 |
 |
| Booklet |
|
|
1.1 The Accommodation Office team is responsible for:
• Allocating all accommodation to students seeking to live in campus accommodation in the Halls of Residence;
• Sending out information and offers of accommodation to students and preparing students’ Tenancy Agreements and contracts;
• Ensuring that all residents are invoiced correctly for their accommodation fees, organising deposits, booking fees and notifying students of payment dates;
• Offering continued support on the above services throughout the year, to students living or seeking to live in Halls of Residence.
1.2 Each of these functions is important to ensure that you are given the appropriate information and advice to enable you to complete and promptly return the accommodation documentation to the Accommodation Office. For enquiries or advice on the above, you should contact a team member at the Accommodation Office who will be happy to assist.
Barbara Lockhart, Head of Accommodation
2.1 The team in your Residences Office is responsible for the day-to-day management of their residential areas. We aim to provide value for money, safe, secure and clean accommodation, with other supporting services, which meets the needs of our customers and supports students in achieving their academic goals and to develop as adults who live in and contribute to our community.
2.2 In particular if you need help with any of the following please contact them by telephone, email or calling into your Residences Office:
• Maintenance requests;
• General housekeeping issues;
• Problems which are affecting your quality of life as a resident in University accommodation (eg noise disturbances).
2.3 Residences staff are also a useful first point of contact for other general enquiries. If they are unable to help you, they will know which of the various services at the University is the most appropriate for you and how you can contact them.
2.4 Residences also employ teams of Residences Student Mentors, who, as students themselves, have first-hand experience of life at Brunel. They are available Monday to Thursday inclusive, between 5.00 pm and 9.00 pm to help support and guide you during your stay. They can be contacted in person, by email or by telephone.
Janet Bryan, Head of Residences
Brunel’s actions and activities are guided by a set of core values that define what we do and how we do it. The values of the University as a community are central to the way we see ourselves and are at the heart of everything we do. They are encapsulated in these qualities.
Brunel University:
• Operates a fair allocation policy that does not discriminate on grounds of race, colour, religion, ethnicity, sexuality, age, gender or disability.
• Ensures that students are offered accommodation in accordance with Distance Selling Regulations.
• Each year a number of rooms are set aside for returning students for the following session. The number of rooms set aside may vary each year depending on University target figures for new students. These rooms are allocated in accordance with guidelines to returning students who apply and pay the booking fee by the deadline date usually between January-February each year. Students who apply will be considered for allocation in order of policy priority and will be provisionally allocated before the end of session.
• If the demand from returning students for accommodation is greater than the supply of rooms, students who apply and pay the booking fee by the deadline date will be entered into a ballot for a place in halls in order of policy priority.
• Thereafter returning students who apply and pay the booking fee by the deadline date, but are unsuccessful in the ballot, may remain on the waiting list and will be prioritised for cancellations or for extra room availability should recruitment of new student targets not be reached in September.
The order of priority for the allocation of rooms in the residences is as follows:
NB
The University recognises that in exceptional cases some students who have a permanent and substantial disability or have a medical condition requiring treatment by chemotherapy or dialysis could not attend the University unless they are accommodated on campus. First year students (UG and PG) need only complete the Disability Assessment Questionnaire (DAQ) that is distributed by Brunel Admissions Department. To be eligible, returning students must meet one of the eligibility criteria listed below:
Consideration for accommodation on campus for such students will be given under the following process:
NB 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 medical or disabled grounds for campus accommodation.
The Accommodation Office will consider such applicants recommended by the University Disability and Dyslexia Service and Medical Centre in accordance with the University's policies. Any offers are subject to suitable accommodation being available and subject to allocation policy conditions being met.
Personal Assistants (carers)
The University recognises that some students applying for campus accommodation may have a disability or medical condition that requires a resident personal assistant. In these cases the University can provide the option of a room on campus for the personal assistant under the same terms and conditions as the student. Home students may be able to reclaim personal assistant (carer) costs from their Social Services department (often via a Direct Payments Scheme).
Students requiring campus accommodation for their personal assistant must provide evidence that they have had a community assessment from Social Services which recommends the need for a personal assistant as part of the individual’s agreed Care Plan. Prospective students and returning students are responsible for making their own arrangements to be assessed and for ensuring the personal assistant assessment is completed in advance of the new session. This is to enable the Accommodation Office to reserve the appropriate accommodation to meet the student’s needs. For further information please contact the Brunel Disability and Dyslexia Services.
This will include:
• Students on a foundation programme (The foundation year will be considered to be the first year of entry to the University.);
• Direct entry into level two and level three;
• Students studying with LIBT (The first LIBT year will be considered to be the first year of entry to the University.);
• Exchange students (eg Erasmus and Socrates), who come in blocks of not less than one term, are entitled to accommodation on the same basis as other students coming to the University for the first time subject to room availability.
Full-time undergraduate students entering the University through the Clearing/Adjustment process in August are allocated campus accommodation subject to availability and after other priority groups have been allocated. Students entering through the Clearing/Adjustment process who wish to secure accommodation early should contact the University Housing Office for information on University managed off-campus housing and local private sector housing options. Students who are under 18 years of age and entering through the Clearing/Adjustment process will be considered under the same terms and conditions as other Clearing/Adjustment students (Please refer to the separate Under 18’s Policy for Resident Students for further information).
NB If demand for campus accommodation exceeds supply and we are unable to accommodate you on campus you may wish to place your details on a waiting list. If demand from higher priority groups is met you will be considered for accommodation in accordance with policy priority.
NB If you anticipate you are not able to comply with this requirement (eg delay in visa) you must notify the Accommodation Office in advance. A period of grace (seven days) will be permitted for your partner to join you. Thereafter if there are further delays, you will be requested to vacate the studio flat and either move to a single room on campus or move to off campus housing.
FURTHER NOTES
- The distance of your home from the campus does not affect your chances of getting accommodation.
- The University reserves the right to withdraw any offer of accommodation if a student's year group (and thereby the priority status) changes as a result of having to repeat a year.
- The following factors are not normally taken into account when allocating campus accommodation:
- Being an officer of a club or society;
- Being a Residences Student Mentor;
- Financial assets or means;
- Work placement locations;
- Home address;
- Home or overseas fee paying status;
- Gender;
- Religion;
- Domestic circumstances.
The under 18’s policy covers students applying for University campus accommodation, whose 18th birthday falls after the first day of the Tenancy Agreement of the year of entry to the University. The policy will cease to apply to students once they reach their 18th birthday.
Students under the age of 18 are unable to enter into a Tenancy Agreement with Brunel University and the University requires a parent or responsible person over the age of 18 to act as guarantor and sign the Tenancy Agreement. This means that the guarantor must pay any sums agreed under the Tenancy Agreement if the student fails to do so.
The University cannot assume parental responsibility for a student under the age of 18. Students and their families should bear in mind that Brunel University is an adult environment. Students are expected to behave like adults and to assume adult levels of responsibility. Students are expected to have the necessary skills to study and live independently alongside people from a wide variety of backgrounds. Places in halls are offered at Brunel on the understanding that the student will be able to adapt to living away from home and to looking after him or herself in all practical matters.
Our responsibility to under 18 year old students:
5.1 Accommodation and Residential Services will:
5.1.1 Allocate those students who apply and accept their course offer and have applied for accommodation before 1 September 2012 into University campus accommodation. After 1 September 2012 we will use our best endeavours to offer University campus accommodation subject to availability.
5.1.2 Under 18’s details will be highlighted to the Residence Management teams and under 18’s should contact them during office hours if necessary.
5.1.3 Integrate students who are under 18 years of age with those who are over 18.
5.1.4 Carry out Criminal Record Bureau (CRB) checks on Residences Management Staff, Supervisors, Senior Student Mentors and Security staff employed by the University.
5.1.5 Provide relevant training for Resident Staff employed by the University and staff with regular access to bedrooms.
5.1.6 Promptly inform the person named as guarantor if we become aware that the student:
a. Is in rent arrears of one term or more;
b. Is in serious breach of the Residences Regulations Terms and Conditions invoking Disciplinary Regulations.5.1.7 Ensure that students under 18 are aware of whom to contact in case of difficulties.
5.1.8 In all cases we will try to encourage students to involve a parent/guarantor where appropriate but will take a student’s request for confidentiality and the student’s welfare as paramount, even if this means not telling their parent/guarantor at the student’s request.
5.1.9 Send documentation, including a Tenancy Agreement and Regulations Booklet, to the student and guarantor that is required to be accepted/signed and returned to the Accommodation Office by the guarantor before the student can take up residence.
5.1.10 Provide the student and guarantor with full details of how to secure a room on campus including what deadlines they are required to meet.
5.2 Accommodation and Residential Services will NOT:
5.2.1 Carry out CRB checks or provide training for University Contractors (attending to repairs within the residences). All contractors will however, carry identification and will carry out repairs/works between 9.00 am and 5.00 pm except in an emergency situation.
5.2.2 Act in Loco Parentis.
5.2.3 Carry out any checks, other than those mentioned above on under 18’s living in University managed accommodation.
5.2.4 Monitor how the student spends their leisure time or manages their finances.
5.2.5 Apply this policy to under 18’s housed in the private sector.
5.3 Students’ responsibility to Accommodation and Residential Services
Students will:
5.3.1 Provide the name and address of a parent or guarantor who will be the University’s point of contact for notification under points 5.1.6, 5.1.9 and 5.3.2.
5.3.2 Provide the name of a guarantor in the UK where the student is from overseas.
5.3.3 Be required to enter into a new Tenancy Agreement with the University on their 18th Birthday.
5.3.4 Abide by the Tenancy Agreement terms and conditions from the point of accepting a campus room allocation.
6.1 Applicants are required to disclose any criminal record or investigation when applying for accommodation in properties owned or managed by Brunel University. Failure to do so will result in applications for accommodation being rejected and/or immediate expulsion from the residences.
6.2 Applications from those (or the studio flat partner) who have a criminal record and/or who are under investigation for drug trafficking, fraud, burglary and sexual or violent crimes will not be considered for accommodation in properties owned or managed by the University. In cases of other offences or investigations, applications and restrictions will be considered on an individual basis.
7.1 If you wish to make a comment regarding the Accommodation Office service please contact the Accommodation Office in writing by email to
accom-uxb@brunel.ac.uk or post to Brunel University, Accommodation Office, Uxbridge, Middlesex, UB8 3PH.
7.2 If you wish to make a complaint about an Accommodation Office Service2:
Stage 1: Please contact a member of the Accommodation Office Team who will be able to assist you.
Stage 2: If the complaint remains unresolved at stage 1 you should write to the Accommodation Office or email accom-uxb@brunel.ac.uk and your complaint will be responded to within 2 working days. If further investigation is required you will be informed of this in the Accommodation Office’s initial response.
Stage 3: If you are dissatisfied at stage 2 you should write to the Head of Accommodation and you will receive a response within 4 working days.
Stage 4: We aim to resolve complaints at stage 2 or 3. However, if you are dissatisfied with the outcome of stage 2 or 3 and wish to pursue the matter, you should write to the Director of RCCS, RCCS Office, Bishop Hall, Brunel University, Uxbridge, Middlesex, UB8 3PH who will investigate your complaint further and reply to you with a decision.
Stage 5: If in the unlikely event that we have been unable to reach an agreement at stage 4, residents should follow the University complaints procedure – non academic matters, details can be found in your Student Handbook.
7.3 If you wish to make a complaint about the services in your hall of residence3:
Stage 1: Residents are advised to contact a member of staff in their Residences Office to discuss their complaint and resolve it informally at the earliest opportunity. However, if this has not been successful please see stage 2.
Stage 2: Bring your complaint to the attention of your Operations Manager formally who will investigate your complaint and respond in writing.
Stage 3: We aim to resolve all complaints at stage 2. However, if you are dissatisfied with the outcome you should write to the RCCS Office, Bishop Hall, Brunel University, Uxbridge, Middlesex, UB8 3PH or email residences.comments@brunel.ac.uk. Your complaint will be investigated by a senior member of the Residences Team with your Operations Manager and you will receive a written reply advising you of the outcome.
