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Student Accommodation

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Before Arrival

- Allocation Policy
- Who is Guaranteed?
- How to apply

Notice of Termination

Distance Selling

Code of practice
- Health and safety
- Fire safety
- Smoking Policy
- Lock out procedure and lost keys
- Cleaning
- Laundry
- Mail
- Maintenance (Damage, faults and disrepair)
- Energy, environment and sustainability
- Transport
- Car Parking Policy
- Good neighbour policy
- Customer feedback

Student Support

Residential Rules and Regulations

Disciplinary Code

Accommodation Terms and Conditions 2010/11

Changes to services and facilities may be made from time to time without notice. The University reserves the right to withdraw or change services included in this information. All Rights Reserved.

Before Arrival

Who is eligible for accommodation

• Students who are undergraduates or postgraduates in full-time registration for a complete academic session.
• Visiting students in full-time or part-time registration, part-time students researchers clearly undertaking approved University programmes, non-student visitors to the University undertaking recognised collaborative activity or working within, on behalf of or as a result of direct links with the University, and members of staff, may be offered short-term placements at the discretion of the Student Accommodation Office.
• Guests, who are all other persons with the exception of those constituting Conference Business, having no direct study, research, collaborative, employment or operational links with the University may be offered short-term placements at the discretion of the Student Accommodation Office. Any such placements will be chargeable at the prevailing Visiting Guest Fee Rate and include VAT where appropriate.
• The Accommodation Office reserves the right to refuse an application from anyone who is in default of payment for accommodation fees or associated costs/charges for any period of residence, or anyone who has caused damage to property or distress to other residents during a prior period of occupancy, or has been the subject of any disciplinary action during a prior period of residence.

All references to students and residents shall in these Rules, Guidance and Information Notes for Residents be deemed to include all categories of occupier.

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Allocation Policy

The Student Accommodation Allocation Policy is reviewed annually in conjunction with the Vice-Chancellor’s Group; Registry and the President of the Students’ Union and is subject to change.    The Student Accommodation Office is committed to ensuring that all applications are dealt with as fairly and transparently as possible throughout the allocation process.

We never guarantee any preferences at any stage because it is impossible to determine how many accommodation applicants will actually become 'unconditional firm' students in August after the A-level results. Alongside this factor, is the overwhelming demand for certain room types and complexes, such as Woodland, Marlborough and Solsbury Courts which always exceeds supply in a relatively short space of time.

Who is Guaranteed?

Providing we receive an application by the deadline of 13th August 2010, University accommodation is guaranteed for one academic year from September  to:

• All new to Bath, full-time students in their first year studying Bachelor’s and Master’s undergraduate programmes on the Claverton Campus.
• All new Foundation Year students based at the City of Bath College.
• All new full-time Foundation Degree in Sports Performance students
• All new overseas fee-paying postgraduates.
• A limited number of visiting/exchange students as determined by reciprocal agreement negotiated through the Study Abroad Department at the University of Bath
• Students with specific medical conditions.  Please see this weblink

University accommodation is not guaranteed to:

• All new home/EU fee-paying postgraduates. You may apply to go on a waiting list but are not guaranteed a room. Subject to availability we aim to allocate circa 120 rooms to new Home/EU postgraduates. You will be notified within four weeks of your application as to whether or not we are able to offer you a room. Later applicants may like to look for private accommodation via our Studentpad database which you can access at: http://www.studentaccommodationatbath.co.uk/private/index.shtml after applying for the appropriate password at: http://www.studentaccommodationatbath.co.uk/private/password-app.shtm

• Returning students. We regret we are not able to take applications from returning students for 2010-11 due to the expected high numbers of guaranteed new students. Returning students should look for private accommodation via our Studentpad database which you can access at: http://www.studentaccommodationatbath.co.uk/private/index.shtml after applying for the appropriate password at: http://www.studentaccommodationatbath.co.uk/private/password-app.shtm
Returning students who wish to apply for accommodation on medical grounds beyond their first year should obtain a hard copy application form from the Student Accommodation Office and seek an assessment from the University Medical Centre before 1 May.  The existence or pre-existence of disorders that are well controlled and have responded to medical treatment, even though there is a continuation of medical treatment, does not necessarily constitute grounds for accommodation.

Students who have accidents or who develop a medical condition part way through the academic year will be considered for University accommodation and should seek the advice of the Student Accommodation Office and the Medical Centre about availability.
Students seeking family accommodation:

• Accommodation guarantees extend to unaccompanied students only.  We have a limited range of family accommodation available, mainly suitable for couples without children. Please contact the Student Accommodation Office for further details. We strongly advise you not to bring your family to Bath until you have secured suitable accommodation for the duration of your stay.

Student with additional requirements:

• We can offer a range of study bedrooms for students with disabilities and other additional requirements within several of our accommodation complexes. These include rooms designed for wheelchair users and for students whose disability requires additional space for special equipment. The University recognizes that in exceptional cases students who are severely disabled or experience mental health difficulties or severe medical impairment could not attend University unless they are offered University Accommodation. The University will consider such applicants recommended by the University Medical Centre or Student Services in accordance with University Policies and subject to suitable accommodation being available. For further general information and advice see: http://www.bath.ac.uk/disabilityadvice/

The vast majority of University accommodation is allocated during July, August and September for the new academic year which usually commences towards the end of September.

Students arriving during the academic year will be allocated rooms subject to availability and normally within two to three weeks of their arrival date.

Students will be emailed an accommodation contract detailing their room allocation and payment information.

Students will be advised of how to accept their room allocation and provide payment details online, in advance or on arrival.

Student not wishing to accept their room allocation are free to find accommodation in the private sector.

Students will be advised of what to do on arrival at the University after accepting their contract and providing payment details.

How to Apply

Application for admission to University residence must be made through the Student Accommodation Office

The on-line application system for new students opens on 1 March 2010 for postgraduates, for all other students the application date will be confirmed in the coming weeks. To apply online you will need your Username and password (issued to you at the start of course application process), date of birth and your accommodation preferences.   For detailed guidance notes on completing an application for University Accommodation please click here
Visiting researchers, non-student visitors and guests should make enquiries via: http://www.studentaccommodationatbath.co.uk/enquiry/

New Undergraduate Students or Foundation Year students who have accepted University of Bath as their firm choice

- If you are eligible for the University’s accommodation guarantee you must have accepted your course offer and applied online via our homepage by
13 August 2010

- Students with additional requirements should read more information here

- If you are a deferred student arriving in September 2010, please apply as above and an early application is advisable as an offer of accommodation will be made around end July/early August 2010

- If you are taking a gap year in 2010/11 please apply for accommodation in 2011

- For those with an insurance offer for Bath, you will be able to apply for your accommodation once your first choice University has rejected you and your offer at Bath is confirmed and becomes unconditional. Accommodation cannot be guaranteed if this happens after the deadline date of 13 August but we will do our best to offer you any accommodation that may still be available or provide you with details of property advertised in the private sector.

- We allocate accommodation after results are received and offers become unconditional firm with the University

- We make every effort to allocate accommodation according to your preferred choice but no guarantees can be given.  When this is not possible we automatically offer you the closest alternative accommodation available.
Later applicants may have to be offered a shared room or given details of private sector accommodation

- If you are allocated accommodation, you will receive an email by mid-September asking you to log-in to the website and review the offer made to you online.

- Please read through all the information carefully, including the terms and conditions, as once you accept the offer it creates a legally binding contract. You will need to accept the offer by the reply date or risk your room being re-allocated.  If you reject an offer of accommodation, we will be unable to make you another offer unless there are special circumstances of which we were unaware at the time of allocation.

- Payment details and key collection arrangements will be sent with your offer of accommodation

- For further information please contact us

New Postgraduate Students

- If you are a new overseas fee-paying postgraduate eligible for the University’s accommodation guarantee you must have accepted your course offer and applied online via our homepage by
13 August 2010

- If you are a new home/EU fee-paying postgraduate you can apply after accepting your course offer to go on a waiting list and you will be notified within four weeks of your application as to whether we can offer you accommodation or not

- Due to the individual nature of the MA Contemporary European Studies (Euromasters) course, which can involve periods of study abroad, we will offer you University accommodation in one of our off-site complexes providing we receive your application by the deadline date.

- Students with additional requirements should read more information here

- We allocate postgraduate accommodation from June.  If you are allocated accommodation, you will receive an email asking you to log-in to the website and review the offer made to you online

- We make every effort to allocate accommodation according to your preferred choice but no guarantees can be given.  When this is not possible we automatically offer you the closest alternative accommodation available.
Later applicants may have to be offered a shared room or given details of private sector accommodation

- Please read through all the information carefully, including the terms and conditions, as once you accept the offer it creates a legally binding contract. You will need to accept the offer and make the pre-payment of £400 by the reply date or risk your room being re-allocated.  If you reject an offer of accommodation, we will be unable to make you another offer unless there are special circumstances of which we were unaware at the time of allocation.

