your rent. Meters are regularly inspected and excessive use of heating may be surcharged.

Accommodation Guide | 7 Cleaning

Cleaning Rubbish Students are responsible for keeping all Waste bins are available in each student communal areas, as well as individual bedrooms bedroom, and refuse bins are available in clean and tidy, specifically ensuring that: each kitchen. You are responsible for • all kitchen surfaces are cleared and wiped disposing of personal refuse and recycling • floor areas are free from clutter from your room to the designated refuse/ • sinks and surfaces are free of dirty pots, recycling areas. The disposal of communal kitchen refuse/ pans and cutlery recycling is the responsibility of all the • all rubbish and recycling is removed from students in the flat. We recommend as a flat the kitchen on a regular basis you establish a rota fairly to share domestic • cookers and microwaves are wiped out duties. If rubbish repeatedly is not removed, each time after use then this will could lead to disciplinary action. • bath, shower and toilets are kept clean and wiped down/ventilated to avoid build-up Recycling of condensation and black mould. You are encouraged to try to recycle as much of your waste as possible. Recycling bins are The Accommodation lle will carry out weekly located at the rear of halls on Rydal Road and inspections to ensure this is happening. behind the Millet for Cottage residents for glass bottles, cans, paper, cardboard, plastic Upon End of Tenancy Inspection, etc. dependant on the Condition of your Room, Students will be charged for additional Litter Clearance cleaning if bedrooms, shower rooms or The paths and grounds around the halls are communal areas are not left in a clean and routinely swept and litter removed. You are tidy condition, or if rubbish/recycling is expected to behave responsibly and avoid continually allowed to pile up in communal causing or adding to litter on the campus. Any areas. student caught littering could receive a FPN of £15.00. Unwashed crockery, cutlery and cooking utensils, or any other item(s), which are Vermin considered to constitute a hazard to health will Be proactive in preventing pest problems by: be noted and an improvement notice issued. Non–compliance with this notice will result in • keeping your flat clean from leftover food the item(s) being removed and disposed of and crumbs and you will be charged for the removal of • making sure food is properly stored these items. • not allowing kitchen refuse to build up Please do not throw food out of windows for Domestic staff will clean stairwells and foyers. birds - food left lying around often attracts They will also clean communal bathrooms vermin. If you suspect that your flat has vermin weekly. of any kind, you should complete a Richmond request immediately via Blackboard and inform the Accommodation Office.

8 | Accommodation Guide Maintenance

Maintenance Maintenance Response Table Requests for maintenance are made by The table shows the response time that Estates completing a maintenance request on our will endeavour to achieve. A response can Richmond app via Blackboard. On completion, mean a visit by a member of the Estates team. these requests will be referred to our The repair may take longer should parts need Reception team in the Barn and Estates staff to be ordered or a specialist called in. Students will call to assess the problem. It is your are not permitted to decorate their rooms or responsibility to complete a maintenance remove furniture or carry out repairs. request when reporting a defect. When Estates have visited your room in response to a Response Time Example of maintenance request, they will leave a card so maintenance issue that you know they have been to determine the fault. If the problem has not been resolved e.g. Emergency Gas leaks, water parts are required, this information will be immediate response leaks, fire, given on the card. flood, total power failure, no Planned Maintenance lighting, no water, Routine and statutory maintenance inspections alarm fault will be carried out throughout the year. You will or activation, be emailed a schedule of planned preventative external doors maintenance work each month. You will be not closing, lock out notified of any additional maintenance in due to advance by email to your university email failed lock, broken account with at least 7 days notice. glass which cannot be repaired Emergency Maintenance Requests by Night Security These should be reported to reception who will Response next No hot water, no then contact Estates or any other appropriate working day heating, blocked service to assist. Out of office hours, please drain/WC, faulty contact our Security Team who will investigate light, broken internal prior to any call out. glazing, door entry system fault, infestation. Response within Faulty taps, faulty 7 days door closers, repairs to broken items of furniture, replacement