Stage 4: If in the unlikely event that we have been unable to reach an agreement, residents should follow the University complaints procedure – non academic matters, details can be found in your Student Handbook.
7.4 At any stage of the complaints procedure and where appropriate, a complaint may be referred by the Head of Accommodation or the Head of Residences or their representative to one of the University’s impartial mediators.
8.1 To be eligible to apply for a room as a returning student you are required to be a full-time, full-fee paying, fully enrolled student for the entire session. The Accommodation Office may request evidence from your department of your status.
8.2 Final year, level four M.Eng and level three undergraduate students who are uncertain if they will be on a placement will be invited to apply for returner student accommodation.
8.3 Due to demand level two and below will not be invited to apply for campus accommodation but should apply to the University Housing Office for assistance in securing local off-campus accommodation. However, you may want to place your details on our waiting list for campus accommodation (see section 5b of the University Policy for further details).
8.4 To apply for accommodation you should complete the online application form and pay the booking fee of £350 (£400 for studio flats) by cleared funds either online, or to the University Cash Office. Applications are processed once your booking fee has been paid and your application form has been received by the Accommodation Office. Offers of accommodation, formal or otherwise, are provisional and are subject to the clearance of all fees owing to the University up to and including the Summer Vacation 2013.
8.5 The deadline for application forms and payment of the booking fee is Thursday 24 January 2013. Applications received after this date will be considered only after all other applications. Please note this may restrict the options available to you.
8.6 Students who are returning from their placement in January 2014 can apply online and place their details on the waiting list. Accommodation will be offered in accordance with the University Accommodation Policy and subject to availability (see section 5 on page 10).
8.7 The deadline for studio flat application forms and payment of the £400 booking fee is 31 July 2013. Students making a studio flat application are required to provide a proof of relationship. If you are married or in a civil partnership you should provide a civil partnership or marriage certificate, if this document is written in your home language you will be required to provide a written translation alongside a copy of the original document.
8.8 During the returner application process third year undergraduate returners will be treated as the same priority level as third year final undergraduates.
8.9 You will have seven days from the payment date of your booking fee to cancel your application and receive a full refund of your booking fee (provided that your Tenancy Agreement does not begin within this seven day period).
8.10 After the seven day booking fee cancellation period (see regulation 8.9) the following single accommodation cancellation charges will apply:
• By 2 August 2013: £50
• By 31 August 2013: £100
• From 1 September 2013 the booking fee will be retained by the University to cover the additional administration expenses incurred in finding a replacement and processing their documentation.
After the seven day booking fee cancellation period (see regulation 8.9) the following studio flat accommodation cancellation charges will apply:
• By 31 July 2013: £50
• From 1 August 2013 the booking fee will be retained by the University.
8.11 If you accept your accommodation offer and/or receive a provisional offer and subsequently cancel, the above cancellation charge in regulation 8.10 will apply.
8.12 All cancellations must be put in writing to the Accommodation Office either by email, by fax or by post. By completing the online cancellation form at www.brunel.ac.uk/services/accommodation/apply/online-application-centre/cancellation-form.
Students on formal placement - cancelling before the start of the Tenancy Agreement
8.13 Undergraduate students who are subsequently offered and accept an official University placement after having applied and/or received a room offer will have the room offer withdrawn and the booking fee will be refunded in full. You should inform the Accommodation Office in writing as early as possible at accom-uxb@brunel.ac.uk. For those who do not secure a placement until later in the summer, and provided you cancel by 1 September 2012, you will also receive a full refund of the booking fee. Charges will apply if a room is cancelled between the period 1 September and the start of the contract. The Accommodation office regularly seeks verification from the Placement Office throughout the summer period for details of students who have secured a placement. Students on the placement Office list (if they have not already informed the Accommodation Office) will have their allocation/offer withdrawn automatically to enable a waiting student in full-time study to be offered the room and will receive a full refund of the booking fee. Although you will no longer be a priority for a campus room during the period of your placement you may wish to place your details on our waiting list. In the event of other priority group allocations being exhausted, you may be offered a campus room but this is unlikely to happen until mid September at the earliest. If you are offered and accept an official University placement after your Tenancy Agreement has started and wish to cancel your contract, normal cancellation terms and conditions will apply, please contact the Accommodation Office for further information. Please see SECTION 5 paragraph a) of the University Allocation policy (page 10) for information on continuing to stay on campus after you start your official placement. To submit the cancellation or add your details to the waiting list please go to www.brunel.ac.uk/services/accommodation/apply/online-application-centre.
Students on formal placement – cancelling after the start of the Tenancy Agreement
8.14 If you are offered and accept an official University placement after the Tenancy Agreement has started normal cancellation terms and conditions will apply; please contact the Accommodation Office for further information.
8.15 Allocations will be carried out in accordance with the University Accommodation Policy. If demand from returning students for the limited accommodation set aside is greater than the supply of rooms, students who apply and pay the booking fee by the deadline date will be entered into a ballot for a place in halls in order of policy priority. Those who apply and/or pay the booking fee after the deadline date will not be entered into the ballot and will be a lower priority.
8.16 Provisional allocations will be announced on 4 February 2013 and successful students will receive a text and email confirmation. From this date Group Request Application Forms will be available until 18 February 2013 to students who were successful in the ballot and who now wish to form themselves into a Group Request Application. On 22 March 2013 the Accommodation Office will confirm which Halls of Residence your group has been provisionally allocated to.
8.17 After your Tenancy Agreement has started your booking fee will automatically be converted to your accommodation deposit. The deposit will be deducted from your last instalment of rent by the Finance Office. Please ensure you fully understand all the booking conditions before applying for accommodation.
8.18 Both the partner and the main applicant of co-habiting couples allocated studio flat accommodation are required to collect the keys on the same day (please refer to section 7 on page 11 for further information).
8.19 Should the circumstances of the studio flat couple change (including relationship status) the main applicant and partner are required to notify the Accommodation Office immediately. Under certain circumstances the couple may be required to leave the accommodation. For further details please contact the Accommodation Office.
9.1 Offers of accommodation are subject to the clearance of ALL outstanding fees to the University.
9.2 There is a minimum booking period of one week. A payment will need to be made in full in advance for the duration of your stay upon application. Students who book accommodation for the summer vacation period are not unfortunately able to pay fees by Direct Debit.
9.3 Your first week’s rent is non-refundable unless notice in writing to the Accommodation Office is given seven days before the start of your Tenancy Agreement. The latest date for occupation is 10.00 am on Saturday 7 September 2013.
9.4 Visiting students and Brunel students requiring accommodation during the Summer Vacation may apply online to the Accommodation Office from end of March 2013. Summer accommodation will not be available beyond 10.00 am on Saturday 7 September 2013. Your Tenancy Agreement must be carefully read and accepted online or signed and returned to the Accommodation Office electronically or by post by the deadline stated on the Tenancy Agreement. A further new contract of not less than one week cannot be guaranteed unless one week’s notice is given and agreed by the Accommodation Office and payment is made in full in advance.
NB
• Rates for visiting students are different from Brunel Students, please refer to your Tenancy Agreement for rate information or the following website: www.brunel.ac.uk/services/accommodation/visiting-brunel/.
• Brunel University reserves the right to seek verification from the visiting student’s home university on their status as a student.
• The University requires individuals as a condition of their application for accommodation to disclose any relevant criminal convictions and related information for the tenant and their partner (for studio flats) as described in the University Disclosure Policy. For further information on the University’s Policy for acceptance of ex-offenders, see www.brunel.ac.uk/courses/admissions/criminal-records-bureau/.
• Applications from those (or the studio flat partner) who have a criminal record and/or who are under investigation for drug trafficking, fraud, burglary and sexual or violent crimes will not be considered for accommodation in properties owned or managed by the University. In cases of other offences or investigations, applications and restrictions will be considered on an individual basis.
9.5 Summer Vacation Tenancy Agreements will be subject to these Residences Regulations but are not subject to the break of contract charges in regulation 17.4.
9.6 Where possible notice of intention to leave early should be given to the Accommodation Office in writing. You may vacate early and you will be refunded for any additional nights you have paid for; the minimum stay of one week applies. You can email the Accommodation Office to find out the balance on your account or to request a refund after you have moved out. For further conditions of stay please see the Summer Vacation Application Form.
9.7 Students with a term time contract until 10.00 am on the 1 June 2013 have to apply and make the payment by the 26 April 2013 if they want to continue their stay on campus after the contract ends. Your first week’s rent is non-refundable unless notice in writing to the Accommodation Office is given by 4.30 pm on 24 May 2013 at the latest. Some areas close during the summer for either redecoration or for conference use, and therefore some students may be required to move to a different campus location.
9.8 Pre-sessional students who hold a summer vacation contract for 2013 and are also allocated accommodation for session 2013/14, (who subsequently wish to cancel their allocation for session 2013/14) must advise the Accommodation Office in writing no later than seven days prior to the start of the Tenancy Agreement for 2013/14. Provided the Accommodation Office receives this notification a refund of the £350 deposit will be granted. If written notification is not received the £350 deposit is non-refundable. Cancellation of studio flat bookings will be charged as per regulation 8.10.
9.9 Not all visiting students and departmental visitors will be eligible for a network account. Conditions of the entitlement to a network account can be found at https://connect.brunel.ac.uk/jrs/.
NB summer residents should note that events, such as our Graduation ceremonies and International Summer Schools, are held during the summer period on campus.
10.1 The Accommodation Office may provide a reference letter for students who have lived in halls and their payment of rent status. Students can request a reference letter or a third party may request a reference letter by contacting the Accommodation Office directly. All reference requests from third parties should be made in writing by email accom-uxb@brunel.ac.uk. The Accommodation Office will require written permission from the student concerned prior to releasing a reference to a third party. Please note that a reference letter may take up to one week to process depending on demand, and therefore students should ensure that permission is provided in writing to the Accommodation Office prior to the third party contacting the Accommodation Office. Reference letters will be declined if a student is in breach of their Tenancy Agreement or has outstanding money owing to the University.
11.1 The University, in granting a Tenancy Agreement to any Resident, does not thereby confer (or intend to confer) any right or benefit on any other student/resident or third party.
11.2 Residents are responsible for the conduct of their authorised visitors and must ensure that those visitors behave in a way, which is consistent with these Residences Regulations. Where an authorised visitor’s behaviour would be in breach of these Residences Regulations, if they were a resident, the resident who invited them into residences may face disciplinary action if circumstances justify it.
12.1 These Regulations form part of the Tenancy Agreement that all Residents must accept and sign up to, creating legally binding obligations between the University and the Resident. Residents should read the Tenancy Agreement and these Regulations before accepting the Tenancy Agreement. The Tenancy Agreement is governed by English law which international students may find quite different to the law which applies in their own country. Residents should take advice before accepting if they feel they need it.
12.2 For the purpose of these Regulations, ‘Residence’ means any one of the forms of accommodation (Halls of Residence/Head Leases) let by the University to students. ‘Accommodation’ means a furnished bedroom at the Residence to be allocated on the student’s arrival at University. ‘Communal Areas’ means any shared kitchen, bathroom, common or other room allocated to the Accommodation and those parts of the University’s property which are necessary for the purpose of gaining access to the Accommodation. ‘Resident’ means any person who has a valid Tenancy Agreement for a room within a Residence. ‘Security Personnel’ means any officer or employee of the University or a company employed by the University for the Provision of security services to the University. Residences staff means any Operations Manager, or their representative, or staff reporting to them.
12.3 Disciplinary action in accordance with the procedures set out in these Regulations (including the imposition of non-financial sanctions, fines or other financial charges) may be taken against any Resident in breach of these Regulations. Disciplinary action may also be taken under the University’s Senate Regulation No 6 (Disciplinary Procedures for Student Misconduct) where appropriate to deal with the student’s behaviour under those procedures. Records are kept of any Resident in breach of these Regulations and any action taken, which will be referred to when considering any future applications for University accommodation but not for any other purpose. In cases of serious or persistent breach of these Regulations, the University is entitled to take steps to terminate the Tenancy Agreement (see regulation 31). Students are advised in writing of any financial liability arising out of a breach of these Regulations and these sums will be added to the student’s University account for payment to be made within seven days. Where behaviour breaks the law information will also be shared with the police who may take additional action.