- Payment details and key collection arrangements will be sent with your offer of accommodation

- For further information please contact us

New Exchange Students

- If you are a new Exchange student who has been told by the Study Abroad office that you are eligible for the University’s accommodation guarantee under a reciprocal agreement, you must have accepted your course offer and applied online via our homepage by 13 August 2010

- If you are a new Exchange student who is not guaranteed university accommodation, you can apply for the password to our private sector lettings’ database at:
http://www.bath.ac.uk/accommodation/private/password-app.shtml

- Students with additional requirements should read more information here

- We allocate exchange student accommodation from August

- We make every effort to allocate accommodation according to your preferred choice but no guarantees can be given.  When this is not possible we automatically offer you the closest alternative accommodation available.
Later applicants may have to be offered a shared room or given details of private sector accommodation

- If you are allocated accommodation, you will receive an email by mid-September asking you to log-in to the website and review the offer made to you online.

- Please read through all the information carefully, including the terms and conditions, as once you accept the offer it creates a legally binding contract. You will need to accept the offer by the reply date or risk your room being re-allocated.  If you reject an offer of accommodation, we will be unable to make you another offer unless there are special circumstances of which we were unaware at the time of allocation.

- Payment details and key collection arrangements will be sent with your offer of accommodation

- For further information please contact us

New English Language Students

- A limited number of places are reserved for English Language students who must apply on-line via our homepage before the deadline date of 13 August 2010.  Course fees must be paid to the English Language Centre before accommodation allocations can be confirmed to ELC students.

- Students with additional requirements should read more information here

- If you are allocated accommodation, you will receive an email by mid-September asking you to log-in to the website and review the offer made to you online.

- For further information please contact us

Eligible students arriving during an academic semester will be allocated rooms subject to availability and normally can expect to receive their room offer 10 – 15 days before their arrival date, depending on when they apply.

Semester 2 or mid year arrivals

Online applications for Semester Two arrivals will usually open around early December – please watch our website for the exact date.
The guidelines for eligible students arriving for Semester 2 or mid year are less specific than for September intake, it really depends on availability within University Accommodation.  If we are able to make an offer of accommodation you should receive your room allocation details 10 -15 days before your arrival date, depending on when you apply.
Students will be advised of what to do on arrival at the University after accepting their contract and providing payment details.

Academic Year 2011-12

Important Note for Foundation Progression students.

If you have had University accommodation during your Foundation Year 2010-2011, you will not be eligible for guaranteed accommodation as a First Year Undergraduate student in 2011-2012 

Semester 2 or mid year arrivals

For semester 2 arrivals we will try to notify you of room availability within two/three weeks of your application being submitted. The guidelines for eligible students arriving for Semester 2 or mid year are less specific than for September intake, it really depends on availability within University Accommodation.

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Accommodation Fees

Fees for New Undergraduate/New Foundation Year Students can be found at; www.studentaccommodationatbath.co.uk/payments/ug-foundation-prices10/11.shtml

Fees for New Postgraduate/Exchange Students can be found at; www.studentaccommodationatbath.co.uk/payments/senior-prices10/11.shtml

• Please note that the dates of the letting periods are not the same as the academic session dates. All prices quoted include data connection and utility costs, i.e. costs for water, heating and lighting , and core possessions insurance.
• New Postgraduates, Returning Postgraduates and Finalist Undergraduates are required to make a prepayment of £400 when they accept their accommodation contract, in order to confirm the room allocation.
• Refund of prepayment; New Overseas/Home/EU Postgraduates - Providing we are notified before the 18th September this prepayment can be refunded in full should the student be unable to take their place in Bath due to VISA problems or failure to meet the conditions of their course offer. If we are notified after 18th September then the prepayment will not be refunded, unless we are able to re-let the room by 26th September 2009. Returning Undergraduates and Returning Postgraduates - Your prepayment will only be refunded in the exceptional circumstance that you will no longer be attending a course at the University of Bath and that you have notified us of this by the 18th September 2009.
• Semester 2 or mid year arrivals - please note no prepayment is required in this case.
• All other accounts are payable by the first day of the letting period.
• Acceptance of a place implies that a student will remain in residence for the whole contracted period.
• All students should note that liability for payment of accommodation fees will commence once a place has been formally accepted by successfully completing the online-acceptance web pages, or completing and returning the “off-line” acceptance documentation, or taking possession of the keys or taking possession of the accommodation, whichever is the first.
• Any bank charges incurred by the University as a result of payments not being honoured by the payee’s bank will be the responsibility of the student/payee.

How to pay

Various options are detailed at: http://www.studentaccommodationatbath.co.uk/payments/fees-payment-options.shtml

Notice of Termination

Students moving to private accommodation during the 2010/11 Academic Year

• A request to leave your place in residence must be made in writing on the appropriate form, which is obtainable from and returned to the Student Accommodation Office in 6 West.
• There is only one automatic release date from the Accommodation Contract. Permission to leave the accommodation part way through the licence on 2nd February 2011 will only be granted if six weeks notice is given, deadline 22nd December 2010.

• To depart on 2nd February 2011 notice must be given by 22 December 2010. If a student chooses to leave the accommodation at any other time, then he/she will be responsible for the accommodation fees until officially released by the Student Accommodation Office.
• Please note that these conditions do not apply to students on a Semester
  One/Semester Two licence.

It is not permitted to sub-let or to allow other students to live in rooms without the formal permission of the Student Accommodation Office.

Students in suspension or withdrawing from their course during the 2010/11 Academic Year

Students who suspend or withdraw from their course early will be liable for a termination charge equivalent to four weeks rent from the date they leave residence. It should be noted that such students are expected to vacate their rooms within two weeks of their suspension or withdrawal date. The Student Accommodation Office in 6 West must be contacted personally for the relevant authorisaton and forms to be completed.

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Distance Selling Regulations

Please click here to view the distance selling regulations.

Your Accommodation Contract

• An accommodation offer is made subject to your correct confirmation to our Admissions office of the course you will be attending and subject to you agreeing to abide by all the Statutes, Ordinances, Regulations and rules of the University, including Regulation 10.3, which relates to the use of computing facilities, for the time being in force. It is important that you have read and understood the accommodation terms & conditions at http://www.studentaccommodationatbath.co.uk/info/terms.shtml.  Any queries should be directed to the Student Accommodation Office. Full University Regulations may be viewed on http://www.bath.ac.uk/regulations/ or a hard copy obtained from our Student Records and Examinations Office.
• Accommodation is offered to you for the period shown on the accommodation contract (Error & Omission Excepted). The accommodation charges are consistent with the course, year, letting and room details specified. Should any of these details prove to be incorrect, for any reason, the University reserves the right to amend the accommodation fees as appropriate.
• If you accept this offer, you will be allocated to the room indicated on the contract. Please note you are being offered a place in residence, and not a specific room. The University reserves the right to vary room allocations as necessary for the purposes of good management of the residences.
• The University requires every student who is allocated a place in University residence (which includes all types of accommodation administered by the University) to remain in that accommodation for at least one payment period.
• When you accept the offer of accommodation, you provide payment details in order to confirm the reservation.
• If a vacancy occurs within a kitchen group, the University reserves the right to fill the vacancy without prior consultation with the existing residents.

Insurance Liabilities

• The University does not accept responsibility for loss or theft of or damage to residents’ or other individual’s property.

  The University has arranged a core possessions insurance policy to cover your possessions whilst you are living in university managed accommodation on a full-time contract. Your possessions are not covered whilst in transit when transferring between rooms.

  What you need to do now:
  To confirm your address and review your cover visit www.endsleigh.co.uk/reviewcover, click on "review cover". This provides details for your chosen accommodation and the cover provided by the University.

  You may need to extend your cover for the following items:
  - Laptops anywhere in the UK
  - Mobile phones
  - Accidental damage
  - Bicycles
  - Possessions away from your accommodation
  - Course fees cover
  - Legal expenses

  You are strongly advised not to keep large sums of cash in your room.

  How to make a claim

  In the event of an insurance claim, residents should;

  Report the incident to the police (in the event of theft, accidental loss or malicious damage) and obtain a crime reference number.

  To obtain a claim form, either;
  - Download a claim form from www.endsleigh.co.uk
  - Or, telephone Endsleigh’s claims team on 0870 241 6103

  The completed claim form, plus any supporting evidence of loss, should then be forwarded to the insurers at the address listed on the claim form.
  Endsleigh Insurance contact details
  Online: www.endsleigh.co.uk
  Phone: General Enquiries |: 0800 0327081
  Claims Enquiries: 0870 2416103

Data, Telephone and Television

Data Connection is provided in every study bedroom through ResNet, which allows students to connect their own computers to the University Campus LAN. Complete and up-to-date information on ResNet can be found on the web, along with a link to the on-line application form. All applications must be made via the online form, but note that you will not be able to apply until the University Accommodation Office has received and processed your accommodation acceptance form and payment instructions. The URL is: www.bath.ac.uk/bucs/networking/resnet/. It is also important to realise that if your residential fees fall into arrears then you risk losing access to ResNet

In our continual efforts to provide students with access to state of the art communications and integrated entertainment services, University of Bath has teamed up with INUK Networks to bring you Freewire.