Accommodation Guide | 9 Mid term Inspections All university accommodation is visited by the Accommodation Officer at least once each academic term. You will be notified by email of the intended date of the visit, which will take place during normal working hours, with at least 48 hours notice. The purpose of these visits is to ensure that you are looking after the property and that health and safety standards are being maintained. It will also help you to help yourselves, in that we may point out areas which need special attention so you can avoid large cleaning/repair bills when you vacate the property at the end of the year. If a room/flat is not in an acceptable state when inspected, then a re-inspection date will be arranged. Please remember that we are here to help you, please ask the Domestic Services staff, Residence Life Assistant or Accommodation Officer if you need advice about cleaning or maintaining your room/flat. Although we do like to meet a member of each flat so that any problems can be discussed personally, it is not essential and in your absence you could leave a note to draw attention to any particular problem you have. Any items deemed to be dangerous or any listed as not allowed in the Conditions of Residence will be confiscated. The Accommodation Officer will record receipt of the items and students will be allowed to collect confiscated items at the end of term when returning home.

10 | Accommodation Guide Fire safety

Fire Safety and Evacuation Procedures

• In the event of a fire, follow the instructions • Smoke detectors and heat detectors are posted in each room and on Hall notice located in the halls of residence, misuse boards. of these and/or fire door security seals • Fire blankets and small extinguishers will be treated in the same way as misuse are provided in the kitchens, to deal with of fire fighting equipment. small fires. Ensure that you know where this equipment is located and that you are There will be a full fire evacuation test of the familiar with the instruction for its use. residences at least once during the academic • The fire alarm is activated by breaking year, when all the alarm bells will be activated the glass cover on the red break glass point, continuously and you will be expected to these are situated next to fire exit doors in vacate the residences. Residents that fail to residences. vacate the premises during an evacuation • Make sure that you are familiar with all the test may be fined and disciplined. escape routes out of the residences, including routes that you may not normally If you have a disability you should contact the use. Gateway Managers who will be able to signpost • Do not block corridors, stairs, doorways or you to the Disability Officer in Student and landings with boxes, cases, bicycles or Staff Services to ensure that you aware of the outdoor equipment. support available to you. • Do not allow combustible materials, such as old newspapers, bags of rubbish/ recycling Additionally as a resident student we have etc. to accumulate in kitchens. duties to ensure your safety in the event of an • Fire doors are designed to protect your emergency (e.g. fire) in halls. Student and Staff emergency escape routes, they must be Services will, if necessary, arrange a meeting kept shut and never be wedged open with the university Health and Safety Officer or obstructed. to complete a personal emergency evacuation • The use of candles, oil/essence burners, joss plan for you. sticks etc. is strictly prohibited within the residences and because of the potential Door Closures harm to others in the university community Room doors, kitchen doors, and doors adjacent fireworks cannot be let off in halls or on to staircases are fitted with hydraulic door Campus. closures. They are frequently considered a • Students must not interfere with fire nuisance but are designed to reduce the risk of fighting equipment. If a seal on an spread of fires. It is an offence to tamper with extinguisher is discharged for any other these devices or to prop open any door with a reason than one which is deemed closure attached and you will be fined. Please legitimate, the cost of refill/renewal/ report any faults associated with door closures replacement will be proportionally charged by submitting a Richmond request via to all students of the flat/ floor as Blackboard. appropriate.

Accommodation Guide | 11 Smoking Smoking (of any substance including the use of e-cigarettes & vaping) is not allowed within the halls of residence. Please use the designated areas outside. Please do not leave cigarette ends on the ground and always dispose of them safely in a bin. If there is evidence that you have smoked in halls, including your bedroom you will be charged £50 fixed penalty notice possible End of Tenancy Charge and there may be an disciplinary Interview.