12.4 As soon as reasonably possible after the University has received:
• The Resident’s signed and dated Tenancy Agreement or the on-line electronically accepted Tenancy Agreement;
• Accommodation deposit payment by cleared funds (See regulations 18.1 and 18.3 for the most suitable payment method.). (If paying by Bank Transfer the Accommodation Office must receive a copy of the transfer receipt by the deadline stated in your Tenancy Agreement. Failure to do so may result in your allocation being cancelled);
the Tenancy Agreement will be counter-signed and date-stamped by the University and at that point the resident will be bound to take and the University will be bound to grant, a Tenancy of the accommodation on the first day of the Tenancy period stated in the Tenancy Agreement.
Keys to accommodation will not be issued until:
• The deposit of £350 (£400 for studio flats) by cleared funds (See regulations 18.1 and 18.3 for the most suitable payment method) has been paid to the Cash Office by the deadline date on the Tenancy Agreement;
• The Tenancy Agreement has been signed and received by the Accommodation Office by post or electronically by the deadline stated on the Tenancy Agreement.
If the above points are not completed by the deadline date in the Tenancy Agreement, the offer of accommodation will automatically lapse on that date.
12.5 If you have supplied the University with a valid email address then you will receive information regarding your allocation to your email account. If you are a returning student your Tenancy Agreement will be sent to your Brunel email account. You can also supply a mobile contact number so that we can send you text alerts for important dates.
12.6 The dates between which the student will be permitted to occupy the accommodation will be specified in the Tenancy Agreement. Residents will not be permitted to stay beyond the end of their Tenancy period unless they enter into a further Tenancy Agreement with the University prior to the end date of the current Tenancy Agreement (see regulation 9 and 12.8). Tenancy start and end dates cannot be changed. Postgraduate students who have a contract until 10.00 am 7 September 2013 and have a submission date for coursework after their contract end date will not be able to extend beyond this date. It is important that you make alternative off campus accommodation arrangements for the period beyond 10.00 am 7 September 2013 or alternatively arrange to complete your dissertation before your Tenancy Agreement end date.
12.7 Contracts for Undergraduate and Postgraduate students are offered for the relevant academic period (ie Undergraduates 23 September 2012 to 10.00am on 1 June 2013 and Postgraduates 23 September 2012 to 10.00am on 7 September 2013). If your entry/start date occurs at any other time of the academic year accommodation will only be offered subject to availability.
12.8 If a Resident has been issued a Tenancy Agreement for 2011/12 until 7 September 2012 and has accepted their Tenancy Agreement and paid their deposit/booking fee for a Tenancy Agreement for 2012/13, under certain circumstances students will be allowed to remain on campus between the end date of one contract and the start date of the other. Charges will apply for extra nights at the relevant nightly rate. The charge for this period of time will not be included in the Residents’ Tenancy Agreement for 2012/13. Student Finance will issue you with an invoice for this charge which will be added to your student account and is payable by 24 October 2012. See regulations 18.1 and 18.3 for the most suitable payment method. Please note that unpaid charges which are overdue for payment are subject to late payment fee (see regulation 18.11) and may lead to difficulties in obtaining exam results and/or purchasing tickets for graduation ceremonies.
12.9 Campus accommodation is provided for students attending the Pre- sessional English Language course during the summer vacation period. Students who successfully pass the English Language course and meet the offer conditions for their main Brunel Undergraduate or Postgraduate course of study will be offered continued accommodation on campus for the new academic year under the terms of regulation 12.8.
12.10 Exchange/Erasmus students are offered one of the following contract period dates:
Contract 1 – 23 September 2012 – 10.00 am on 6 January 2013
Contract 2 – 23 September 2012 – 10.00 am on 1 June 2013
Contract 3 – 23 September 2012 – 10.00 am on 7 September 2013
Contract 4 – From January 2013 onwards – 10.00 am on 1 June 2013
Contract 5 – From January 2013 onwards – 10.00 am on 7 September 2013
NB If your course does not match these contract periods you must inform the Accommodation Office in advance of accepting the Tenancy Agreement. Offers of accommodation to Exchange/ Erasmus students will be made subject to availability. Accommodation fees are payable for the full contract periods listed above.
12.11 The £350 deposit (£400 for studio flats) will be held on the Resident’s accommodation account and credited to the final instalment of accommodation fees. The deposit paid by a student who has accepted accommodation but who subsequently cancels less than seven days prior to the start of the tenancy period or fails to take up residence by the seventh day of the tenancy period or by the date notified for late arrival (see regulation 15.4) will not be returned but will be used by the University to off-set the administration costs of processing and cancelling the student’s application. If the University has to cancel a Tenancy Agreement before the student is due to take up residence (and cannot offer alternative similar accommodation) the £350 deposit (£400 for studio flats) will be refunded to the student.
12.12 Students who verbally accept their Tenancy Agreement and/or collect the keys to the accommodation and do not sign the Tenancy Agreement are bound by the Terms and Conditions of the Rules and Regulations.
12.13 If there is insufficient demand for adapted rooms for students with a disability at the start of session some adapted rooms will be offered to students who do not require adapted facilities. If you are in an adapted room you may be required to move to a non-adapted room during your stay in Residences as a result of an emergency. Please note that this does not affect all adapted rooms and should you be offered one of these rooms you will be asked to sign a disclaimer to ensure you are aware of this condition.
12.14 Undergraduates and PG Cert students whose course may extend beyond the normal tenancy period for Undergraduates/ PG Certs (e.g. 31 June 2013) are required to notify the Accommodation Office. The Accommodation Office will do its best to accommodate the student in the same room but this may not always be possible. Extra fees will be payable for any period the accommodation is booked beyond the normal tenancy period.
13.1 Students who are waiting for a decision on a course acceptance will still be liable for the accommodation charges.
13.2 Only one room move/exchange is permitted for each session.
13.3 Students who have a term one contract and successfully have an unconditional firm offer for their course commencing in January will automatically be offered accommodation provided they do not have any outstanding accommodation fees.
14.1 The University will provide the following services as part of the accommodation:
• Furniture and fittings;
• Bed linen and duvet on arrival;
• Heating – As part of our commitment to environmental sustainability heating will be available during specific times and certain dates to be decided by the Chief Operating Officer (To achieve a reduction in Carbon Footprint the University may implement temperature controls in vacation periods. This may involve the closure of some buildings (please see regulation 14.6);
• Lighting and water;
• Linen;
• Clean accommodation on occupation – Any other cleaning provided will be carried out in accordance with the cleaning rotas displayed on the Residences’ notice boards;
• Shared or en suite bathrooms, shared kitchen and coin operated laundry facilities;
• Insurance of the buildings;
• Basic Insurance of personal effects (Please check your insurance policy for any exclusions, as not all items are covered.);
• Site security staff on campus;
• Repair and maintenance of the buildings (but damage caused by students will be re-charged to the students’ Brunel account);
• Internet Access (subject to Computing Services Terms and Conditions, this information will be provided in your room on arrival or can be accessed online on: www.brunel.ac.uk/life/study/computer-centre/services/connect-service).
NB Internet connection in your room will be activated once you collect your room keys. For students making internal moves internet connection will only be activated in your new room once you have returned the keys for your previous allocation. If you remain in the same room your internet connection should remain. For any enquiries relating to this please contact your Residences Office.
14.2 The University shall not be liable to students for any variation or suspension of these services where the variation or suspension is due to circumstances outside the University’s control (unless the reason for the variation or suspension is a direct result of the University’s negligence).
14.3 The University shall be entitled to withdraw any service, which is not an essential and necessary amenity where there is serious or persistent misuse of that service.
14.4 The University is entitled to gain access to the accommodation whenever that is reasonably necessary to enable it to provide the services and at any time in an emergency.
14.5 2 Sheets, 1 pillow, 1 pillowcase, 1 duvet cover and duvet are provided in all rooms on arrival, towels are not provided. Linen may be returned to the Residence Office if not required and this should be recorded on our inventory.
14.6 Right to temporarily relocate
We reserve the right to allocate to you (before the start of your period of residence) or move you to (after you have moved in) similar alternative accommodation for reasonable management reasons including (but not limited to):
14.6.1 Where we consider that we cannot reasonably carry out works to the accommodation, the whole or neighbouring property (whether repairs or improvements) whilst you, and anyone living with you, remain in the accommodation; or
14.6.2 Where the accommodation and/or the hall being damaged, such that we consider (acting reasonably) that it is unfit for occupation for example due to flood, infestation, storm, damage, plant malfunction; or
14.6.3 Where a period of residence includes the Christmas and/or Easter and/or summer vacations and the hall is not fully occupied over the vacation and we decide (acting reasonably) to move you to other University accommodation so that all students residing in the University over the vacation are together in the same part of the University.
14.7 We reserve the right to require you to move to similar alternative accommodation where we reasonably consider, because of your behaviour, or for any reason, that is necessary to move you from the accommodation to protect your well-being or the well-being of others or to prevent damage in the accommodation.
14.8 If we request you to relocate:
14.8.1 We will give you written notice of this and give you details of the similar alternative accommodation to which you will be moving. We will also notify you of the date on which you are to move to the similar alternative accommodation and we will give you reasonable notice of this date (taking into account the circumstances). Certain circumstances may mean that the notice period may be as little as 24 hours;
14.8.2 If the accommodation fee for the similar alternative accommodation is more than the accommodation fee that you are paying for your current accommodation, we will not charge you the higher accommodation fee and will continue to charge you the accommodation fee for your current accommodation;
14.8.3 If the accommodation fee for the similar alternative accommodation is less than the accommodation fee that you are paying for your current accommodation, we will charge you the lower accommodation fee as from the date on which you move into similar alternative accommodation;
14.8.4 If you do not move out of your current accommodation upon us requesting you to do so in accordance with our rights, we can take legal action to force you to move out. If we have to take legal action, we will ask the court for an order that the cost of the legal action be paid by you.
15.1 First year Undergraduates and Exchange/Erasmus (on a contract 1, 2 and 3) students’ Tenancy Agreements will start from Sunday 23 September 2012 (which is one week prior to the first Monday of term 1).
15.2 Returning Undergraduates’ Tenancy Agreements will start from Thursday 27 September 2012 (which is the Thursday prior to the first Monday of term 1).
15.3 Postgraduate and Research Tenancy Agreements will start from Sunday 23 September 2012 (which is one week prior to the first Monday of term 1).
15.4 At the start of the session any room which remains unoccupied seven days after the start of the Tenancy period applicable to that room will be reallocated to another student unless the prospective Resident has:
• Informed the Accommodation Office in writing that s/he will be arriving late; and the Accommodation Office has agreed a new arrival date. The late arrival form can be submitted on the following website: www.brunel.ac.uk/services/accommodation/apply/online-application-centre/late-arrival-form
• Made payment of their first instalment; and
• Paid a £350 deposit (£400 for studio flats) by cleared funds (See regulations 18.1 and 18.3 for the most suitable payment method.).
Details of the expected date of arrival and the reason for late arrival must be given in advance of the start date of your Tenancy Agreement to the Accommodation Office. Late arrival will be charged from the first day of the tenancy period stated in the Tenancy Agreement, not from the date of arrival. If a student still has not arrived on the later date notified to the Accommodation Office, the University may then re-allocate the room. The University will in either case try to contact students before a room is re-allocated, but if it has not been possible to make contact, the University will offer the room to another student. The £350 deposit (£400 for studio flats) will in either case be retained by the University to cover room charges and the additional administration expenses incurred in finding a replacement and processing their documentation. This includes Residents who are unable to take up the accommodation because of a rejected or pending visa application.
15.5 Students who wish to arrive later than 7 days after the start of session may request directly to the Accommodation Office for an extension for late arrival. If an exception is agreed students are expected to pay their first instalment in full before this exception is made.