Freewire Telephone

The Freewire Telephone service, with a handset now available in all enhanced study bedrooms, lets you make FREE calls to any of your fellow residents within the University of Bath’s halls of residence or to anyone on the Freewire Network. The system is based on the latest VoIP technology and provides you with the following benefits:

• Free calls to other Freewire Telephone users anytime, anywhere in the world

• Free subscription to the service for friends and family

• Free voicemail, teleconferencing and call screening facilities

• Extremely competitive rates when calling other networks and mobile phones

And, if your bedroom does not have a Freewire handset, you can still access the Freewire service by downloading the free and easy to use software that lets you enjoy the same benefits via a “softphone”. For further information on how to get started, just refer to your handset instruction guide. Or, to download the software and find out more about Freewire, just visit www.freewiretv.com

Freewire TV

Using your PC and Freewire’s latest TV software, you can now enjoy over 30 of your favourite TV and radio channels in full digital quality absolutely FREE on your PC. The software works like any satellite or cable TV service, with now/next information about programmes, a full seven-day TV and radio guide and easy channel selection. Watch even more TV channels with the Freewire Extra premium TV package. For a small monthly subscription, you can get access to many more channels including E! and MTV. For more information on how to use the service, just refer to the information sheet in your bedroom. Alternatively, visit www.freewiretv.com

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What we provide

• On campus: Bedrooms with either built in furniture or loose furniture are fully furnished. In the majority of on campus bedrooms one set of bedding, including 1 duvet and duvet cover, pillow and sheet and pillowcase is provided. A clean sheet and pillowcase can be obtained from the Housekeeper each week. The day and time of exchange will be displayed in each Housekeeper’s office. For Eastwood Houses 1-19 no duvet, pillow or bed linen is provided. For Osborne House Pillow and duvet are provided but not bed linen - you will need to bring your own bed linen and or you can purchase a bed linen pack from us at a cost of £7 for single or £12 for a double.
• Off campus: Bedrooms with either built in furniture or loose furniture are fully furnished. Pillow and duvet are provided but not bed linen. You will need to bring your own bed linen and personal towels, or you can purchase a bed linen pack, which will include 1 duvet cover,1 fitted sheet and 1 pillow case (cost of £7 for single or £12 for a double) from us on arrival.
• In each kitchen, one or two fridge/ freezers according to the size of the kitchen group; electric kettle; cooker; microwave and iron and ironing board.
• A vacuum cleaner can be obtained from the Housekeeper on request.
• Storage – There is a limited amount of locked storage space for trunks in each residence and it is allocated on a first come first served basis. All baggage must be removed at the end of occupancy. This space is not to be used for any items of great value or for perishable items. Property is left at owner’s risk. It is strictly prohibited to store any items in the roof-space or ducting in any of the residences.
• Bicycle stands and/or bike sheds are provided in various locations in Eastwood, Westwood, Marlborough, Solsbury and Woodland Courts and at the off-site complexes. Students are advised to bring their own “D” locks in order to secure bicycles to the mounting brackets. Approved “D” locks may be hired on long-term loan for a modest fee through the Security Manager, Wessex House, however the University cannot guarantee the security of bicycles at any time. Under no circumstances may bicycles be taken into accommodation or parked where they are liable to cause obstruction.

What you need to bring

• Personal crockery, cutlery, cookware and cooking utensils. We recommend you bring the minimum initially as kitchen groups often buy larger items between themselves to save space in the kitchen. The use of irons, kettles or any cooking equipment, e.g. toasters or rice cookers, in bedrooms is strictly prohibited. Such equipment may only be used in designated kitchens and self-contained studios, unless the Accommodation Operations Manager has granted special permission. The use of deep fat fryers in the kitchen is also banned, unless they are thermostatically controlled deep fat fryers. Rice cookers may be brought into residence for use in kitchens only and where no such equipment is provided by the University, where space permits their safe operation and where a sufficient food preparation area for all users of the kitchen remains available. Any rice cookers should have been bought in the UK and conform to the appropriate British Standards.
• Personal hand and bath towels, a couple of kitchen tea towels and dishcloths, and coat hangers.
• TV Licence - Residents who wish to have a TV set in their room should note that a licence is required (exception: portable sets run entirely off batteries and residents in Polden Court where the cost of the licence is included in the room fee). A colour TV Licence currently costs £142.50 for one year, but you can claim a refund for any completely unused quarters e.g. July-September summer vacation. The maximum fine is £1,000 for not having a valid licence. For further details please contact TV Licensing on 0870 242 1417 or visit www.tvlicensing.co.uk

Please do NOT bring

• Your own furniture or soft furnishings without the Accommodation Operations Manager’s permission. Such items must be fully compliant with current Furniture and Furnishings (Fire Safety) Regulations. Duvets and pillows may be brought into the residences but are done so at the resident's own risk. All University provided bedding and soft furnishing is F/R Source 5.
• The University reserves the right to check and remove or withdraw residents’ own items, having given residents the option of immediately removing the items from University residence. Any item removed or withdrawn by the University shall be returned to the resident upon request. The resident shall then arrange for the item to be removed immediately from University residence. The decision of the Accommodation Operations Manager in respect of any item’s compliance with regulations shall be final.
• Microwave ovens or deep fat fryers that are not thermostatically controlled, or rice cookers that have not been purchased in the UK.
• Your own space heaters and domestic fridges, freezers, cooking, clothes washing and drying appliances which are not permitted in university residence. (Anyone requiring a small fridge for medical reasons should liaise accordingly with the Accommodation Operations Manager)
• Certain food items from countries out of the EU, as you could be breaking the law. This includes meat and milk-based products, as well as other food items. The same rules apply if you are bringing them into the UK yourself, if a friend or relative brings them as a gift, or if they are sent in the post. Please visit www.defra.gov.uk for more information.

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Code of Practice

As a result of recent Housing legislation, the University of Bath, along with the majority of Higher Education establishments, has signed up to the “Universities UK/Standing Conference of Principals (SCOP) Code of Practice for the Management of Student Housing”. This outlines best practice and provides bench marks for the management – and quality – of student housing in the sector.

Health and Safety

• To achieve the necessary standards of Health and Safety a positive commitment is required from all members of the University. It is the responsibility, under the Health and Safety at Work Legislation, of every member of staff and every student or other person working or resident on university premises to ensure that they do not, except where it is unavoidable, create hazards for themselves or others. All reasonable steps should be taken to eliminate or minimise such hazards and any item causing a hazard or obstruction shall be removed without prior notice and a charge made for the reasonable costs of removal and any storage which may be incurred by the University.
• All employees and residents will take all reasonable steps to ensure that their own health and safety and that of anyone else who may be affected by their actions is not compromised in any way. All works undertaken in University residences must be carried out by a competent, approved contractor, engaged and controlled by the University’s Accommodation and Hospitality Services or Estates Department.
• All employees and residents agree specifically to take all reasonable steps to keep all passageways, stairways, exits and fire exits in University residences clear of obstruction and combustible materials at all times. In addition all residents are responsible for taking all reasonable steps to ensure that no rubbish, refuse or any other material of any kind is placed or left to create any obstruction in the sinks, bath, showers, lavatories, cisterns or any other pipe or water course on residential premises.

Fire Safety - Prevention and Advice

Your Role

It is vital that you do not act in a way which will compromise the safety or general wellbeing of other occupants, staff or members of the local community. In particular, but not exclusively, you should be aware that breaches of our Smoking Policy and misuse or damage of fire safety equipment (including alerting devices, extinguishers, etc) are treated as a potential criminal offence and anyone found responsible for such misbehaviour will not only be subject to disciplinary procedures but could also be liable to prosecution from the authorities.

Accommodation Smoking Policy

The areas affected are:

• Enclosed spaces used by the public or as a place of work
• Vehicles used by the public or as a place of work

Anyone found not conforming to the above is committing a criminal offence.

The University Accommodation Smoking Policy has been updated in line with the University Smoking Policy. http://www.bath.ac.uk/internal/safety/1section_4-1-15.htm

The Policy ensures we comply with the statutory changes and manage smoking to control the impact upon non-smokers.

All University Accommodation is completely non-smoking – that includes communal areas and individual study bedrooms – and means that you should be at least 4 metres away from any building when you smoke.

Anyone found smoking in contravention of the above will be disciplined as per the Residential Rules and may be required to transfer to alternative accommodation: http://www.studentaccommodationatbath.co.uk/info/terms.shtml

Fire Precautions

• The propping open of fire doors is strictly forbidden.
• There is information on fire assembly points in bedrooms, kitchens and final exits. Each resident should know the whereabouts of the fire exit, escape route and alarm point nearest to his/her room.
• Students should familiarise themselves with the fire precaution rules and will occasionally be required to take part in fire drills.
• Fire extinquishers and fire blankets are provided for your safety and should never be touched except for a genuine fire. If an extinquisher or fire blanket is used for any reason, please report the fact to the Housekeeper or Accommodation Services Centre immediately.
• Damage or improper use of fire alarms, escape devices, smoke detectors or extinguishers, the propping open of fire doors, or failure to adhere to evacuation procedures, will be regarded as a serious offence and will result in University disciplinary action being taken.
• Smoke detectors fitted near the kitchens and in the corridors are very sensitive and if activated, whether by accident or not, call out the Fire Brigade. Residents should never tamper with smoke detectors or smoke in their immediate vicinity. Since kitchen vapours or steam from showers can easily set off the detectors NEVER leave your kitchen or bathroom door open. Please open windows to ventilate these areas.