12 | Accommodation Guide General safety

Electrical Appliances Reports will be treated in confidence, as far as The use of kettles, cooking equipment, “one possible. Please assist us in discouraging cup” elements, rice cookers, fridges, freezers, unauthorised persons from coming on to the toasters, microwaves, sunbeds or heaters in university site. If at anytime you are suspicious, bedrooms is prohibited. Washing machines and please report the circumstances at once to dryers are not allowed in the halls of residence, Reception or Security. other than those provided by the university in the launderette. A student should never leave his or her room without locking it. Ground floor and balcony If you bring electrical equipment into halls you windows should also be locked when a room is must ensure that only one appliance is wired to left empty, after dark and before retiring. one plug and that each appliance is: It is most important that students, entering or leaving a building, ensure that doors are closed • in good working order securely behind them. Never admit other • covered by a current portable appliance test residents’ visitors. • fitted with the correct fuse Safety and Security in Residences For safety reasons, if you are bringing a It is the responsibility of all residents to ensure quantity of computer equipment you should that the hall of residence is a safe place to live have a good quality bar adapter which and work, any suspected hazards should be incorporates its own fuse. If you are travelling reported immediately. The Conditions of from outside the UK please ensure plugs are Residence are quite explicit. Doors should compatible with UK voltage system. Unsafe or never be propped open, doing so is considered faulty adapters, fittings and dangerous wiring a serious breach of safety and security. will be confiscated and it is possible that a fine Overloading of electric sockets is extremely will be imposed. dangerous and can lead to electrics tripping or Holes must not be made in furniture or fabric fire. Using unreliable extension blocks will be to accommodate wiring. You must not carry out considered to be a breach of health and safety repairs to university electrical equipment, but regulations and a disciplinary/fixed penalty report any faults by completing a maintenance notice may be necessary. request. Security Personal Safety Security staff are on site/available between Any violent acts, or incidents that cause 5.00pm and 7.00am making regular patrols of distress, whether directed towards you or the campus and halls of residence. They may someone else, should be reported as soon as be wearing body cameras and images could be possible to any of the following: used as evidence in disciplinary hearings. • Residence Life Assistant • Accommodation Office • Reception • Security

Accommodation Guide | 13 Support

Residence Life Assistant The RLA works closely with the Accommodation Officer and the security team, and is an integral The mission of the Residence Life Assistant iso part of university life for residential students, provide an environment that is supportive of a making a vast contribution towards your resident student’s basic and developmental safety, security and well-being. The RLA is needs and to generate a sense of belonging to part of a team with responsibility for carrying a living community that emphasises mutual out security measures in all accommodation respect and understanding and awareness of buildings. The RLA will respond and deal with diverse cultures. a variety of incidents and events with the aim of safe guarding the buildings, its occupants, The RLA is responsible for the welfare of assets and contents. the residential students and balances discipline and community development in the The RLA will also be working for the benefit of halls, offers suggestions for improving your all students, staff and visitors to the Campus life in the halls and enjoy a living learning and incorporating student events throughout experience. the academic year.

14 | Accommodation Guide Emergencies

Illness On/Off Campus Advice You are advised to register at Ambleside Health • Lock ALL external doors and windows when Centre 01539 432693 before an emergency house/room is unoccupied (use window arises, otherwise you may experience some locks if fitted) even if only for a short time. delay before receiving attention. • ‘Postcode’ all valuable property and attractive/saleable items using a UV marker Students requiring urgent medical attention or an engraver and include your house/flat at night or during the weekend should number e.g. LA22 9BB. telephone Baycall 01539 735999 (the • Never put expensive items in view of out-of-hours GP service) or the Medical windows. Practice where you are registered. In the • Open curtains in day time and leave a light event of a medical emergency you should on at night, preferably using a time switch ring 999 (or 112) and inform the duty when the flat/room is empty. Residence Life Assistant or Security if further • If you do not need a car for your course, assistance is required. leave it at home. • Keep cards safe at all times. Emergency Services • Report crime or damage to the Police/your Should you require the assistance of one of landlord and/or the university. This enables the emergency services, always call 999 and early action and repair. then let reception/night security and the • Strangers seen wandering on campus Residence Life Assistant know. You can contact should be reported to Security, Residence the Gateway Managers/Security from your Life Assistant or the Gateway Managers. mobile by dialling 015394 30274. If you are unsure or have concerns you can speak to the Gateway Managers or Night Security staff who may contact the emergency services and/or the Residence Life Assistant to inform them on your behalf. They will require your name, your location and a description of the emergency.