15.6 Where a Resident collects his/her room key to take up residence but has not accepted the Tenancy Agreement the contract will be binding and the Resident will be subject to the terms and conditions in the Residences Regulations booklet.
15.7 On the day of arrival Students must bring:
• Proof of identity (photo ID eg student ID card, passport);
• A copy of the Tenancy Agreement;
• A 'Key Release Form';
• One recent passport sized photograph of themselves.
This photograph (including studio flat partners if applicable) will be kept on file for security purposes while the person(s) is a resident. Keys will not be issued without presentation of all of the above. A 'Key Release Form' is available upon completion of the Residences online e-Induction. Students can access this at http://brunel.induction.org.uk/. Students will need their student number and date of birth to login. All queries regarding a 'Key Release Form' must be directed to residences.comments@brunel.ac.uk.
15.8 Students who have been allocated a studio flat are required to collect their keys within seven days of the start of their Tenancy Agreement. Both the tenancy holder and partner must collect the keys at the same time (please refer to section 7 on page 11).
15.9 Partners who are not full-time students may be liable to pay council tax.
16.1 Students living on campus or within a two mile radius of the University are not eligible to apply for an annual parking permit. They can use the pay & display areas between 8am and 4.30pm Monday to Friday. You can apply for ‘out of hours’ access through the Student Centre which allows you to park on campus outside these hours. The University does of course make exceptions for disabled badge holders and they can apply for a parking permit via the Student Centre. Please note the University encourages the use of public transport and other sustainable methods of travel other than the car. Special arrangements will be in place at the start and end of each year so that new and returning students can load and unload their personal belongings (see page 1). For further information please visit website www.brunel.ac.uk/about/pubfac/car-parking or contact the Student Centre at student.centre@brunel.ac.uk.
End of session vacating procedure
17.1 At the end of the session students are required to vacate their rooms by 10.00 am the morning on the last day of the tenancy period stated in the Tenancy Agreement. Keys returned after 10.00 am will result in extra room charges (see 17.2).
17.2 If you fail to move out on or by the due date/time you will be liable for additional accommodation fees at a nightly rate of £35.79 for standard, £40.90 for en suite (flat layout), £38.92 for en suite (corridor layout) and £61.50 for studio flats. The accommodation is not regarded as vacated until keys have been returned to the Residences Office; this includes partner’s keys for studio flats. Outside normal office hours keys should be posted through the Residences Office letterbox in an envelope collected from the Residences Office clearly marked with the student’s name, student’s number and room/flat/hall details.
Student Finance will issue you with an invoice for this charge which will be added to your student account and is payable within seven days. See regulations 18.1 and 18.3 for the most suitable payment method. Please note that unpaid charges which are overdue for payment are subject to late payment fee (see regulation 18.11) and may lead to difficulties in obtaining exam results and/or purchasing tickets for graduation ceremonies. Disciplinary action (including a fine) will be taken by the University against any student who fails to move out by the due date and time.
Key drop off points are located as follows:
| Name of Hall | Key drop off point |
| Faraday, Saltash, Chepstow and Clifton Hall | Faraday Hall, Staircase 5 |
| Bishop, Kilmorey, Lacy, St Margarets, Lancaster, Southwark, Stockwell, Maria Grey, Borough Road and Gordon Hall | Bishop Hall |
| Mill, Fleming and Galbraith Hall | Mill Hall, Entrance 2 |
| North, Meadow, Michael Bevis, Concourse, Stephen Bragg, West, Maurice Kogan, David Neave, Central, East, Runnymede, George Shipp, Trevor Slater, Shoreditch, Syd Urry, South and Brian Winstanley Hall | Concourse Hall, Block D |
Keys should not be left at the Security Office. Any additional fees under this regulation will be charged to the Resident’s University account and will be payable within seven days of demand.
17.3 Where a Resident leaves the accommodation at the end of the tenancy period and fails to return the room key directly to the Residences Office, the student remains liable for the extra accommodation fees until such time as the key is returned to the Residences Office. When the keys are returned, regulation 17.2 applies. The Resident is not permitted to re-enter the accommodation after the tenancy period has expired, even if the keys have not been returned to the Residences Office.
Vacating procedure for during session
17.4 In their Tenancy Agreement, Residents agree to take the accommodation for the full period and if a Resident leaves the accommodation before the end of the tenancy period or returns their key, the University would be entitled to claim accommodation fees until the end of the tenancy period.
The University recognises that this may cause hardship for some Residents and therefore if a Resident wishes to terminate their Tenancy Agreement early, the University operates the following procedure before 10.00 am on 22 February 2013 for Undergraduate, Language and PG Cert length contracts and before 10.00 am on 1 July 2013 for Postgraduate/Research length contracts:
If the procedure is not followed, the University may choose not to allow this concession and claim accommodation fees until the end of the tenancy period.
University rent levels are calculated on the basis that no room will be empty for any length of time and in the University’s experience, on average throughout the academic year, it usually takes at least three to four weeks to find a suitable replacement tenant. The fee of £350 (£400 for studio flats) for early termination of the Tenancy Agreement is to compensate the University for the costs involved in finding a replacement (including new Tenancy Agreement, preparing the room for occupancy, staff time etc) and the loss of rent while the room is vacant.
17.5 If a resident wishes to terminate their Tenancy Agreement after 10.00 am on 22 February 2013 for Undergraduate, Language and PGCert length contracts and after 10.00 am on 1 July 2013 for Postgraduate/Research length contracts, then they should still follow steps 1 to 5 of the above procedure. However, instead of a fee of £350 (£400 for studio flats), the amount charged to their account will be the full rent until the end of the Tenancy period.
17.6 If a student breaks his or her contract by moving off campus before the Tenancy Agreement end date and regulation 17.4 has been applied, the student will not be offered a new contract for any period within the original Tenancy Agreement period.
Undergraduate Students on formal placement – vacating after the start of the Tenancy Agreement
17.7 Regulation 17.4 will not apply to students who secure an official Undergraduate University work placement and are required to vacate their accommodation before the end of their Tenancy Agreement. If you do secure a placement and wish to vacate your room please e-mail the Accommodation Office at accom-uxb@brunel.ac.uk. The Accommodation Office will seek verification from the Placement Office of your placement commencement date prior to releasing you from your contract. You will be liable for fees for the number of nights you have the keys to your room plus the number of nights until your room is re-let, from the date the keys are received by your Hall Manager. A maximum charge of £350 (equivalent to the early termination charge) (£400 for studio flats) will be applicable for the period between the keys being returned and the room being re-let.
NB If your placement starts in early January and you do not wish to return to your room on campus for the start of term in January charges will apply until the end of the first term i.e. 6 January 2013. Placement students whose placement ends during session and want to return to campus accommodation may apply for a room but an offer will be made subject to availability only.
17.8 If your personal circumstances change during the course of your Tenancy Period that affects your eligibility to remain in campus accommodation (eg you are expecting a baby and you wish to live with your new child/children after the birth) please contact the Accommodation Office at: accom-uxb@brunel.ac.uk. Please note the campus accommodation is not suitable for children. Regulation 17.4 will apply and an early termination charge of £350 (£400 for studio flats) will be charged to your account.
17.9 Exchange/Erasmus contracts are for set periods (see regulation 12.10 for contract lengths).
Exchange/Erasmus Tenancy Agreement start and end dates cannot be changed. Fees will be payable for the full tenancy period and regulations 17.4 and 17.5 will apply. Exchange students, who have a Term 1 contract and subsequently vacate their room early, will be liable for payment for the full contract period.
Charges for non-return of keys after vacating
17.10 A charge will be made for the replacement of each door key lost or not returned, to include the labour and administration cost of changing the lock cylinder where appropriate. A charge will be made to any student or students whose actions necessitate the re-coding/re-programming of any digitally coded access keypad.
17.11 The scale of charges is as follows:
| Replacement key (each) | £13 |
| Replacement Swipe card | £10 |
| Salto Key card | £10 |
| Cylinder Change | £15 |
17.12 Charges will be added by the Residences Office to the Resident’s University account and will be payable within seven days of the Resident being notified of the charge.
17.13 Money will be refunded on keys subsequently found if no more than one week has elapsed since the loss was reported. Cylinder change costs are not refundable.
18.1 Students who have been allocated a room for the 2012/13 academic session will be advised of their offer of accommodation, either electronically, or by post (only if no email address has been supplied). If a mobile number has been supplied we can send you a SMS text message alerting you that your allocation email has been sent. If the student wishes to accept the offer they must do the following:
• Promptly return electronically online or by post to the Accommodation Office the signed and dated Tenancy Agreement.;
• Pay a deposit of £350 (£400 for studio flats) by cleared funds to the Cash Office (eg credit/debit card, travellers cheque in GBP, bank transfer or bankers draft);
• The Accommodation Office must receive the above by the deadline date stated in your Tenancy Agreement.
Payment of the accommodation deposit can be made by the following methods:
• By credit/debit card through the University Cash Office on +44 (0)1895 265264;
• Online by credit/debit card at: www.brunel.ac.uk/courses/paying-your-fees/ (After payment has been made online you will receive a confirmation e mail from the payment provider (capita).
Please ensure that you complete any paperwork accurately and clearly. If the details provided are incorrect it will result in the University being unable to collect funds and you may risk losing your allocation.
18.2 For students, payment of the termly accommodation fees for the academic year is preferred by direct debit. You can set up a direct debit at: www.brunel.ac.uk/courses/paying-your-fees/paying-by-direct-debit/. After you have moved out from campus accommodation you should cancel your direct debit by contacting your bank.
Alternatively, a recurring credit card transaction form for paying your termly accommodation fees for the academic year is available from the Cash Office by calling +44 (0)1895 265264.
International Student Fee Information
18.3 For international postgraduate or research students the Accommodation Office requires:
• Payment of £350 (£400 for studio flats) accommodation deposit to be made to Brunel International or preferably directly to the University Cash Office to secure your accommodation before your arrival;
• The signed and dated Tenancy Agreement to be returned promptly either electronically online or by post to the Accommodation Office;
• Without the above the room cannot be held past the deadline return date on your Tenancy Agreement.
International students have the following payment options available:
• Online at: www.brunel.ac.uk/courses/paying-your-fees/ (After payment has been made online you will receive a confirmation email from the payment provider Capita);
• By credit/debit card through the University Cash Office on
+44 (0)1895 265264;
• By a bank transfer to the following account details:
HSBC Brunel University –
Account Number: 00183849
Sort Code: 40-45-08
Swift Number/BIC (Bank Identification Code Number): MIDLGB2109L
IBAN Number (International Bank Account Number): GB76MIDL40450800183849
If you choose the bank transfer method, please ensure that you include your full name and Brunel student ID number on the bank Transfer document to help us identify your payment.
A copy of the bank transfer receipt must be sent to and received by the Accommodation Office by email, fax or post by the deadline date in your Tenancy Agreement.
Please ensure that you complete any paperwork accurately and clearly. If the details provided are incorrect it will result in the University being unable to collect funds and you may risk losing your allocation.
18.4 For international students’ payment of the termly accommodation fees for the academic year is preferred by Direct Debit. However this can only be arranged if you have a UK bank account. If you intend to set up an account when you arrive in the UK please check that the account allows a Direct Debit arrangement. Once you have set up an account you can set up a Direct Debit at www.brunel.ac.uk/courses/paying-your-fees/paying-by-direct-debit/. After you have moved out from campus accommodation you should cancel your Direct Debit by contacting your bank.
Alternatively, a Recurring Credit Card transaction form for paying your termly accommodation fees for the academic year is available from the Cash Office by calling +44 (0)1895 265264.