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Cooking safely

• Operate appliances as per instructions provided.
• Never leave cookers on and unattended.
• Do not allow a build-up of grease on cookers or grill pans
• Portable BBQs and the storage of flammable materials/liquids are prohibited. Official BBQ equipment and materials can be hired from Resident Tutors (subject to availability during the summer term only).

Electrical/Heating appliances and safety

• Portable fan heaters, electric fires, paraffin/oil heaters and gas appliances are strictly prohibited within the residences at any time.
• All portable electrical appliances supplied within the residences by the University are tested in accordance with the appropriate published quidelines.
• Residents are responsible for ensuring that any portable electric appliance that they choose to bring into, and or use within University accommodation is in a safe and fully operable condition. Students must ensure that all plugs are fused and equipment conforms to the appropriate British Standards with the CE mark, and, where used, European plugs and adapters must also conform to the appropriate British Standards. In the interests of Health and Safety the use of thirteen (13) amp socket adapter plugs is not permitted. If additional socket outlets are necessary, the use of purpose-manufactured, tough rubber/PVC enclosed, fused trailing sockets conforming to the appropriate British Standards is permitted. The main lead to a trailing socket must be a recognised insulated and sheathed flexible cable. The use of rubber fabric covered cables is forbidden. In all cases there should only be one appliance or one fused trailing socket connected to any mains wall socket in University residences.
• The University reserves the right to remove any such appliance which it considers to be prejudicial to the health and safety of occupants. Any right to remove any appliance will only be exercised where the university reasonably considers it appropriate. The owner or keeper of such an appliance will be advised accordingly, and required to either make good the defect, permanently dispose of, or remove the appliance from site immediately.
• Students may not affix, install or use additional, temporary or permanent lighting within University accommodation, with the sole exception of the use of free-standing desk lamps in study bedrooms. Where such free-standing desk lamps are used, all due care must be taken to ensure they are not placed adjacent to potentially flammable items or materials.
• Students must not tamper with any cable, switch, pipe or other equipment or fitting connected with the supply of electricity or water or with any electrical or other supply apparatus to include the trunking, cabling, machinery and equipment associated with wall sockets, the supply of heat and light, the Student Telephony, ResNet and freewire services.
• It is possible to accidentally overload the electrical supply to your room (maximum 5 amps), causing the fuse to “blow”. The “trip” switch is situated under your desk and can be simply re-set, once you have disconnected the electrical items that are causing the overload. If the trip still cuts out even after reducing the electrical current being drawn, please report it to the Housekeeper who will get the supply checked by a qualified electrician.
• Disciplinary action for Breaches of Health & Safety and Damage to Fire & Safety Equipment - see below

Lock-Out Procedure, Lost Keys and Access Cards

• If you lock yourself out at any time, please do not force the door otherwise you will be held responsible for any damage caused. Please contact the Accommodation Services Centre and they will arrange to let you into your room. Outside their opening hours, please call your duty Resident Tutor or call at the Security Desk in the Library.
• Any lost keys/card should be reported immediately to the Accommodation Services Centre. Each replacement key/card costs £25. If the resident finds and returns the original key/card within a 72-hour period, £15 will be returned. To have the money refunded the resident must:
  • Return the key/card within 72 hours.
  • Return the green receipt which is issued as proof of payment for the new key/card.
• If the student thinks the lost key may have compromised room safety (i.e. if they had address details attached in any way or in the same bag) then the lock has to be changed, and the current cost for this service is £60. After 72 hours, a new key is cut and no refund can be issued, but, obviously, if found at a later stage, then it should be handed in to the Accommodation Services Centre.
• Woodland Court - If a proximity card is lost together with personal details please notify the Accommodation Services Centre and they will take the appropriate action and charge accordingly.

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Cleaning

Service Level Statement

We will clean kitchens and communal areas twice a week, with the exception of studio flats, which will be cleaned once every two weeks. On these days we will:

Kitchens :

• Empty your rubbish bins
• Clean all surfaces and the sink area
• Clean cookers, fridges, grills and microwaves inside and out
• Wipe down all cupboards
• Sweep and wash the floor

Corridors & communal bathroom facilities :

• Vacuum corridors
• Clean all fire door glass
• Clean toilets inside & out
• Clean baths and/or showers
• Clean washbasins
• Mop or vacuum floors & stairs

We will clean your room on a rota basis once every 4-6 weeks commencing from12th October 2009. At this time we will:

• Clean washbasin or en-suite facility
• Wipe all surfaces
• Vacuum carpet

Students’ Responsibilities

In order to maintain the standard of your accommodation we expect you to:

Kitchens & Communal Areas

• Clean up spillages to the best of your ability
• Keep fridge/freezers tidy – throw away unwanted food
• Keep the grill pan and microwave free of cooking debris
• Keep surfaces clear e.g. worktops, window sills
• Wash up and put away crockery and cutlery
• Try not to leave personal belongings in kitchens, corridors or bathrooms
• Put rubbish in the bins provided
• Put recycling materials in the bins provided
• Remove rubbish and recycling materials to the appropriate refuse/recycling points at weekends and during University Holidays.

Rooms :

• Clean the wash basin or en-suite facility on a regular basis
• Move rubbish from the room bin to the kitchen bin on a weekly basis.
• Keep the room in a clean and tidy condition
• Clear surfaces on the days of room clean.
• Students will be notified of the date of an ensuite room clean a week in advance. Students who do not wish their rooms to be cleaned will have their rooms checked by the Housekeeper to ensure it is being kept in a clean and tidy condition.
• A calling card will be left in your room to indicate that a room clean has taken place.
• All rooms will be checked by housekeeping staff every 6 weeks to ensure they are being kept in a clean and tidy condition
• Students will be informed if rooms or kitchens are not in good order and will be advised on improvements needed. Should there be no improvement, students will be charged the full cost for extra cleaning and any repairs to the property.
• Each room will contain an inventory at the beginning of occupancy. Any damage or missing items should be reported to the Housekeeper or the ASC immediately. Any additional damage or missing items found at the end of the occupancy will be charged to the student.
• Perishable or dry foods may not be stored in bedrooms or on windowsills and please do not throw food out of kitchen windows as this encourages vermin.

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Laundry Services

Launderettes with tumble dryers for personal laundry are available in all off-site complexes and by the Eastwood turning circle, in Marlborough Court, in Woodland Court, in Westwood adjacent to the Accommodation Services Centre and in Norwood House. All our laundry facilities are managed by Circuit Laundry. In the event of a fault with a washing machine or tumble dryer please telephone 0800 0924068. In the event of coins lost in the machines, please call into the Accommodation Services Centre for re-imbursement.

Mail and Advance Parcels

The correct postal address for your room is shown on your accommodation contract and at http://www.bath.ac.uk/accommodation/asc/mail.shtml#address , please ask your correspondents to use the appropriate postcode when addressing mail to you. Correspondence should also include your Name/Block/House/Level/Room Number on the envelope.

• Incoming mail is sorted in the Accommodation Mail Room and delivered to each house by 10.00 a.m. each weekday. The mail for all residents of a particular house/kitchen group is left in the kitchen, and where possible the kitchen door locked. Security of mail is then the responsibility of the residents.
• Any misdirected mail or mail for previous occupants should be placed in the folder provided in your kitchen for return to the Accommodation Mail Room (AMR)
• Parcels/packages, chequebooks or registered/recorded mail for the West end of campus will be held at the AMR (situated to the right of Derhill as you face it and for the East end of campus at the Woodland Reception mail room. You will be notified of such mail via your University of Bath e-mail account and your personal email account where known. This mail can be collected from the appropriate mail room between 11.00 and 17.50 Monday to Friday and between 11.00 and 13.50 on Saturday. You will need to bring with you the reference number on the email notification and formal identification e.g. your library card, in order to collect such items.
• If items are not collected from the mail room within four weeks you will be sent a second email to University and alternative e-mail address (if available). You have a further two weeks within which to collect your parcel before it will be returned to sender or disposed of.
• We will not accept items for students/friends who do not currently live in the residences.
• We would advise that you have items of great value delivered either to your home address or by Royal Mail Special Delivery as the University of Bath accepts no responsibility for items which are lost or stolen.
• At the end of your period of occupation all post will be returned to sender, so please ensure you update your address details before you leave.
• Please try and avoid using your University address in correspondence with companies who might send promotional literature. Junk mail considerably slows down the mail sorting and delivery process.
• You can help to reduce the amount of junk mail received by registering with the Mailing Preference Service ( www.mpsonline.org.uk). This is a simple process which allows individuals to register that they do not wish to receive Direct Mail.