Crime Prevention Whilst the campus is a low crime area, burglary is very much on the increase and student occupied houses/residences are often targeted. If the following guidelines are put into practice the risk is greatly reduced.

Accommodation Guide | 15 Admin issues

Absence Following your arrival you will be emailed Whilst there is no question of residents having an invoice for accommodation / catering (if to ask permission to go away, it is important for applicable). You will then be able to go to them to inform their neighbours of their https://payments.cumbria.ac.uk/invoice. Log absence. If you are planning to be away for on using your student ID and DOB. You can more than 5 days, as a matter of courtesy then select the option to pay in full or by we ask that you please inform the RLA, or instalments. The system will guide you through Accommodation Officer. the process and once completed an email will be sent to you confirming your payment or Fees instalment plan. If you are denied the option to The residential charge entitles you to occupy pay by instalments, please pay in full or your room for the dates stipulated on your contact our Finance team on 01524 590826. Accommodation Contract and includes Christmas and Easter vacations. Finance will endeavour to support students who experience payment difficulties. However, students are ultimately responsible for Accommodation fees are paid online using a informing finance of matters which will impact debit/credit card. If you have a query about on the ability to pay on time. Students will be payment please contact the Finance Office on notified by email of payment failures. An 01524 590 826 or email at: immediate response from students on the [email protected] matter will be expected. Payment arrears will result in 1) cancellation of the instalment plan If you wish to stay in residence beyond (if applicable) 2) suspension of catering (if the end date of your contract you should contact applicable) 3) eviction, or any other sanction the Accommodation Officer. deemed appropriate. The University will Summer accommodation is at a premium approach guarantors for payment in full of the and early booking is essential. Accommodation Contract balance, including catering charges. Further failure to respond Payment of accommodation fees can be made in will result in legal action for the guarantor. full at any time up to and including your arrival at the university. This includes payment from non- Complaints EU students. To make a payment prior to, or on arrival go to: If you feel we have failed to meet the standards you would expect of us, please https://payments.cumbria.ac.uk/open inform us of the problem. If the complaint you UK and EU students may have the option to pay make is verbal, the matter will be investigated in three instalments. However, this is not and a verbal response given within 7 working available to all students in which case payment days. If the complaint is in writing, the will be required in full prior to or on arrival. complaint will be investigated and a written Finance does reserve the right to deny the option response given within 7 working days. If after a at any time. Instalments are paid at the start of written complaint you are not satisfied by the each term. For autumn arrivals the terms are response you have received, there is a formal September, January and May. The last date may university complaints procedure you can be subject to change; however, information is follow and details of this (and forms to fill in) made available online prior to the start of the are available from the Accommodation Office year. or on the university website: www.cumbria.ac.uk/studentprocedures

16 | Accommodation Guide If the response to the complaint is still not Lost Property acceptable and all internal elements have For any property “lost or found” within halls been facilitated, an application may be made please contact the Gateway Managers, at the to the Office of the Independent Adjudicator Barn Reception. Details of items found will be for Higher Education (OIA). Details of how to logged and the property stored for 30 days, pursue redress via the OIA are provided on the after this time unclaimed items will be university website. The policies and disposed of. procedures governing independent review will be as determined by the OIA. Room Changes All room changes must be approved in writing Alternatively if you feel we have failed to by the Accommodation Office and are subject meet the standards as laid out in the to charge. Room changes within the residences Universities UK Code of Practice. The codes appear on the face of it to be simple but, with allow you to gauge your accommodation nearly 500 residents in total even a small against a set of standards, and if it doesn’t percentage wishing to move can add meet these standards there is a complaints considerably to the administrative work-load. procedure in place. However, special cases can very occasionally be made, and permission given for changing For more information on how to do this and your room. If you think you have a special case, details of the standards set out in the code the first person you should contact is your please go to: www.universitiesuk.ac.uk Accommodation Officer.