Instalment Dates and Accommodation Periods
18.5 Residents will be charged accommodation fees for the tenancy period stated in their Tenancy Agreement. At the start of term one the Finance Office will send you a payment schedule, which will show the amounts you must pay each term. Please note this is the only notification/invoice you will receive. You will not be issued with an invoice each term therefore it is important you keep the schedule for later reference. Accommodation fees should be paid in three termly instalments for undergraduate contracts and in four termly instalments for postgraduate/research contracts as follows:
Payment Date Accommodation Period
| 24 October 2012 | Autumn Term 2012/Christmas Vacation 2012/13 23 September 2012 to 10.00 am on 6 January 2013 |
| 9 January 2013 | Spring Term 2013 6 January 2013 to 10.00 am on 21 April 2013 |
| 23 April 2013 | Easter Vacation 2013/Summer Term 2013 21 April 2013 to 10.00 am on 1 June 2013 |
| 31 May 2013 | Summer Vacation 2013 (postgraduate/research contracts only) 1 June 2013 to 10.00 am on 7 September 2013 |
NB All students (including Exchange/Erasmus) on campus will receive notification of their payment dates and amounts on their Tenancy Agreement.
Notes:
(1) If a student wishes to take up occupation before the start of the tenancy period it may be possible to arrange this but:
(a) Early entry is not guaranteed (Students should contact their Residences Office to determine availability by completing an online early arrival form at www.brunel.ac.uk/services/accommodation/earlyarrival/);
(b) Where early entry and key collection is permitted the Resident will be charged accommodation fees for booked days whether the student occupies the room or not. Charges will apply for extra nights at the relevant nightly rate;
(c) Payment must be made within seven days of being notified of the charge (Please note that unpaid charges which are overdue for payment are subject to late payment fee (see regulation 18.11) and may lead to difficulties in obtaining exam results and/or purchasing tickets for graduation ceremonies.).
NB All students should make arrangements for accommodation before they arrive at Brunel to start their course. Please ensure that you have secured your accommodation before you travel to Brunel University.
18.6 Accommodation fees are reviewed annually and are fixed for the full academic year.
18.7 Accommodation fees have been set for 2012/13 at the following weekly amounts:
NB Rates for visiting students and visiting staff are different from Brunel students; please refer to your Tenancy Agreement for rate information.
18.8 The accommodation fees will be reduced by £1 per week for rooms without a washbasin.
18.9 Residents whose accommodation fees are overdue are liable to Student Finance for additional charges set out in regulation 18.11 (The University may also take steps to legally terminate the Tenancy Agreement early.).
18.10 Students liable to pay any additional charges under these regulations are required to pay them promptly by cash, cheque or credit/debit card at the Cash Office.
Additional Charges for non-payment of Accommodation Fees
18.11 A charge of £50 (to cover banking and administration charges) will be added to the Resident’s account by the Finance Office for each instalment of accommodation fees or any other accommodation charge not paid on or by the due date. A further charge of £50 will be incurred for every subsequent instalment payment date on which accommodation fees/charges remain unpaid. Charges will be invoiced to the student account and will be payable on receipt of invoice. Non-payment of accommodation fees will result in the University taking legal action to end the Tenancy Agreement. In such cases the University will seek to have all costs paid by the Tenant. Student Finance will issue you with an invoice for this charge which will be added to your student account and is payable immediately. Payment/s may be made by cash or credit/debit card at the campus Cash Office as detailed in regulations 18.1 and 18.3. Please note that unpaid charges which are overdue for payment may lead to difficulties in obtaining exam results and/or purchasing tickets for graduation ceremonies.
18.12 Reduced accommodation fees will not be permitted for late arrivals or early departures, except under the departure terms agreed in regulation 17.4.
18.13 No refund will be made and regulations 17.4 and 17.5 will apply to a Resident whose Tenancy Agreement is terminated because of the Resident’s serious or persistent breach of its terms or where the Resident is expelled from the University under its Disciplinary Regulations but pre-paid accommodation fees will be used to offset any financial claim, which the University may have against the Resident.
18.14 Undergraduate students are allocated rooms until the end of term three. Postgraduate/Research students are allocated rooms until the end of the Summer Vacation. These allocations include the Christmas and Easter Vacations for which full accommodation fees are payable whether or not the student is in occupation. Rebates are not given to Residents who do not occupy their rooms during the Christmas and Easter breaks. Undergraduate, Language and PG Cert students who vacate their rooms before 10.00 am on 22 February 2013 and 10.00 am on 1 July 2013 for Postgraduate/Research length contracts, see regulation 17.4. After keys are returned to the Residences Office students may contact the Accommodation Office for information on their student account balance by emailing accom-uxb@brunel.ac.uk.
18.15 Students who have outstanding fees owed to the University will not be offered or allocated accommodation until all outstanding fees have been paid.
18.16 Students liable to pay fines, charges or administration fees (under these regulations) are required to pay them by cash, cheque or credit/debit card to the Cash Office (Please note that unpaid charges which are overdue for payment are subject to late payment fee (see regulation 18.11) and may lead to difficulties in obtaining exam results and/or purchasing tickets for graduation ceremonies.).
19.1 You are now living as part of a community on campus and it is important to remember that your behaviour and the behaviour of your guests will impact on other people living in surrounding rooms and buildings. Residents and their guests are therefore expected to conduct themselves with mutual respect for one another.
19.2 Residents must have respect for the property and belongings of others and not use, ‘borrow’ or damage any items which belong to others without the owner’s permission.
19.3 Residents must conduct themselves in a responsible and considerate manner and refrain from any conduct likely to bring discredit to themselves, or to the University.
19.4 Students and their authorised visitors must accept the authority of the Residences Staff and Security Personnel and comply with their instructions so far as they are consistent with these regulations.
19.5 Residents must have regard to the safety of themselves and other Residents and must observe the Fire Regulations applicable to Residences (see regulation 26). In particular Residents must not tamper with any fire-fighting equipment or any other safety equipment, block sounders, prop open any fire door or disengage door closure mechanisms.
19.6 Registration Identity cards must be shown or surrendered to Residences Staff and/or Security Personnel upon request.
19.7 Residents must not hand over the keys or swipe cards or give out entrance codes for their accommodation or the building in which it is situated to any person other than a member of Residences or Accommodation Office staff. Only the authorised resident/s may enter their accommodation.
19.8 Residents must not allow guests to remain in their accommodation in the absence of the authorised tenant.
19.9 Any person entering or leaving a Residence must do so by the main entrance door and must not use the windows or emergency only doors for this purpose, unless there is an emergency.
19.10 No person may remain overnight in any area other than a bedroom.
19.11 The Resident should allow access to the accommodation at reasonable times where reasonably required by an authorised member/s of University staff or contractors hired by the University. Residents will be notified of any Residence Management maintenance programmes on the Residents’ notice boards.
19.12 Residents must not allow an unauthorised student or other person to take over, share or stay in their accommodation. Residents and the unauthorised occupant involved will not be considered for University accommodation in the future. The University will take immediate steps to evict unauthorised occupiers, including court proceedings where necessary.
20.1 Residents may not exchange rooms without the prior written consent of the Accommodation Office. Residents wishing to exchange rooms must apply to the Accommodation Office. The application form for room exchange sets out the conditions which Residents must meet and these include payment of an administration charge of £25 per person in advance of the exchange taking place. Accommodation fees will be increased or decreased where a Resident changes their type of room and these adjusted fees will be set out in the new Tenancy Agreement which each exchanging Resident will be required to sign. Any increased fees will be payable in advance.
Only one room exchange is permitted per academic year and is subject to availability.
20.2 Residents exchanging rooms without following the procedure in regulation 20.1 will be required to change back to their allocated room and pay a charge of £25 per person to cover the University’s administration costs.
20.3 Students who have outstanding money owed to the University will not be considered for a room exchange until the outstanding fees have been paid.
20.4 Room changes to vacant rooms: after a period of 6 weeks from start of session applications will be considered from students who want to move to a vacant room. A fee of £25 will apply and regulations 20.3 and 20.5 will apply. Room offers cannot be guaranteed. The Tenancy Agreement commits a Resident to take the accommodation named on the Tenancy Agreement for the full letting period. In the first instance and for the first 6 weeks of session priority will be given to students without accommodation and not to students seeking to change rooms.
20.5 A Resident who is granted a room exchange by the Accommodation Office must return the keys to their original room to the appropriate Residences Office by 10.00 am on the next working day following the date agreed by the Accommodation Office for the move. A nightly charge for the new room and overstay rate (regulation 17.2) for the original room will continue to be applied for keys not returned to the Residences Office on the following working day.
20.6 Room exchange is considered completed when students return their new room inventory paperwork and one passport size photograph to their new Residences Office. A nightly charge for the new room and overstay rate (regulation 17.2) for the original room will continue to be applied until the inventory paperwork and one passport size photograph has been returned to the Residences Office by the date and time agreed by the Resident and the Accommodation Office.
21.1 Residents are responsible for ensuring that their authorised visitors comply with these Residences Regulations at all times within the Residences or on University property and regulation 19 applies to residents, visitors and guests.
21.2 For safety reasons, only the authorised resident is permitted to reside overnight in the allocated bedroom, unless arrangements have been made in advance with the Residences Office.
21.3 A Resident wishing to provide accommodation for an overnight guest may hire a camp bed from the Residences Office. There is a charge of £3 per night for the hire of the bed and bedding, £5 for the whole weekend or during a holiday period when the office may be closed (eg Easter and Christmas). This charge is payable at the time of hire and the maximum duration of hire and stay by guests is three nights except if there is a prior agreement with the Residences Office in exceptional circumstances. The bed and bedding must be returned promptly at the end of the agreed hire period.
21.4 As University accommodation is only suitable for adults to reside in, no person under 18 years of age (other than a resident with a valid Tenancy Agreement) may occupy or stay overnight in the campus residences.
21.5 The student tenant of a co-habiting couple studio flat will remain responsible for the behaviour of their partner. The partner must also comply with the University Residences Rules and Regulations.
22.1 Noise inside or outside residences is equally disturbing and upsetting to those trying to study or sleep. It is more often the result of thoughtlessness than of malice. When it disturbs others, it is unacceptable for any reason.
22.2 Every resident must show consideration to other residents at all times. Residents must not cause a nuisance of any kind to other occupants of their residence or to others living on campus or those living in private properties adjacent to the campus.
22.3 There must be no noise in residences which would disturb others between 11.00 pm and 7.00 am. This includes animated discussions, slamming doors and shouting etc. Loud music should not be played at any time nor should any other form of disturbance be caused at any time.
22.4 Musical instruments must not be played in the residences. Practice rooms are available on campus.
22.5 Mixing decks and/or professional sound systems must not be kept or used in the Residences.
22.6 Parties or gatherings are not permitted in and around the residences. These should be held on Student Union premises.
22.7 The playing of ball games in or around the residential buildings is not permitted.
22.8 Residents are not allowed to keep animals or pets in the residences except animals, which are for the aid of a disabled person and these must be registered with the Residences Office.
22.9 Skateboards, roller-skates and scooters are not to be used in or around the Residences.
22.10 Water and snow fights are not permitted in or around residential buildings.
22.11 Residents disturbed by noise outside normal office hours may wish to try to sort it out with the people causing the noise in the first instance. However, if that does not succeed or you do not feel comfortable doing this, residents should seek assistance at the time of the incident from the Security Personnel who deal with the situation and pass a report on to the Residences Office the next working day. Residents should also personally visit the Residences Office the next working day to file a report.
22.12 Residents must co-operate if asked by another resident to make less noise.
22.13 Outside the residences, students should not shout, chant or sing, particularly if returning to residences in the early hours of the morning. A few self-indulgent students can cause great distress to hundreds of others and for this reason, such incidents are almost always referred for disciplinary action under the Disciplinary Procedures for Residences Regulations (see regulation 31) or provisions under the University’s Regulation No. 6 (Disciplinary Procedures for student misconduct). Where a disturbance warrants it, the University will refer the matter to the police.
23.1 All defects, damage, losses and breakages relating to accommodation, residences or to University property must be reported without delay to the Residences Manager, who will require the Resident to complete a repair form online at:
http://intranet.brunel.ac.uk/studentinfo/accommodation/maintenance/home.shtml
23.2 Residents will be required to pay for the full cost of repairing damage to their accommodation/residences or University property and for repairing or replacing damaged or missing contents unless (in the reasonable opinion of the Residences Management), damage does not exceed fair wear and tear or is caused by an insured risk. An administration fee of £5 per person will be made in addition to the costs of paying for repair/replacement and any fine resulting from disciplinary action.