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Maintenance – Damage, Faults and Disrepair

Maintenance is carried out either by University staff or nominated contractors. In both instances they can be clearly identified as maintenance personnel. Maintenance faults and repairs required in study bedrooms, kitchens or shower/toilet facilities within residences should be reported on-line at:

http://www.bath.ac.uk/accommodation/enquiry/maintenance.shtml

Requests for maintenance will be treated as an invitation to enter your room and will be prioritised by Estates personnel who operate a Service Level Agreement to ensure that all works are completed to minimise inconvenience and damage. Any delay in gaining access or entry to your room could result in subsequent delays to completing the repair or maintenance work requested.

Works will fall into four categories - further details of what is included within each category can be found at www.bath.ac.uk/estates. Response times are classified as:

Priority One
Priority Two
Priority Three
Priority Four Emergency
Urgent
Standard
Planned within 2 hours
within 24 hours
within 7 days
advance notice will be given

Every effort will be made to rectify your problem within one visit and within the above timescales. However if this is not possible a card will be left in your room to inform you when the issue will be resolved.

If the issue has not been resolved within 24 hours of the date given please email acc-maintenance@rt.bath.ac.uk or complete this web form maintenance form. If a maintenance fault cannot be rectified within a reasonable period of time alternative accommodation/facilities will be offered where possible.

Pre-planned maintenance is required during the year when access to your room or kitchen will be required. Seven days notice will be given for such work.

Electricity, Gas, Water, Student Telephony and ResNet

All residents should be aware that the University cannot guarantee the continuity of the electricity, gas, water, telephony, television and data network service supplies to University residences as such services are not entirely subject to the University’s control. The University will therefore not accept any responsibility or liability for any losses which may be incurred as a result of any interruptions in the supply of electricity, gas, water, telephony, television or data network services to University premises, except to any extent resulting from its negligence.

Energy, Environment and Sustainability

The University is a major user of energy and water with an annual spend in 2007/8 of just under £6m, of which nearly a quarter is for Residences (for more information go to http://www.bath.ac.uk/estates/energy/factsandfigures.shtml) . This is a major part of the University’s expenditure and we have a clear duty to try and control this for financial reasons. We also have a responsibility to reduce our environmental impact and our contribution to climate change . For further details please refer to: http://www.bath.ac.uk/estates/energy/

All residences are centrally heated and thermostatically controlled. All heating is switched off overnight, but we aim to keep a minimum temperature within each room of 16 degrees centigrade and a hot water temperature of 56degrees. The heating is switched off completely during the summer term.

The heating, which will be switched on during the winter months but switched off by late spring (exact date dependent on weather conditions), is timed to come on during the following hours:

Monday-Friday 07.30 -10.30 and 16.00 - 23.00 hours

Saturday and Sunday 07.30 - 23.00 hours.

The temperature is set to achieve a maximum of 21 degrees centigrade via the radiators installed in all rooms. The temperature is controlled by both external and internal thermostats. The external thermostat measures the outside temperature and should this be quite high may result in the boilers switching off during these times. The radiators may only be warm to the touch and could off completely should the internal temperature reach 21 degrees.

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How can you help?

You can be environmentally responsible in your consumption of energy and water and help to reduce and recycle waste. For example:

• Switch off lights – especially when you leave your room/kitchen
• Don’t leave equipment on “standby” – turn it off
• Wash your clothes in full loads at 30 degrees
• Kettles - only boil sufficient water for what you need
• Turn thermostats down 1 degree on your radiator instead of opening the window
• Take shorter showers
• Wear a jumper (or 2) in cold weather!
• Use the microwave instead of the oven
• Minimise non-recyclable waste by reducing the amount of packaged goods you purchase.
• Plan your food purchases carefully close to the end of term to minimise waste
• Useful weblinks - http://www.studentaccommodationatbath.co.uk/green/ or http://www.bath.ac.uk/estates/energy/21tipsillus.pdf or http://www.energysavingtrust.org.uk

Refuse Collection and Re-Cycling

Our porters empty kitchens and recycling bins at least three times a week.

Bins are not emptied at weekends or during University closed days and bank holidays. Extra refuse sacks are available from the Housekeeper. In the interest of hygiene and general comfort it is suggested that residents empty any excess rubbish or recyclable material in the large bins, which are situated as follows:

• Woodland Court Refuse and Recycling Store
• Eastwood – the enclosure to the west of House 1-6 and by House 31
• Westwood and Polden Court- next to the service road running along the front of Westwood.
• Norwood Level 1at the south end.
• Solsbury bin store.
• Each off-site complex.

Large re-cycling bins are also available in these areas.

The University of Bath is committed to environmental issues and whilst at University you too can play a part. Recycling bins for paper, cans and glass and plastic bottles are provided in each kitchen. Cardboard should be compressed and stacked neatly and left by refuse bins for collection. Unfortunately we are unable to recycle plastic packaging at present.

Supermarket delivery boxes MUST be returned to delivery vans or taken and stored neatly at the two collection points in Westwood and Eastwood Turning Circle

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Transport

The University’s Transport Strategy can be referred to at: http://www.bath.ac.uk/vc/strategy/transport.html

The University’s Transport web site is at: http://www.bath.ac.uk/transport/

• Car parking policy. Students may not be in possession of a motor vehicle whilst living in University residence, either on or off campus, unless granted a permit. Permission may be sought if there are exceptional circumstances (eg blue badge holders) by contacting the Security Office. These restrictions are placed on us by the Local Authority and failure to meet these obligations may result in the University taking disciplinary action which may include requiring a student to leave University accommodation. Please refer to: http://www.bath.ac.uk/regulations/#Vehicles
• Car/Lift sharing – Please refer to: http://www.bath.ac.uk/transport/carshare/
• Motor-cycles – Please refer to : http://www.bath.ac.uk/internal/smug/
• Cycling – Please refer to: http://www.bath.ac.uk/transport/cycling.html Details of how to access cycling maps are available on this website.
• Public transport – Please refer to: http://www.bath.ac.uk/transport/publictrans.html

Good Neighbour Policy

• Your behaviour should be compatible not only with good order within the residences and show consideration for your fellow students, but also should not disturb, inconvenience or upset members of the local community. Bath is a fairly small City, so when you become part of the University that also means being part of the local community.
• You will naturally introduce yourself to fellow members of your kitchen group, but don’t forget to broaden those introductions to local shopkeepers and neighbouring residents, especially if you are living in one of our city centre complexes. This may seem irrelevant but it can help establish positive relationships, especially when you move out into the private sector in your second year.
• Having friends around? – Remember to tell your other house-mates and/or neighbours and give them plenty of notice. Ask your guests to leave quietly and clear up any debris. Keep the noise levels low and be responsive to requests for quiet.
• When coming home late keep voices down and be careful not to slam taxi doors or front/communal doors. Remember, your neighbours may have different hours to you, may be in an exam or assessment period, or possibly have young children.
• Give consideration to your neighbours by keeping your windows clear of posters, clothes etc.
• In particular, but not exclusively, you should be fully aware that threatening, intimidating, bullying or harassing behaviour is not tolerated under any circumstances, nor damage to or misuse of property. This especially applies to the local golf course which is adjacent to our northern boundary on campus, and to residential properties and facilities in close proximity to our city centre complexes.
• If you receive any complaints, take responsibility and act positively to resolve them before they are taken further.
• We have a Bath Student Community Partnership made up of Bath and North East Somerset Councillors, and Student and Staff representatives from the two local Universities. This group provides a forum for liason between the institutions, their Student's Unions as well as the Council on matters concerning students and the local community. This includes accommodation, transport, welfare, community relations and environmental issues. The group works with local residents, the Police, landlords, and local organisations in order to improve relations between students and local residents. An Action Line was set up in 2005 on 01225 385245 and this enables local residents and their student neighbours to give feedback about each other.

Please also visit the The Student Community Partnership website which is a new partnership created in order to strengthen “town and gown” relations.

Customer Feedback

Accommodation & Hospitality Services are committed to providing the highest standards of customer care to their residents and customers. We provide a wide range of services and facilities and we aim to provide the best possible service we can. If, for whatever reason, you feel that the service you are receiving does not meet the standards of our Code of Practice, please do not hesitate to speak to a member of the Housekeeping Staff or report the problem to the Accommodation Services Centre on campus, or in Carpenter House in the city centre if you live in one of our off-site complexes.

If your initial concerns are not resolved informally at a local level, a full copy of our Complaint Procedure can be found at: http://www.bath.ac.uk/accommodation/feedback/

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Student Support Services

The Department of Student Services includes the Counselling Service, Disability Advice Centre Service and Student Information and Funding.

The University Medical Centre is conveniently situated in Quarry House on the main University Campus. The practice provides a range of NHS services to all patients within the practice area. In the building there is also the University Dental practice.

The Students’ Union AWARE centre aims to provide confidential and non judgemental support, representation and advice for all students registered at the University of Bath. If you have a housing, academic or personal problem, you need some legal advice or if you're not sure where to go for help then visit the AWARE Centre in 1 East Level 3.

Illness, Accidents and Injury

Any student who is taken ill or any student aware of such an individual must ensure that a member of the Accommodation staff, Security or Resident Tutor Team is informed immediately. All students should be registered with the University Medical Centre or a local G.P. Any student contracting a communicable disease is to advise Accommodation staff of this so the well-being of other residents can be addressed, drawing on medical advice, as appropriate.