Televisions If a move is not possible straight away, but Any equipment receiving a live TV signal must you have been granted permission to move, be covered by an appropriate licence. The you will be put on a waiting list and contacted university television licence does not cover when a room becomes available. Please note the use of students’ personal televisions. that unauthorised transfers will incur financial External wireless or television aerials must not penalty. be erected on university property. Bicycles Please check with TV Licensing regarding Bicycles must not be stored in flats or the licence requirements at www.tvlicensing.co.uk. corridors of the halls of residence. However, bikes may be stored in the cellars of Wansfell Please note that there is not a TV aerial socket and Helvellyn. Locks should be brought with in student bedrooms. bicycles for safe storage. Storage Vacations Outside the period of your contract, the Your accommodation contract is inclusive of university cannot provide storage space for Christmas and Easter vacations and you can your belongings, though we will give you remain in halls leave your possessions information about local storage companies. or in your room during these periods. You should make appropriate arrangements for your belongings well in advance of the summer vacation. Any items left in rooms or communal areas after the contract has ended will be disposed of. Accommodation Guide | 17 Rules

Illegal Substances A charge will be made when you leave if the Students must not allow their rooms to be used walls have been seriously marked. Sexually for the abuse of substances, as described in explicit, racist or homophobic posters, the Misuse of Drugs Act 1971. postcards and notices, or any other content which may offend others, is not acceptable Any illegal substances found will be removed in any public areas within the residences, and all suspected cases involving drugs or and are discouraged from being displayed in other illegal substances will be subject to a full individual rooms. and thorough investigation under the Student Code of Conduct. Parties Parties are not permitted in halls of residence You may be suspended whilst the Police and/ for reasons of safety and disturbance of other or university investigate and the possible residents. sanctions can include deregistration from your course. Pre-drinks and unplanned social gatherings which cause disturbance are also considered to Multiple Occupation of Rooms be a party. Please check on the availability of No permanent multiple occupation of university facilities for hire if you wish to hold bedrooms is permitted in single rooms. a party or function.

Students are allowed overnight guests Peddlers under the terms and conditions stated in the Purveyors of various items (notably insurance) Conditions of Residence (see under Visitors). occasionally visit the halls. The university does not welcome such activity, please report any Persistent use of the facilities by visitors is not visits of this nature to the Gateway Managers allowed. You are responsible for the actions of your visitors, whether invited or implied. Pets No animals, reptiles or fish etc. may be Noise kept in accommodation, with the exception of Students are requested not to make or allow guide dogs authorised by the Accommodation any loud noise. In addition to this, music Officers. should not be audible outside bedrooms at any time. Students are requested to use Use of Premises headphones when listening to music late at Students are advised to read the Conditions of night to avoid disturbing other residents and Residence prior to arrival to ensure that they neighbours. are in compliance with all the conditions. Furnishings and equipment are provided Posters for the benefit of all residents and must not A noticeboard is provided in each study therefore be removed from communal rooms. bedroom for sticking up notices, posters, This applies to tables and chairs. pictures etc. Please do not attach notices, posters etc. to any of the walls or doors.

18 | Accommodation Guide Dartboards and the throwing of darts or other sharp objects in and around the halls of residence is not permitted, nor is the playing of any ball or frisbee game, food or water fights, nor any other dangerous horseplay.

Portable barbecues, paddling/swimming pools, camping stoves, tents, awnings etc. are not permitted in or around the halls of residence. Residents may not store collections of empty cans, bottles, road traffic signs/cones in their study bedrooms/kitchens.

Students will be subject to charges for removal of excessive rubbish build up in halls of residence. Fairy lights are a fire hazard and are not permitted at Christmas nor at any other time of the year. Christmas decorations must be put in safe places and removed before leaving for the seasonal break.