23.3 Unless responsibility is accepted by one or more individuals, residents of all rooms in the flat/corridor will share equally the full cost of repairing damage to communal areas and for repairing or replacing damaged or missing contents unless (in the reasonable opinion of the Residences Management) damage does not exceed fair wear and tear or is caused by an insured risk. An administration fee of £5 per person will be made in addition to the costs of paying for repair/replacement. Any student who considers they have a good reason for not being charged (for example, if they can provide documented evidence they were away at the time when damage was caused) has the right to appeal to the Residential Services Manager or their representative.
23.4 Any amount for which a Resident is liable under regulations 23.2 or 23.3 will be added to their University account and will be payable within seven days of notification.
23.5 Students who lock themselves out of their residential buildings and who need to regain access outside normal office hours may seek assistance from Security Personnel. Identification must be produced and such requests for assistance will not take priority over other duties of the security staff. There will be a standard charge of £10 for this service, which will be added to the Resident’s University account and will be payable within seven days of the Resident being notified of the charge.
Kitchens/Bedrooms/Bathrooms/Common Rooms
24.1 Shared kitchen facilities for self-catering are provided in the residences. Only the residents allocated to them and their authorised visitors may use the kitchens unless the allocated kitchen is out of order and cannot be used. Each shared kitchen is equipped with a cooker, fridge/freezer and kettle but students are required to provide their own cooking utensils, crockery and cutlery. Storage areas are provided in each kitchen. The water in the bedroom is not suitable for drinking.
24.2 Cleaning is carried out in accordance with the cleaning rotas displayed in the residences. In order for the University to provide a cleaning service residents are also expected to maintain certain standards within their accommodation. Residents are responsible for removing waste and unwanted items from bedrooms and kitchens to the large bins that are provided outside for this purpose and for ensuring that all areas of accommodation (personal and shared)are kept clean and tidy between any published cleans.
24.3 Residents must maintain a reasonable standard of cleanliness in their accommodation and keep all areas (both personal and shared) clean and tidy. University staff will inspect accommodation at regular intervals. Due to the number of residents, it is not possible to give advance warning on halls’ notice boards of when inspections are likely to take place. If (in the reasonable opinion of the University) the accommodation is not maintained at a reasonable standard of cleanliness or tidiness, the University will be entitled to carry out cleaning and dispose of rubbish and the cost of this will be charged to the resident/s of that area in addition to an administration charge of £5 per person.
24.4 If kitchens are not kept clean and tidy, any cleaning provided by the University will be temporarily withdrawn and/or the University will be entitled to carry out cleaning and dispose of rubbish and the cost of the work will be charged equally to each of those students whose rooms the kitchen serves. An administration charge of £5 per person will be charged in addition to the cost of the work (all charges are payable immediately on receipt of invoice). Any student who considers they have a good reason for not being charged (for example, if they can prove they were not living in their accommodation at that time) has the right to appeal to the Residential Services Manager or their representative.
24.5 Residents may not use the kitchens whilst they are being cleaned. Residents must do their washing up on a daily basis. Cleaning may be withdrawn from kitchens where washing up has not been done and the University may charge for any additional cleaning carried out as a result. For reasons of health and hygiene, University cleaning staff will deposit any items which have not been washed up in special bins. Students may retrieve their belongings from these bins in order to wash them, but the bins will be removed when full or posing a health or hygiene risk and staff will dispose of any unclaimed contents within seven days. The University will not compensate any resident for items disposed of in this way.
24.6 The University does not accept responsibility for any loss of or damage to personal belongings from kitchens unless it is as a result of the University acting negligently or in breach of these regulations. In the interest of security, students should keep kitchens locked where possible.
24.7 Posters/pictures/photographs and any other decorative items may only be affixed to pin boards. Spray snow must also not be placed on to the windows. The resident must remove all posters and personal belongings at the end of their tenancy period. An administration fee of £5 per person and all costs properly and reasonably incurred by the University for extra cleaning or decorating because of a breach of this provision will be passed on to the resident and will be payable within seven days of invoice.
24.8 Project work (for example, carpentry, painting, spraying, metalwork, soldering, and welding etc) is not allowed in the residences, nor is the use of power tools and associated items of equipment (work mates etc).
24.9 Residents must not keep or use cooking appliances (kettles, microwaves, toasters etc), fridges or freezers in their bedrooms for safety reasons. However, with the prior approval of the Residences Management, residents may keep their own fridges or microwaves in the kitchens, subject to available space. This equipment must undergo an annual Portable Appliance Test in accordance with the University’s Policy for Portable Appliance Testing: www.brunel.ac.uk/portableappliancepolicy and must be appropriately labelled to indicate this. Regulation 26.11 also applies.
24.10 Residents must not decorate their accommodation or make any alterations to it.
24.11 Residents must use the accommodation only for residential purposes and not conduct any business or commercial activity there.
24.12 The University does not accept responsibility for any loss or damage to personal belongings from bedrooms unless it is as a result of the University acting negligently or in breach of these regulations and in the interests of security residents should keep bedrooms locked where possible.
25.1 Furniture, fittings and furnishings provided by the University are for the use of residents at the locations where they are placed and must not be moved to different rooms. At the end of the tenancy period, all these items should be in the same position within the accommodation as they were in at the start of the tenancy period. Furniture, fittings and furnishings provided by the University must not be dismantled or otherwise tampered with.
25.2 Residents must not bring additional furniture into accommodation without prior written permission from the Residences Office. Any additional item comprising textiles must bear a sticker stating that it complies with the cigarette test or the match test under The Furniture and Furnishings (Fire Safety) Regulations 1988 (as amended) or permission will not be given. Permission will be refused where the item constitutes a hazard for any other reason.
25.3 Residents are not permitted to bring into University premises washing machines, tumble dryers or dishwashers.
25.4 Television satellite dishes are not permitted in or on the residences. Residents must not fix television or radio aerials to the building. Freeview boxes are permitted. Unfortunately we cannot guarantee the TV aerial signal strength or reception. A licence is required if residents have any equipment which is capable of receiving a television signal. This is the responsibility of the resident.
25.5 Residents must not install (or have installed) telephone or telecommunications cabling.
25.6 Residents must not have or use fairy lights in their room, for safety reasons.
26.1 Students are required to take reasonable care for their own health and safety and that of others. They are expected to co-operate with the University on all matters of health and safety; to comply with University instructions on health and safety; to promptly report any University-related accident, hazard or instance of ill-health; and to adopt a responsible attitude overall. In particular, Residents must not tamper with any equipment or device provided for reasons of safety and must avoid putting themselves at risk (eg by climbing in or out of windows).
26.2 Most of the Residences Regulations are made on the grounds of safety and Residents must at all times have regard for their own safety and for the safety of others.
26.3 Entrance doors to all residences are controlled by a card entry system, or digitally coded access keypads. Residents must always shut them after use.
26.4 Residents who will be absent from the residence for more than seven days must first notify their Residences Office. If you fail to notify the Residences Office of your absence it may be assumed you have vacated before the end of your tenancy period and therefore early vacating terms and conditions will apply (see regulation 17 for vacating).
26.5 The University does not accept liability for any loss of, or damage to, personal property (including motor vehicles and motorcycles etc) on the University’s premises, unless it is as a result of the University’s obligations or as a result of the University’s negligence. Students are responsible for the security of their personal property and should ensure that bedrooms, flats and communal doors are securely locked.
26.6 Fire safety is provided for the safety of our residents, guests and staff. Care should be taken not to activate fire safety equipment unnecessarily.
26.7 Residents must never ignore the alarm evacuation procedures other than at notified testing times.
26.8 Electric, gas, oil or other heaters, other than those provided by the University, are not permitted in any part of the residences.
26.9 Irons must not be used without an ironing board and must not be left on when unattended. Ironing items on the carpet is strictly prohibited.
26.10 For safety reasons deep fat frying is not permitted in the residences and cooking appliances must only be used in kitchens and not left unattended at any time while in use.
26.11 Any electrical appliance placed in a communal area must undergo a portable appliance test (‘PAT’) every year, in accordance with the university’s policy www.brunel.ac.uk/portableappliancepolicy/. Electrical appliances in communal area will be checked termly to ensure they comply and any not complying will be tested. A fee of £0.75 plus £5.00 administration is payable for any appliance which is tested. The resident who brought the appliance into Residence is the person who shall be responsible for ensuring it is safe. If an electrical appliance in a communal area develops a fault, or the resident believes it to be unsafe, the resident should promptly report it to their Residences Office.
26.12 Items that have undergone a PAT will be labelled. If the University finds any electrical appliance in the Communal Areas which does not have a current PAT label, the University will remove it from the Communal Areas, and leave a receipt for the item. The University will keep such items until claimed (proof of ownership may be required) but if the item is claimed before the end of the Resident’s contract period, the University may insist on the item undergoing a PAT (at the Resident’s expense) before releasing the item to the Resident. The University may refuse to release any item before the end of the Resident’s contract period if the item does not pass a PAT or is intrinsically unsafe for use in Residences. The University accepts no liability for any electrical equipment placed in the Communal Areas by Residents or their visitors. The University shall be entitled to dispose of any electrical item removed from the Communal Areas which has not been claimed within 7 days of the end of the tenancy period. Any Resident who uses an unlabelled appliance in the Communal Areas should be aware that it has not been provided by the University and should seek the owner’s permission before use.
26.13 Electrical power circuits in rooms and flats must never be overloaded (maximum capacity for each individual socket is 13 amps) and all power plugs and adaptors must be of a standard approved by the University i.e. BS1363 pt 1 (plugs) and BS 1363 pt 3 (adaptors). UK voltage is 230 volts and may differ from other countries. Residents must therefore ensure that all electrical appliances operate safely using 230 volts. Trailing power cables can be dangerous and in the interests of safety must be avoided. Students should only use 4-gang socket adaptors with a single plug and not the 2 or 3 plug-in, box-type adaptors.
26.14 Corridors, doorways, staircases and entrances must not be obstructed in any way. This includes placing items outside, around and beside doors (eg bins).
26.15 The University recognises the legal requirements placed upon us and or general duty of care to all premises users and responsibilities towards students, staff and visitors, therefore smoking is not permitted either inside or within 4 metres of the outside of all University buildings including residential buildings and should be confined to external designated smoking areas. Smokers who use external designated smoking areas must put their discarded smoking materials in the receptacles provided.
26.16 Incense, candles or anything which smoulders or uses coals, charcoal or has a naked flame is not permitted in the residences. Residents must not use fairy lights in their room, for safety reasons.
26.17 Barbecues are not allowed in or around residences. Barbecues may be held in designated barbecue areas only (which are located away from residences) with prior written permission of the University’s Operations Office.
26.18 In the event of a power cut, emergency lighting will come on.
26.19 On hearing the fire alarm residents must leave the building immediately and proceed to the designated Assembly Point. Fire evacuation procedures are posted on the inside of doors in accommodation. Residents should familiarise themselves with these. Residents must not return to the building unless instructed by the Fire Brigade or an authorised member of University staff.
26.20 Residents must not tamper with any of the fire safety equipment (door closure mechanisms, smoke/heat detectors, fire alarms, fire extinguishers, sounders, Evac Chairs etc). To do so is a criminal offence and in addition to any disciplinary action the University may take, the University will report appropriate cases to the authorities. Student offenders have recently been given prison sentences and the courts also have the power to fine offenders and order payment of compensation.
26.21 The University will always take fire safety very seriously and will take disciplinary action for any incident involving a breach of fire safety regulations. As these Residence Regulations form part of Residents’ Tenancy Agreements, failure to comply is a serious breach of the Tenancy Agreement for which the University is likely to take proceedings to terminate the Tenancy Agreement.
26.22 Unless responsibility is accepted by the culprit, the cost of replacing or refilling any fire extinguisher, discharged without good cause, will be charged equally to the residents in the vicinity in the same way as a charge for damage to the communal areas. An administration fee of £5 per person will be made in addition to the cost of replacing or refilling. Any resident who considers they have good reason for not being charged (for example if they can prove they were away at the time when damage was caused) has the right to appeal to their Residential Services Manager or their representative.