Action in an Emergency

On campus - To summon the emergency services dial extension 666 on an internal
telephone.
Off campus – To summon the emergency services dial 01225 383999

The call will be answered by either the Switchboard or the Security Office. They will:

• Take the details of the accident/incident from you and summon the emergency services
• Initiate a first aid response (dispatch a first aider or other assistance to the site and arrange
  for the emergency services to be met as they arrive)

Having made an emergency call the caller should:

• Watch for the arrival of the first aid response and emergency services;
• Listen for calls as the emergency services may wish to contact them to offer advice or seek
  clarification.

All incidents that result in personal injury to a resident or visitor must be reported to the Accommodation Services Centre and appropriate forms completed.

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Confidentiality Policy

It is not usual practice to discuss an individual student with a third party without obtaining the student’s permission. However, the Accommodation and Hospitality Services’ staff and Resident Tutors operate a team confidentiality policy, and may discuss student cases with other colleagues in their team on a “need to know” basis. They also work closely with other student support services and academic departments to provide and foster a good living environment for all residents with special regard to student welfare, discipline and safety. When any initial concerns are raised about a student by a third party, discussions may take place among these staff, without first seeking the explicit permission of the student, to consider how best to offer support to that individual. Once a student has sought help from one or more of the student support services, the services would not normally discuss a student’s case with any third party without the student’s permission. More information about confidentiality in the student support service can be found at: http://www.bath.ac.uk/studentserviceservices/policy/confidentiality.html

Resident Tutor Service

There are 4 Senior Resident Tutors and 36 Resident Tutors who live alongside students in our halls of residence. They ensure the provision and maintenance of a high standard of welfare, health and safety, social activities and good order for students living in University accommodation, both on and off campus. There is always a Resident Tutor on call for each residence between 18.15 – 08.15 Monday to Friday and all weekend.

If you have a query about living in halls or any RT-organised events, or if you wish to report a problem involving other people who live in halls, or just need a friendly ear to listen to your personal concerns then catch your local resident tutor team (http://internal.bath.ac.uk/resident-tutor/resident-tutors.bho/) at Drop In which is held in the following locations between 19:00 – 20:00 every evening:

• Woodland Court, Eastwood and Norwood: The Housekeeper’s Office in Marlborough Court
• Westwood: The Housekeeper’s Office between Mendip & Conygre
• John Wood complex: The Housekeeper’s Office
• Thornbank Gardens: The Housekeeper’s Office
• Clevelands Complex: The Housekeeper’s Office
• Osborne House, Pulteney Court & Carpenter House: (Please see poster in your kitchen group for venue and times).

For urgent matters, always phone the duty mobile which is listed on the poster in your kitchen group.

Absences during term-time

Any student leaving residence for more than a week during term-time should notify the Housekeeper or Resident Tutor accordingly so as not to cause undue worry or concern.

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Security

Please refer to http://www.bath.ac.uk/security/ for full details of the services provided by our Security Office and their policies and procedures.

CCTV

Security Services maintain a CCTV system to the standard of "Best Practice" as defined by Regulatory Bodies. The main objective is to provide a safe and secure environmentfor the benefit of those who might visit, work or live on the campus. For further details go to; http://www.bath.ac.uk/security/services/cctv.shtml#2

Your responsibilities

• Failure to maintain security through leaving windows open or room doors unlocked, wedging doors open, forcing doors, sabotaging locks or losing keys exposes both individual residents and other members of the community to unnecessary risks. Further, such actions may invalidate any insurance cover you have. Any practices, which through carelessness or deliberate action are held to compromise security, may be subject to disciplinary proceedings in accordance with University regulations.
• To avoid the theft of food and equipment you are strongly advised to keep the front door of the house or flat and the kitchen door locked at all times . Be careful with your keys. Remember whoever finds them has access to all the communal areas as well as your room. Always lock your room door when going out, and, if you live on the ground floor, check that your window is locked.
• Residents should report anyone acting suspiciously to the Accommodation Staff or Security immediately. The University does not give permission for any person, external business or individual to carry out door-to-door canvassing in the accommodation. If you encounter such persons please report them immediately to the Resident Tutor Team, the Accommodation Services Centre or Security

Immobilise

• Immobilise is a database to register your property for mobile phones, lap tops, MP3's, cameras, in fact anything with a serial number. It is a FREE on-line system which once registered means that you have a better chance of getting your property back if it is lost or stolen. Please take a look at the Immobilise website www.immobilise.com

Building Works

See this weblink for latest information

http://www.bath.ac.uk/estates/projects/

Our Estates Department give regular web updates of proposed schedules of work and how they may affect nearby residents. Every effort ismade to keep the inevitable noise and disruption to a minimum and we apologise in advance for any inconvenience caused. In the first instance any individual concerns should be raised with your Housekeeper or the Accommodation Services Centre in Westwood.

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Residential Rules and Regulations

NB: Breaches of these Rules constitute misconduct under the provisions of Regulations
as detailed at: http://www.bath.ac.uk/regulations/
A review of University Disciplinary Procedures is currently being undertaken and changes may be initiated during the academic session 2007-08 so please refer to our web pages for the latest information on all policies and procedures relating to the following issues.

Conduct

The resident must conduct him/herself at all times in a responsible and proper manner with due consideration for Housekeeping staff, other residents, local residents and members of the public generally. Conduct which is alleged to be a breach of University regulations will be dealt with in accordance with the provision of regulations as detailed in http://www.bath.ac.uk/regulations/. Any alleged conduct that constitutes a criminal offence may be reported to the police. University disciplinary action may also follow. The conduct set out below in clauses a) to l) inclusive is entirely prohibited and may result in one or more of the following;

• Verbal warning
• Written warning
• Financial penalty
• Termination of residence
• Referral to the Head of Student Support Services, depending on the seriousness of misconduct, who may refer the matter for formal University disciplinary proceedings to be invoked, subject to the Disciplinary and Appeals Procedures.

As stated in the Disciplinary and Appeals Procedure at the end of this document, the Head of Accommodation and Hospitality Services or his/her nominee, such as the Senior Resident Tutors (SRT) and/or the Student Accommodation Manager (SAM) and/or the Facilities and Services Manager and/or the Accommodation Operations Manager (AOM), are responsible for discipline within University residences and this may include requiring a student to pay a financial penalty for misconduct. The level of a penalty will be determined by the Head of Accommodation and Hospitality Services or his/her nominee, subject to a maximum limit of £250 and subject to the student’s rights under the Disciplinary and Appeals Procedure.

a) Failure to disclose name and other relevant details or comply with reasonable instructions issued by Accommodation Services staff or members of the Resident Tutor Team, including any reasonable request to maintain to a tidy and clean standard the relevant study bedroom and related communal area.

b) Causing damage to University residences. Deposits are not generally charged but the University will charge the proper and reasonable costs of repair or replacement of any item in the residential area or communal parts which the student damages. Residents are responsible for non-return or loss of keys (see below), and any deterioration of furniture, fittings or structure of their room not due to fair wear and tear. For reference, we give below an indication of the typical costs to repair or replace damaged items:

• Broken window from £50 subject to size (Note that in Marlborough/Solsbury windows are
  bespoke and can cost £4000+)
• Damage to internal plaster work £50 - £200
• Damage to doors/frames and fittings £50 - £250
• Removal of graffiti £50 - £75

If no individual can be identified as responsible for the specific damage to the communal areas or equipment then it will become the joint responsibility of the appropriate kitchen group or cluster flat. Please refer to the end of this section for details of how financial penalties will be implemented.

c) Abusive, threatening or violent behaviour towards other residents, members of University Staff, Visitors or Guests invited into University residence.

d) Causing nuisance or noise affecting the work or sleep of others at any time. After 11.30pm it is expected that no noise or music should be heard in adjacent corridors or rooms. Residents using kitchens or bathrooms after midnight should show special consideration to other students in the group who may be trying to sleep. Remember that you are here to study so please respect the right of other residents to peace and quiet when they need it. If you feel your own peace and quiet is being affected speak to the offending party in a
reasonable manner. If you cannot resolve the matter, contact the Resident Tutor, Housekeeper or Student Accommodation Manager.

e) Causing damage, nuisance or noise which adversely affects local residents in the neighbourhood.

f) Keeping misappropriated items of private and public property, including street furniture, supermarket trolleys and property from the nearby golf course, on University premises. The reasonable costs incurred by the University in the removal of such items shall be charged to the student responsible.

g) Possessing, using or storing on University premises all weapons, including deactivated firearms, all firearms, including all imitations, replicas and models, all air guns, pellet and BB guns, electric stun guns and all other devices including spear guns howsoever capable of discharging any shot, bullet or other missile or electric charge; explosives; fireworks; candles; car batteries or charging equipment, hazardous and flammable materials/liquids or chemicals. (Under special circumstances written permission may be sought from the SRT for candles to be used on a one-off basis only for commemorative occasions). Similarly you cannot burn joss/incense sticks or use naked flames or “hookah” pipes in university residence.

h) Improperly using keys/access control cards including duplicating or lending to other persons.

i) Deliberately misusing any facility available in university residence whether brought onto the premises by the University or by the resident. Residents should note in particular that improper use of the Student Telephony and ResNet Services, including the creation of cable links between computers located within one or more than one part of the residences is entirely prohibited.

j) Improper or reckless behaviour on any roofs or open balconies in high-rise blocks. Accessing roofs or roof spaces. No-one should ever attempt to gain access to any of the University roofs or roof spaces. Access to any roof by a non-authorised person will be classed as a serious breach of Health and Safety Regulations. Should a student need to go out onto a roof then they must formally request authorisation from the Department of Estates 48 hours in advance.
It is not permitted to sit on balcony or window parapets and safety rails for reasons of safety. Do not throw things out of the window. Even cigarette ends can be a danger and a nuisance. Anything heavier could be fatal to pedestrians. To maintain cleanliness of surrounding areas do not throw food out of the windows.
Over-riding of window restrictors; devices to restrict the opening of windows have been installed where there is obvious risk to the safety of residents, and these devices must not be overridden. Residents found to have tampered with these safety devices will be charged the full cost for their re-instatement. Similarly, residents acting in a dangerous manner by climbing out of windows and sitting astride windowsills will be subject to the appropriate penalty and possible disciplinary proceedings.