Accommodation Guide | 19 Residence Life

Residential Life - the reality check Life Assistant has had a lot of training and Whilst it may not be the first time that you experience in handling situations that you will have experienced living in shared may well be encountering for the first time. accommodation, challenges may still arise. That is perfectly natural and understandable ‘I had a lot of respect for my flat mate, she was and is why we have included a few pointers the only one who wouldn’t follow the pack and thoughts from former residents that and spoke out when people were doing things might help you along the way… wrong, but everyone else was frightened of saying anything’ QTS student ‘It was hard coming in to halls, for let’s face it, I hadn’t met so many different people before… I People will act in different ways for we are all didn’t like it at first either, but once I opened up individuals; you don’t have to agree or disagree a bit, I got so much more out of it and began to with someone all the time. Everyone requires appreciate that differences are what makes the different amounts of personal space and world tick’ Sports Science Student. they handle situations in different ways. Just because it’s not the way you would do Tolerance is the key to getting along with it, does not make it wrong. others on your floor or in your flat. Build rapport with all around you, get to know your ‘If it wasn’t for my flat mate I would have left neighbours in the rooms to the side, above and university... it sounds soft, I know, but I was below, introduce yourself early on... it will make missing home, missing my girlfriend. My flat it a lot easier, if a problem does arise. mate got me out of my room and we’re the best of mates now’ Sports Student In the first instance, engage in a conversation about the issue, listen to their point of view as Look out for each other! If someone becomes well as making your own and try to come to withdrawn or changes their behaviour, don’t some sort of understanding or agreement. If it be afraid of showing concern; ask them if is about more than one person then a there is anything you can do to help. If the flat discussion may be the next step to deal problem is larger than you are able to assist with continued reoccurrences of the same or with, encourage the person to seek help from related problems. If you do meet as a flat then the Residence Life Assistant. They will be able establish some ground rules when working to advise the person who they need to contact. through the issues, so that everyone has a If you are concerned because you haven’t chance to hear and reflect upon what the other seen someone for a few days and they hadn’t person is saying. Feel free at any point to call mentioned that they were going away, mention the Residence Life Assistant for advice or an it to the Residence Life Assistant. informal mediation if needed. Even if you just want to use them as a sounding board and not ‘It was funny the first week, people getting to involve them directly…. the Residence drunk, but it got a bit old by week three and by week six I wanted to leave... I wish I’d said something early on.’

20 | Accommodation Guide Everyone enjoys a healthy social life and it is a If I live in halls and I have a big part of university life, especially as you are problem, who can I talk to about it? getting to know each other at the beginning of term. However, be aware that persistent Speak to the Residence Life Assistant if - drunken behaviour can create noise and anti- social problems for others that live with you • you are feeling isolated, disconnected which can lead to arguments and resentment. homesick or ill • your flat mates are noisy and disruptive, ‘God that kitchen was a mess. But just a simple not sharing with communal jobs or using thing like a rota with your name on it and job your food or possessions for that week really helped us get to grips with • you feel you are the subject of harassment the cleaning... best kitchen in the whole block or any sort of intimidation by Xmas... I kid you not!’ • you are experiencing problems living in halls Make an effort to share communal duties; it will pay off in the end! Nobody enjoys doing the Speak to the Accommodation Officer if - washing up, cleaning surfaces, emptying the • you are considering leaving or changing bin, putting things away. But equally, nobody your accommodation enjoys continually living in a mess! Work it • you have you lost your key out from the beginning who will do what each week, use it as an excuse to get your flat/floor Speak to a Gateway Manager for signposting together, its a good way to meet people and to Student and Staff Services support get to know them. If you ignore the problem it officers if - won’t go away! It is more likely to escalate, and the flat could end up with a cleaning charge. • you are struggling financially, worried about paying accommodation fees ‘I’ve seen a kitchen flare up from a chip pan fire • you have personal issues which you wish in less than five minutes and the fire destroy to discuss in confidence it, so it really gets to me when people mess with fire equipment... don’t they get it? They’re Speak to the Students’ Union if any of the messing with peoples lives... and I value my above apply! The Students’ Union life even if they don’t value theirs!!!’ Information and Support Service offers confidential support, advice, information to In buildings this big, health and safety is all students enrolled at the university. paramount. If other people’s behaviour causes Contact information for the team can be you concern or negatively impacts upon your found on the Union’s website: enjoyment of living in halls then this should www.ucsu.me/support not be tolerated, talk to them first, challenge them in a non hostile way! If that fails, speak to the RLA whether you want the person to be approached or not, they may be able to advise you as to how you can deal with the situation.