Medical and Health
26.23 Any resident who is ill or has an accident must inform the Residences Office or Residences Student Mentors as soon as reasonably practicable. You may do so by email illnessinhalls@brunel.ac.uk or by telephoning +44 (0)1895 265499. Any accident, which results in attendance at hospital and any absence resulting from an accident, should be reported immediately by telephone to the Safety Office on Uxbridge extension 66415 or 66416 or externally on +44 (0)1895 269759 – in addition to completing an accident form.
26.24 Any resident, who is aware that another resident is ill or has had an accident, should inform the Residences Office or Residences Student Mentors without delay if they have a reason to suppose the ill or injured resident has not done so themselves.
26.25 If you have been allocated accommodation on medical grounds it is advisable for you to contact your Residences Office of your hall in order to discuss your individual needs in residences at your earliest opportunity. Support and advice is also available from the University’s Disability and Dyslexia Service. Residents, who develop a disability during their stay in our accommodation and who require any adaptations to their accommodation, should first contact the University’s Disability and Dyslexia Service and also arrange to meet their Residences Staff to discuss individual needs.
26.26 The Medical Centre is located adjacent to Saltash Hall. Please note the Medical Centre does NOT provide a 24 hour service. All residents are expected to register with the University Medical Centre during the first week of term. Please visit www.brunel.ac.uk/life/health/medical-centre/ for further information about the Medical Centre.
Weapons, Explosives and Hazardous items
26.27 Residents must not keep in residence or bring into residence or have in their possession in or around any residential buildings, any explosive (including fireworks) or flammable materials, firearms, airguns or any other type of gun, any offensive weapon (or any item which could be used as or perceived to be an offensive weapon) even if they hold an applicable licence.
26.28 Residents must not keep in residence or bring into residence any item which is, or is likely to become, hazardous to the health and safety of themselves or others.
26.29 The University shall be entitled to remove any prohibited item. For safety reasons, the University shall be entitled in its reasonable discretion to decide whether or not an item is, or could be, a prohibited item (eg illegal or controlled substances, an offensive weapon, or items hazardous to the health and safety of others). Perishable items will be disposed of. In appropriate cases, the University will hand the item to the police. In other cases, the item will be returned to the resident at the end of the tenancy period. The University will not be responsible for the security of confiscated items.
26.30 Residents must not place milk cartons, bottles or other breakable or potentially hazardous items on external windowsills. Objects should also never be thrown out of the window.
Brunel University acts to ensure dignity at study for all of its students. The University recognises that harassment, bullying and victimisation causes considerable distress to an individual and others who are directly or indirectly involved in these situations. The University will take steps to protect its students from harassment, bullying or victimisation whether this arises from race, gender, sexual preference, age, appearance, political or religious views or on any other grounds. (For further information on the Brunel University Dignity at Study Policy please refer to: www.brunel.ac.uk/about/administration/equality-and-diversity/)
27.1 No Resident shall behave in a violent, threatening, offensive or abusive manner to any member of the University or to any person on University property. This behaviour has no part to play in an academic community and the University will treat extremely seriously any incidents or allegations of violence or abuse. The University has a duty to protect its staff and student members and will take disciplinary action, civil court proceedings or refer the matter to the police where appropriate.
27.2 No Resident shall intimidate or harass any member of the University or any person on University property. As well as being in breach of these Residences Regulations, any form of harassment is an offence under the University’s Senate Regulation No. 6 (Disciplinary Procedures for student misconduct) and will often be against the law. The University may terminate the Tenancy Agreement of any Resident who breaches this regulation.
28.1 Many incidents involving noise or violence in residences are alcohol-related. If residents wish, they may enjoy alcohol, socially, but should avoid the levels of over-indulgence that so often lead to problems. Students should remember that alcohol is a drug and alcohol abuse can lead to dependency, with serious consequences for health, academic work and personal finances. Any resident who feels they are becoming dependant on alcohol should seek help and advice from the various student welfare support agencies on campus or from any other appropriate source.
28.2 Residents whose behaviour is disruptive or dangerous to others as a result of alcohol abuse will be subject to disciplinary action and the matter may be referred to the police where appropriate.
28.3 Being under the influence of alcohol will not be treated as a mitigating circumstance where a resident is in breach of the Residences Regulations.
Drugs
28.4 By law, the University must not permit the use of illegal drugs on its premises. The University will treat solvent or other substance abuse and the use of controlled substances as if it were illegal drug use.
28.5 Anyone caught by the University using or in any way associated with illegal or controlled substances will be dealt with in accordance with procedures agreed with the police. This includes confiscating any illegal or controlled substances and associated items, reporting the matter to the police and if that person is a resident or a resident’s authorised visitor the University will terminate the resident’s Tenancy Agreement. This is in addition to any action which may be taken by the police.
28.6 Where someone is reported to the University for using or being in any way associated with illegal drugs, the University will promptly investigate the facts and if there appears to be a case to answer will report the matter to the police. If the person reported is a resident the University may terminate their Tenancy Agreement, if it would be reasonable to do so in the circumstances. If you feel you are having problems with drugs, or have encountered such illegal activities, or are concerned about what to do, you should report to your Residences Office, or any other appropriate source mentioned within this booklet.
29.1 Residents must not keep bicycles in the residences but may use the bicycle sheds on campus near to the residences. If the bicycle shed is lockable the resident must obtain a card/key from the Residences Office and lock the shed after use.
29.2 While every effort is made to provide secure storage facilities for bicycles, the University is not liable for any loss or damage to any items left at these facilities unless it arises as a result of the University’s negligence.
30.1 You will be pleased to know that insurance of buildings and basic insurance of personal effects is included in the accommodation fees. Residents who have no separate insurance arrangements of their own and are intending to rely solely on the block insurance are strongly advised to check the cover provided under the policy and in particular, the exclusions. For further details please visit the website: www.endsleigh.co.uk/student/.
31.1 These procedures are aimed at trying to resolve complaints and deal with incidents and allegations of a breach of the Residences Regulations in the most effective and efficient way possible. The main objectives are:
31.1.1 To help residents maintain the quiet enjoyment of their accommodation by operating a procedure aimed at preventing situations arising or escalating that might otherwise lead to a disciplinary sanction being imposed;
31.1.2 To deal promptly and effectively with the incidents and/or complaints which do arise, making full use of these procedures to enforce the Residences Regulations as necessary;
31.1.3 To ensure that residents are fully informed about the obligations and responsibilities of the University as landlord and the resident as tenant;
31.1.4 To deal with complaints and breaches of the Residences Regulations impartially and in confidence.
31.2 All residents have a Tenancy Agreement which incorporates the Residences Regulations and residents become legally bound to abide by the Residences Regulations when they take University accommodation. The procedure set out here will be used solely for dealing with a breach or alleged breach of the Residences Regulations and is separate from and independent of the University’s Senate Regulation No. 6 (Disciplinary Procedures for student misconduct). An incident may also be dealt with by a different procedure specific to another area of the University’s operation if it is more appropriate to do so.
31.3 The purpose of the Disciplinary Procedure for Residences Regulations is:
31.3.1 To establish whether a particular incident(s) took place and whether a
Resident was involved in that incident;31.3.2 To establish whether a resident or an authorised visitor of a resident has acted (or failed to act) in breach of the Residences Regulations;
31.3.3 To determine what measures should be taken against a resident who has (or whose authorised visitor has) breached the Residences Regulations.
31.4 This procedure divides allegations of a breach of the Residences Regulations into two categories and an alleged breach will be classified according to its seriousness or frequency.
31.5 Where an officer of the University or a member of University staff is designated as the person responsible for conducting a part of this procedure, that officer or staff member may delegate their function unless otherwise stated, but only after making a careful assessment of the independence and level of seniority of the delegate and where in all the circumstances it is reasonable for the function to be delegated.
Allegations of a minor breach of Residences Regulations
31.6.1 In the first instance, residents will be encouraged to resolve minor complaints on their own. If that is not possible a meeting will be arranged with either a member of staff in the Residences Office or a Residences Student Mentor who may act as a mediator if this is (in their reasonable opinion) the proper course to take in order to bring the matter to a satisfactory conclusion. If after consideration of all material facts a resident is in the reasonable opinion of the Residences Manager found to be in breach of the Residences Regulations, the Manager will consider whether it is adequate and appropriate for Residences staff or the Student Mentor Team to come to an agreement with the resident concerned with a view to improving their behaviour. Alternatively, the Manager may consider a written warning appropriate. A record of the breach(es), the name of the resident(s), the date the breach occurred and the action taken will be kept at the Residences Office and a copy will be sent to the resident(s).
31.6.2 If an agreement or a written warning are not in the reasonable opinion of the Residences Team an appropriate or adequate remedy, the Manager will notify the resident(s) in writing that the matter is to be dealt with under the formal resolution procedure and will give the resident(s) the reasons for his/her decision.
31.6.3 Allegations of breach of the Residences Regulations resulting in damage to property or financial loss to the University will not usually be dealt with under the informal procedure, but will go direct to formal procedure.
31.7.1 An allegation of a breach of the Residences Regulations resulting in damage to property or financial loss to the University, will be dealt with by the Residences Manager who will consider the facts fully and if the allegation is in their reasonable opinion substantiated, will charge the resident(s) for the full cost of restitution/repair. Depending on the extent of the damage and whether there was a deliberate act involved, the Manager may also prepare a report for the Head of Residences or their representative and regulations 31.7.5 to 31.7.6 will apply. A record will be kept at the resident(s) Residences Office which will record the breach, the name of the resident(s), the date the breach occurred and the action taken and a copy will be sent to the resident(s).
31.7.2 An allegation of a breach of the Residences Regulations of any other nature will in the first instance be dealt with by the Residences Manager who will make further enquiries into the incident(s). S/he will interview the resident(s) involved (and any witnesses), take statements and prepare a report of the incident(s) for the Head of Residences or their representative.
31.7.3 Where in their reasonable opinion and after a full investigation of the facts the Manager is satisfied that there has been a breach of the Regulations, then in addition to preparing the report for the Head of Residences or their representative (and in the case of damage or financial loss to the University in addition to any action taken under regulation 31.7.1) the Manager may either:
i) Seek to reach agreement (either with or without a non financial sanction); or
ii) Give a written warning (either with or without a non financial sanction); or
iii) Refer the incident(s) to the Head of Residences or their representative with a recommendation that further disciplinary action should be taken.
A record will be kept at the Residences Office which will record the breach, the name of the resident(s), the date the breach occurred and the action taken and a copy will be sent to the resident(s). No copies of communication are shared with schools unless Residences are requested to do so by the Resident(s) involved.
31.7.4 If the incident is referred to the Head of Residences or their representative for further disciplinary action s/he will consider the report prepared by the Residences Office and may call for a further report or investigation from the Operations Manager or their representative. Where in their reasonable opinion and after a full consideration of the facts the Head of Residences or their representative is satisfied that there has been a breach of the regulations, they may do one or more of the following:
i) Give a written warning either with or without a non financial sanction;
ii) Give a written warning and impose a fine not exceeding £300;
iii) Require the student to pay for any damage up to the full cost of repair;
iv) Require the resident(s) to make compensation for any other losses; or where they consider their powers are not adequate to deal properly with the matter they may refer it to the Director of Residences, Conferencing and Catering Services (RCCS) with a recommendation as to what action should be taken.
A record will be kept at the Residences Office which will record the breach, the name of the resident(s), the date the breach occurred and the action taken and a copy will be sent to the resident(s).
31.7.5 If the incident is referred to the Director of RCCS s/he will consider any report prepared by the Operations Manager and/or the Head of Residences or their representative and may call for a further report or investigation by the Operations Manager, or their representative or the Head of Residences. Where in their reasonable opinion and after a full consideration of the facts the Director of RCCS is satisfied that there has been a breach of the Regulations, they may do any one or more of the following:
i) Impose a fine of up to £300 and/or a non financial sanction together with a written warning;
ii) Require the resident(s) to pay for the full cost of any damage;
iii) Require the resident(s) to pay compensation for any other losses or they may treat the breach as a serious or persistent breach if it is found to be such and follow the procedures set out in the remainder of regulation 31.