K) Keeping pets or livestock on University premises.

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Drugs And Use Of Illegal Substances

The ‘Mis-use of Drugs Act 1971’ makes it an offence to possess, use or supply to other persons, any controlled drug. The Act also makes it an offence for the occupier of the premises or a person concerned in management of any premises to knowingly permit or suffer any of several activities to take place on those premises. The activities specified in the Act include smoking cannabis or cannabis resin, and supplying or attempting to supply a controlled drug to another person. Staff, students and visitors are clearly required to comply with the law and therefore residents may not bring in or cause or allow to be brought into the accommodation any unlawful drugs or other substances. Anyone found using illegal substances may be required to leave University residence immediately and if there is any suspicion that a resident is trafficking in illegal substances this will be reported to the police. In addition, residents will be responsible for the conduct of all visitors to their accommodation (see section on ‘Visitors and Guests’ below).

Harassment

The University is committed to ensuring a learning, working and living environment in which the dignity of all individuals is respected. To this end any form of harassment of other students, members of staff or members of the public is deemed wholly unacceptable and offenders may be permanently excluded from university residence. Harassment is any unwanted behaviour which is perceived as harassment by the victim or anyone dealing with the incident. There is no single definition of harassment and what may be acceptable to one
student may be perceived differently by another. However, examples of the sort of behaviour which might constitute harassment are:

• Unacceptable comments, remarks, suggestions, abuse, obscenity, leering, bullying,
  mocking, threats, intimidation, receipt of verbal or written comments, posters, graffiti,
  physical contact, coercion, etc.
• Students may be harassed for many reasons, amongst the most common of which are race,
  colour, disability, religion, politics, sexual orientation and sex.

Motor Vehicles

Students must not be in possession of, or otherwise use, a motor vehicle. within the City of Bath whilst living in University residence, either on or off campus, unless granted a University permit or if they are using the vehicle that belongs to the official car club of which they are a member. Permission may be sought if there are exceptional circumstances (e.g. blue badge holders) by contacting the Security Office.

Students may not park in accommodation areas without a permit.

Smoking

All University Accommodation is completely Non-Smoking. That includes comminal areas and study bedrooms, that means you should be 4 metres from any building when you smoke.

Parties

Parties are not allowed in residences due to the excessive noise and damage that they may cause. Small social gatherings of no more than 12 people will be allowed in kitchens provided permission has been sought in advance (at least 24 hours) from the duty tutor or Housekeeper. All members of the kitchen group must be in agreement that their kitchen can be used for this purpose. Most importantly of all, gatherings must not breach any of the noise, smoking or conduct regulations already stated.

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Vacating Rooms

When a room is vacated for any reason the correct procedure is as follows:

• Advise the Housekeeper and the Student Accommodation Office of the intended departure date.
• Check that the room is in good order and all inventory items are present.
• Inform the Housekeeper of any items that have been lost or damaged.
• Clean and vacuum your room.
• Lock the door. If you do not do this and the room is left, or items stolen or damaged you will be charged.
• Return your key personally to the Accommodation Services Centre (if this is closed, then seal it in an envelope marked with the block/room number and post it through the letterbox).
• Ensure that you have settled all outstanding accommodation costs with our Finance Office in 6 West 1.17. A charge will be made for keys not returned within 48 hours of vacating the room. You will also be liable for any rent on a room that cannot be re-let due to non-return of keys.
• No Personal effects of any kind may be left in the room after the termination of your agreement. Any belongings left in either the room or the kitchen will be removed and disposed of if not collected within five days of email notification.

Visitors and Guests

Residents are responsible at all times for the conduct of their visitors and guests. Consequently, if the guests of any resident break any of the Residential Rules or University Regulations, the resident will receive the appropriate penalty.

There is no problem if a friend occasionally shares your room overnight but the Duty Tutor must be informed by note or email or via the Housekeeper - the maximum is 3 nights per visit and this can only be done on an occasional basis. The Duty Tutor should be informed of any unexpected overnight guests. This is to ensure all insurance and fire regulations are met. Visitors who are accompanied by small children must be made aware that the university environment is designed primarily for adults and that young children must be supervised at all times. Any guest wishing to stay longer than three nights needs the permission of the Student Accommodation Manager (this is only granted in exceptional circumstances). Normally, when a guest visits for longer than 3 nights an additional room will be offered at cost, subject to availability.

Residents who do not seek the appropriate permission from Resident Tutors or the Student Accommodation Manager for their guests risk losing their own place in residence.

Visitors or guests may be required to leave the premises at any time by Accommodation Staff/Resident Tutors/or Security officers at their reasonable discretion, where those visitors or guests are considered to be conducting themselves in an improper manner, or causing disruption/disturbance to other residents.

Sub-Letting

Residents are not permitted to sub-let, nor attempt to advertise their room for letting, or allow other students to live in their room without the formal permission of the Student Accommodation Manager. Students breaching this rule risk losing their right to remain in University accommodation.

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Access to Students’ Rooms

The University regards it as paramount that student privacy is protected.

In order for the University staff to discharge and fulfil their property management and student welfare roles, students are required to provide access to their accommodation at all reasonable times.

In exceptional cases, where urgent entry is deemed appropriate, entry may be requested at times that may not be generally described as reasonable. Examples are:-

• Excessive noise
• Suspected illegal occupancy
• Breach of University regulations
• Other situations deemed appropriate by supervisory staff

During investigations or where a situation is deemed to be an emergency, immediate access may be required with or without the consent of the room occupant. Examples are:-

• Medical grounds
• During fire emergencies
• When a student is believed to be missing
• When a room is believed to be being used for illegal purposes
• When urgent repairs are required
• Illegal occupancy
• Other situations that require immediate entry

The guidelines for access to rooms by master key holders such as Resident Tutors, Security, Housekeeping and Maintenance staff are as follows:

• Security should be informed and requested to attend
• The relevant member of staff or tutor should identify themselves, stating their name and status
• The reason for requiring access should be stated
• In normal circumstances at least two members of staff should attend
• If immediate access is required and either there is no response or a refusal to allow access master keys may be used.
• A full report of the incident must be recorded on the Security Incident log [IRIS]
• Details of search and entry can be accessed on the Security website: http://www.bath.ac.uk/security/info/procedures.shtml

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Disciplinary Code

Purpose

As a student at the University of Bath, you are required to comply with the University’s regulations. These are intended to ensure that we all live, study and work together in a positive atmosphere of good order, respecting the rights and needs of others. We are sure you will understand the necessity of imposing appropriate sanctions and penalties on the few students who behave in an antisocial or destructive way. Restrictions are kept to a minimum, but for the health and safety of all concerned there are rules and regulations to ensure good order, to preserve the buildings and to maintain standards. In the interest of both the
University and all its students, it is necessary to have a Disciplinary Code.

The purpose of the Disciplinary Code is:

• To remind all students from time-to-time, as may be necessary, of the standards and behaviour required of them.
• To give all students the right to be advised of any shortcomings in their standards and behaviour and to give them the opportunity to remedy such shortcomings.
• To prevent undisciplined or unreasonable behaviour adversely affecting the educational objectives of the University or interfering with the establishment and maintenance of effective working relationships and communal living within the residences.

On most occasions when a student’s behaviour falls below the standard required, a first written warning by a Housekeeper or Resident Tutor may be all that is required to ensure acceptable standards or correct behaviour in the future. However, where a First Written Warning does not have the required effect, or the offence is of a more serious nature, the following Disciplinary Procedure, as set out below, will be invoked. The Head of Accommodation and Hospitality Services or her/his nominee may refer serious alleged offences to be dealt with under the University’s Disciplinary Procedure, see University Regulation 7 (pdf) and Regulation 8 (pdf).

Disciplinary Procedure for Students Living in Residence

There are four stages, and action may commence or be taken at any stage depending upon the seriousness of the offence and the existence of current warnings against the student.

1. Verbal Warning – For minor disciplinary matters, normally given by a Housekeeper or
Resident Tutor but will still be formally recorded in the University Discipline database for that
academic year.