Accommodation Guide | 21 Responsibilities

Costs for damage in communal areas may, Keys subject to an investigation and right of appeal, You are issued with a set of keys on arrival be proportionally charged to all residents of and it is imperative that great care is taken of the flat/floor/hall, as appropriate. Please see them. If they are lost then found by someone below example charges, indicative only and with criminal intent that person can gain subject to change, dependent on nature of access to the whole building, the whole flat work and how damage repairs are undertaken and your room, putting yourself and others at by the University. risk. Example Charge If you are locked out of your hall you should contact your flat mates to let you back in if Redecoration you know your keys are inside, or you may Patch Paint £30.00 minimum have to wait in another friend’s hall until your Room Redecoration £70.00 minimum own hallmates come home. Only if you cannot Cleaning gain access any other way you should - Internal £12.65 per hour Full Contract Cleaning cost of work • During office hours—go to the reception Carpets in the Barn building to sign out a loan key Burns/indelible stains replacement cost in order to let yourself back into the hall. Removable stains by £34.50 per bedroom You will then need to return the loaned key shampooing £80.50 communal to reception. area • Outside office hours, contact security or the Rubbish removal £5.75 per bag RLA. Identification must be given before Replacement Chairs they will allow access to a room. Study £92.00 Lounge £115.00 If keys are lost you must contact the Polycarbonate £17.25 Accommodation/ RLA Staff or Gateway Wooden £34.50 for a If Managers/Security replacement charge. Re-upholstery of lost keys are subsequently found you may be chairs entitled to a partial refund for one set of keys. Study £55.20 Lounge £80.50 Damage to university Property Fire Extinguishers You are financially responsible for damages Refill £40.00 (other than fair wear and tear) in your bedroom Replacement £70.00 and all communal areas of your flat (including First Aid Box stairwells and entrances). Damage to furniture Replacement £20.00 and fittings must be reported Kitchen Equipment to the Accommodation Office immediately. Microwave Glass Plate £17.25 Students will be charged in full, the cost of Microwave £57.50 replacement/repair for any damage to Replacement university property in his/her area. Kettle or Toaster £23.00 Ironing Board £34.50

22 | Accommodation Guide Departure

Departure Release from Contract The contract you signed when you agreed to Please remember you are bound by your take on the accommodation will stipulate the contract to pay rent for the entire duration of date on which your contract expires and you the contracted length of stay, even if you must vacate the property on or before that vacate your room for a period of leave before date. the end of the contract.

Towards the end of your tenancy, you will Release from your contract may be possible receive a copy of the end of tenancy notes if you have found a replacement to take over which will advise you in detail of the correct the contract on your room, however only when procedures to follow when vacating your the university halls of residences are fully accommodation. occupied and no other rooms are vacant and the transfer has been authorised in writing by When you depart at the end of your contract: the Accommodation Officer (see Conditions of Your keys should be returned to Reception and Residence). you should sign the key return form provided. Your signature on this slip is the only proof that Please note that - your keys have been returned so it is in your • Returning your keys does not mean the interest to follow this procedure. Failure to do contract has ended. this could result in your being charged for a • If you move out without written new set of keys and a continuing charge for permission you will continue to be charged your room. for your room • The flat should be cleaned throughout as advised in the end of tenancy notes. • Failure to do this will result in a charge for additional cleaning.

The return of your key is the only acceptable proof that you have vacated your room.

Accommodation Guide | 23 Accommodation Office 015394 30224 [email protected] Where? Ground Floor - The Barn

Residence Life Assistant 015394 30224 [email protected] Where? Ground Floor - The Barn

Residential Services Manager Vanessa Pattinson 01228 616034 [email protected]

Ambleside Reception 015394 30274 [email protected] Where? The Barn When? 8.30am – 7.00pm Monday - Thursday 8.30am – 5.00pm Friday

Ambleside Security 015394 30274 or 07809 190 531 Where? The Barn When? 5pm - 7am, Monday - Friday and throughout the weekend

© University of Cumbria 2018 (UOC 1165)