2. Written Warning – For more serious cases or repetition of minor disciplinary matters,
these will be issued by a SRT or the Student Accommodation Manager or Accommodation
Operations Manager.

(These first two stages are dealt with at a local level and will not involve a formal Investigative Interview or offer the Right of Appeal to the Head of Student Services)

3. Residences Final Written Warning – If disciplinary action becomes necessary following a Written Warning, or in the first instance of more serious misconduct. These can be issued by the Head of Department, the SRT, the Student Accommodation Manager or Accommodation Operations Manager. An Investigative Interview may be held at this stage. Serious alleged offences may be referred to the Head of Student Services to be dealt with under the University’s Disciplinary Procedure.

4. Termination of Residence – This will be issued with the appropriate notice by the Head of Accommodation and Hospitality Services in consultation with the SRT and Head of Student Services. An Investigative Interview will be held before the student is issued with the notice of Termination. Anyone requested to leave residence as a result of disciplinary procedures will incur a termination charge equivalent to four weeks’ rent

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Investigative Interview

In response to a report of alleged serious misconduct at Stage 3 (Final Written Warning) or  Stage 4 (Termination of Residence) of the Disciplinary Procedure, a full investigation of the facts and circumstances will be carried out by the Head of Accommodation and Hospitality Services or his/her nominees who may include members of the Resident Tutor Team, the Head of Security or his Deputy, the Student Accommodation Manager or the Accommodation Operations Manager.

The student is entitled either to have the Investigative Interview held without attending or being represented or to attend in person, alone or accompanied by any other member of the University willing to assist in this way, or to be represented in his/her absence by such a person. It is in the student’s own interests to be accompanied and represented.

Typical Investigative Interview Format:

• The student will be advised of the complaint against him/her or reason why disciplinary action is being considered.
• The student will be given every opportunity to present his/her case.
• The student’s representative will also be allowed to present the case, in part or in full for the student, if the student so wishes.
• Once the student’s case has been fully presented, the main Investigator conducting the hearing will adjourn the meeting for a short or long period depending on the complexity of the matter(s) to be considered.
• Once all the facts and information have been fully considered, the Investigator will reconvene the hearing and advise the student of his/her decision.
• Confirmation of the decision will also be provided in writing as soon as possible after the conclusion of the hearing.
• In certain circumstances the decision may be given at a later date.

The Investigative Interview will result in:

A) No Action

• If the Investigator believes that no disciplinary action is required, he/she will tell the student and confirm the matter in writing.

OR

B) Disciplinary Action

• The Head of Accommodation and Hospitality Services, through his/her nominee/s including members of the Resident Tutors’ Team, is responsible for discipline in University Accommodation and may reprimand, issue a written warning, impose a financial penalty or take other appropriate remedial actions including terminating residence with the appropriate days notice in respect of any student found guilty of breaking the Residential Rules and Regulations.
• The stage at which Disciplinary Action is initiated will depend on the seriousness of the offence and the existence of current warnings against the student.
• Disciplinary action in relation to breaches of Residential Rules and Regulations is, in the first instance, viewed as an informal and internal issue of the Department of Accommodation and Hospitality Services, and is not normally placed on a student’s academic record or notified to their Academic Department, without explanation and prior notification to the student.

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Rights of Appeal / Appeals Procedure

• Where a student/resident disagrees with the Disciplinary Action referred to above and if informal discussions fail to resolve the dispute, students may formally appeal in writing against the outcome of any cases involving Disciplinary Action, and a student may, if he/she feels aggrieved, send a written appeal to the Head of Student Services within 7 days of notification of any Disciplinary stating the grounds of the appeal, and the reason for disagreement with the decision of the Head of Accommodation and Hospitality Services, the Head of Security or other nominee.
• The Head of Student Services will then investigate in accordance with the Preliminary Disciplinary Procedures available from the Head of Student Services’ Office.
• Students who feel aggrieved by the outcome of such an appeal to the Head of Student Services are referred to the further Rights of Appeal, which can be found in the University Regulations, and, if appropriate, should, within 7 days of receiving the outcome of the appeal to the Head of Student Services, write to the University Secretary, setting out the specific grounds on which they feel aggrieved and documenting the action they have taken to resolve the problem.

Financial Penalties may also be incurred in the following instances.

Damage to University Property

• In the event of any student perpetrating damage to University property other than Residences the Officer responsible for implementing action is the Head of Security, who will liaise with Property Services to arrange repairs and for an invoice to be sent from the Finance Office to the student responsible. A copy will be sent to the Head of Student Services, and to the SRT if the student is living in residence, with a copy of any relevant incident report.
• If a student claims inability to pay the invoice on the grounds of financial hardship s/he will be referred to the Student Information and Funding (SMS) for a full financial assessment of means and a recommendation sought from the SMS Manager as to an appropriate schedule of payment. Students will normally be held liable for the full cost of any damage perpetrated but discretion may be used by the Head of Security, in consultation with the Head of Student Services and the SRT where appropriate, according to individual circumstances.
• In the case of malicious damage, the student may also be referred to the Head of Student Services for an informal disciplinary interview which may result in a warning/final warning or, in the case of repeat offenders and/or serious cases, referred to the Vice Chancellor through the University Secretary with the recommendation that s/he be subject to a formal Disciplinary Hearing.

Damage to University Residences

Damage within the Residences discovered by domestic staff or Resident Tutors will normally be reported to the Accommodation Services Centre by the Housekeeper, who will arrange for the necessary repairs to be carried out and for an invoice to be issued by the Finance Office to the relevant student with a copy to the SRT. In the event of damage totalling over £100, copies will also be sent to the Head of Student Services and to the Head of Security. Where it is impossible to identify the individual(s) responsible, the invoice will be issued to all students sharing the facility, who will be held jointly liable. Failure to settle a communal charge by the deadline date will result in the total cost being applied proportionately to individual student accounts within the kitchen group as well as an administrative charge of £30 per person. Failure to settle this invoice may result in the withdrawal of access to Library and ResNet facilities. Details of the Rights of Appeal and Appeals Procedure are given above.

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Breaches of Health & Safety regulations and Damage to Fire & Safety Equipment

University Regulation 7.4 (e) states that misconduct includes “ action likely to cause injury or impair health or safety on University premises including : …

(iii) improper interference with the services or plant of the University or the fabric of any part of the University estate or with fire alarm systems or fire fighting and safety equipment.

For the purpose of this policy, breaches of health and safety, including damage to fire and safety equipment, are divided into three categories of escalating financial penalties, reflecting the seriousness of the offence. Where the student fails to pay the penalty promptly the amount will be added to his/her residential account. Where more than one student is responsible, those involved will be jointly liable to pay the penalty. In cases where the perpetrator(s) cannot be identified, the relevant group will be held jointly liable.

Category 1 Penalty £30 :

Fire doors rendered ineffective, whether held open by insertion of a wedge or propped open by the placement of a heavy object, or by disabling/interference with the door return device. Moving or removing fire extinguishers. Breaches of the Accommodation Smoking Policy that do not result in a fire alarm activation.

Category 2 Penalty £50-£100:

Smoke detectors covered over, removed or disabled; any interference of fire extinguishers, whether this involves moving or removing; setting off; breaking the seal; or otherwise tampering in any way. Leaving cookers/cooking on and unattended. Tampering with any extraction facility. Adequate extraction is part of the University’s Fire Management Strategy for dealing with cooking steam, fumes etc. If, as a result of tampering
with or switching off the extraction facilities provided, an alarm is activated then a penalty will be incurred.

Breaches of the Accommodation Smoking Policy that do result in a fire alarm activation..

Category 3 Penalty £100-£250:

Setting off a fire alarm by negligence:
NB. Normally a single written warning will be given in respect of this offence. Any repetition of setting off a fire alarm by negligence will result in the imposition of a financial penalty up to £250 and a final written warning. In all other instances, as outlined below, students will incur the financial penalty up to £250 regardless of it being a first offence.

Setting off a fire alarm maliciously:
Malicious damage of alarm call points: breaking the glass or otherwise interfering with the equipment when there is no genuine need to do so. Refusal to evacuate in response to a Fire Alarm or to comply with the instructions of staff, Resident Tutors and/or Fire Officers in attendance. The same penalties will apply to students involved in equivalent breaches in any part of the campus outside of residences and will be applied through the Head of Security in consultation with the Head of Student Services.

An additional charge will be passed on to the person(s) responsible in the event that the University is required to pay a charge by the Fire Service for a malicious or negligent call-out (approximately £1,000).

Any monies collected under Category 3 will be donated to the Fire Service Benevolent Fund after deduction of any essential expenses incurred by the University. Items in this category may also constitute criminal offences under the Fire Service and Rescue Servies Act 2004 S49 which states that a person commits an offence if "he/she knowingly gives or causes to be given a false alarm of fire to a person acting on behalf of a fire and rescue authority" which carries penalties from a fine of up to £1,000 and/or imprisonment of up to three months.

Disciplinary Code – Flow Chart of Procedures

This is available as a pdf document: flow chart of procedures

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Page last updated 1 March 2010 · Contact: acc-web@rt.bath.ac.uk