A record will be kept at the Residences Office and will record the breach, the name of the resident(s), the date the breach occurred and the action taken and a copy held on a central file within Residential Services and a copy will be sent to the resident(s).
31.7.6 Any Resident who does not agree with any decision of the Director of RCCS or his/her representative taken under regulation 31.7.5 (i) to (iii) may give written notice of intention to appeal in accordance with the Appeals Procedure (see regulation 31).
Allegations of a serious or persistent breach of Residences Regulations
31.8 Where in the reasonable opinion of any student or member of staff, there has been a serious or persistent breach of the Residences Regulations they shall refer the matter to the Head of Residences or their representative.
31.9 Where in the reasonable opinion of the Head of Residences or their representative an allegation is sufficiently serious in itself to warrant exclusion of the alleged perpetrator from residence, for their own protection or that of others, the Head of Residences will immediately refer the matter to the Director of RCCS, who shall follow the procedure in regulations 31.14 to 31.18.
31.10 The Head of Residences or their representative will promptly refer any other allegation to the Director of RCCS if it is of such a persistent or serious nature that the Head of Residences or their representative does not reasonably consider that the matter should be investigated by the Operations Manager or their representative, or decided by the Head of Residences or their representative and should be investigated and/or decided by someone more senior. In such cases regulations 31.14 to 31.16 will apply.
31.11 In all other cases, unless the allegation appears (in their reasonable discretion) to be baseless or malicious, the Head of Residences or their representative will ask a member of Residences Staff to interview the complainant, the student against whom the allegation has been made and any witnesses. The staff member shall make a full investigation of all relevant facts and prepare a full report for the Head of Residences. The Head of Residences or their representative may request further report(s) and/or witness statements if s/he considers it reasonably necessary.
31.12 The Head of Residences or their representative may, on reading the report, immediately refer the matter to the Director of RCCS if the report reveals that it is of such a persistent or serious nature that the Head of Residences or their representative reasonably considers that the matter should be investigated and/or decided by someone more senior. In such cases regulations 31.14 to 31.16 will apply.
31.13 If the facts relating to an allegation are considered by the Head of Residences or their representative and found to be proved, the Head of Residences or their representative may do one or more of the following:
i) Give a written warning either with or without a non financial sanction;
ii) Give a written warning and impose a fine not exceeding £300 and/or a non financial sanction;
iii) Require the student to pay for any damage up to the full cost of repair;
v) Require the student to make compensation for any other losses;
vi) Terminate the student’s Tenancy Agreement or refer the matter to the Director of RCCS with a recommendation as to what further action should be taken.
31.14 Where a matter is referred to the Director of RCCS, they will review any report which has already been prepared under these procedures and may ask a member of Residences Staff (usually the Head of Residences or their representative) to interview the complainant, the student against whom the allegation has been made and any witnesses (they will always do so if no report has been prepared). The member of Residence Staff shall make a full investigation of all relevant facts and prepare a full report for the Director of RCCS.
31.15 If the facts relating to an allegation are considered by the Director of RCCS or their representative and found to be proved, the Director of RCCS may do one or more of the following:
i) Give a written warning either with or without a non financial sanction;
ii) Give a written warning and impose a fine not exceeding £300 and/or a non financial sanction;
iii) Require the student to pay for the full cost of any damage;
iv) Require the student to make compensation for any other losses;
v) Terminate the student’s Tenancy Agreement;
vi) Require the student to pay the University’s proper and reasonable costs and expenses of conducting the disciplinary proceedings;
vii) Refer the matter to the police;
viii) Direct that civil court proceedings be taken against the student.
31.16 Where the Director of RCCS or his/her representative decides that termination of the Tenancy Agreement is appropriate, the student will be informed in writing of the date they are required to leave their accommodation. In cases of a serious or persistent breach which affects (or if repeated would be likely to affect) the health, safety, welfare or property of others the student may be asked to leave immediately. If necessary the University will apply to the police for an order that the student leave immediately. If the student does not agree to leave, court action will be taken by the University to end the student’s Tenancy Agreement and the University will apply to the court for an order that the student pay the University’s costs. The student will remain liable for the rent as per regulation 17, including where his/her room Tenancy is terminated by the court. This liability will also apply where the student has been served notice by the police prohibiting them from entering residences until an eviction order is served by the court. A record will be held on a central file within Residential Services and a copy sent to the student.
31.17 Any student who does not agree with the decision of the Director of RCCS may give written notice of intention to appeal in accordance with the appeals procedure (see regulation 32).
Exclusions from Residences prior to a disciplinary hearing
31.18 Prior to a disciplinary hearing, where in the reasonable opinion of the Director of RCCS or their representative, such action is reasonably necessary for the protection of any person, property, the reputation of the University, or the student him/herself, (for example, the allegation if proven would result in a sanction of permanent exclusion, or where the immediately available evidence suggests that there is a serious risk involved in permitting a student to stay in residence), the Director of RCCS or their representative may direct an appropriate member of residences staff to:
31.18.1 Ask the student to agree to, or apply to the police or the civil courts for temporary or permanent exclusion of a student from residences; and/or
31.18.2 Ask the student to agree to, or apply to the police or the civil courts for an order requiring the student not to have contact of any kind with a named person(s).
31.19 Exclusion or contact restrictions prior to a Disciplinary Hearing shall not be used as a penalty but only to protect the resident, property, another person(s) or the University community in general.
31.20 The Director of RCCS or their representative shall communicate his/her decision and give reasons for it in writing to the resident and any appeal by the Resident must be made in accordance with the appeals procedure set out in regulation 32.
31.21 The Director of RCCS shall review the exclusion from time to time and in the light of any developments and any representations made by the student concerned or anyone else on his/her behalf.
Appeals against findings of a minor breach of the Residences Regulations
32.1 Any student dissatisfied with the disciplinary decision of the Residences Manager may give written notice of intention to appeal to the Head of Residences or their representative within seven working days of the student being sent the record of the decision and the Head of Residences or their representative will hear the appeal within seven working days.
32.2 In the notice of intention to appeal the student must specify the grounds under which s/he wishes to appeal.
32.3 The Head of Residences or their representative is not under any obligation to make further inquiry into matters of fact, unless new evidence is submitted, which s/he reasonably considers, should be taken into account.
32.4 The decision of the Head of Residences or their representative may not be appealed further. S/he may either:
32.4.1 Endorse the earlier decision;
32.4.2 Allow the appeal against the earlier decision;
32.4.3 Substitute a decision or sanction of his/her own within their authority (see regulation 31.7.4);
32.4.4 Refer the appeal to the Director of RCCS or their representative.
32.5 If the appeal is referred to the Director of RCCS or their representative, s/he is not under any obligation to make further inquiry into matters of fact, unless new evidence is submitted, which s/he reasonably considers, should be taken into account. The decision of the Director of RCCS shall be final. S/he may:
32.5.1 Endorse the earlier decision;
32.5.2 Allow the appeal against the earlier decision;
32.5.3 Substitute a decision or sanction of his/her own within their authority (see regulation 31.7.6).
Appeals against findings of a serious or persistent breach of the Residences Regulations
32.6 Any student dissatisfied with a disciplinary finding against him/her relating to a serious or persistent breach of the Residences Regulations may give written notice of intention to appeal to the Director of RCCS or their representative within seven working days of the student being sent the record of the decision.
32.7 The student(s) must state one of the following grounds for appeal. The grounds for appeal are:
31.7.1 There is new evidence material to the case which was not previously available (This evidence must be submitted with the notice of intention to appeal.).
31.7.2 There was procedural irregularity.
32.8 If there is new evidence under regulation 31.7.1 the Director of RCCS or their representative may grant leave to appeal or refer the case back to the Head of Residences or their representative according to who made the decision being appealed against and they shall consider the evidence and review the earlier decision in the light of that evidence. The Head of Residences or their representative may review a decision of the Residential Services Managers and Operations Managers or their representatives; the Director of RCCS may review a decision of the Head of Residences and the Residential Services Managers.
32.9 The Director of RCCS or their representative will reply to the resident within seven working days of receiving the request notifying the resident whether the case has been referred back to the appropriate stage in the procedures, or whether leave to appeal has been granted and where leave to appeal has been granted the Director of RCCS or their representative will notify the resident of the date, time and place of the appeal hearing.
32.10 If the Director of RCCS or his/her representative is reasonably satisfied that one or both of the grounds for appeal in regulation 32.7 have been made out, the Director of RCCS or their representative shall grant leave to appeal.
32.11 Where leave to appeal is granted the student(s) will be requested to attend an interview with the Director of RCCS or their representative within seven working days of leave to appeal being granted.
32.12 The Director of RCCS or their representative shall not be under any obligation to consider matters of fact, unless new evidence is submitted which the Director of RCCS or their representative reasonably considers should be taken into account and the matter is not suitable for referring back to the Head of Residences/ Residential Services Manager.
32.13 The decision of the Director of RCCS or his/her representative shall be final. S/he may either:
32.13.1 Allow the appeal against the previous decision; or
32.13.2 Endorse the previous decision; or
32.13.3 Substitute a decision of their own as they reasonably think fit, which may include one or more of the following:
i) Give a written warning;
ii) Give a written warning and impose a fine not exceeding £300;
iii) Require the student to pay for any damage;
iv) Require the student to make compensation for any other losses;
v) Terminate the student’s Tenancy Agreement;
vi) Require the student to pay the University’s proper and reasonable costs and expenses of conducting the disciplinary proceedings;
vii) Refer the matter to the police;
viii) Direct that civil court proceedings be taken against the student.
32.14 Where a student(s) fails to attend a disciplinary appeal interview without proper explanation and where due notice has been given, the Director of RCCS or their representative may in their reasonable discretion decide the matter in the absence of the student(s).
| Accommodation Office Opening hours: Monday – Friday 9.00 am to 1.00 pm – 2.00 pm to 4.45 pm Tel +44 (0)1895 267900 Fax +44 (0)1895 269793 Text +44 (0)7860 023026 Email accom-uxb@brunel.ac.uk Web www.brunel.ac.uk/services/accommodation Question & Answer Centre http://accominfo.brunel.ac.uk |
Cash Office Opening Hours: Monday – Friday (Term time) 9.15 am to 4.15 pm (Out of term time) 9.15 am to 1.00 pm Tel +44 (0)1895 265264 Fax +44 (0)1895 269720 Online Payments www.brunel.ac.uk/courses/paying-your-fees |
| Mill Hall Residences Office (inc. Galbraith, Fleming and Mill Hall) Opening Hours: Monday – Friday 9.00 am to 5.00 pm Tel +44 (0)1895 266381 Fax +44 (0)1895 269792 Email mill-hall-staff@brunel.ac.uk Web www.brunel.ac.uk/services/accommodation/residences |
Bishop and Lancaster Complex Residences Office Opening Hours: Monday – Friday 9.00 am to 5.00 pm Tel +44 (0)1895 267284 Fax +44 (0)1895 269794 Email bishop-staff@brunel.ac.uk Web www.brunel.ac.uk/services/accommodation/residences |
| Isambard Complex Residences Office Opening Hours: Monday – Friday 9.00 am to 5.00 pm Tel +44 (0)1895 267100 Fax +44 (0)1895 269877 Email isambard-residences@brunel.ac.uk Web www.brunel.ac.uk/services/accommodation/residences |
Faraday Residences Office (inc. Saltash, Chepstow, Clifton, Faraday Hall) Opening Hours: Monday – Friday 9.00 am to 5.00 pm Tel +44 (0)1895 265116 Fax +44 (0)1895 269791 Email halls-staff@brunel.ac.uk Web www.brunel.ac.uk/services/accommodation/residences |
| Student Mentors Isambard Complex Email isambard-mentors@brunel.ac.uk Faraday Complex Email faraday-mentors@brunel.ac.uk Bishop and Lancaster Complex Email bishop-mentors@brunel.ac.uk Mill, Fleming and Galbraith Complex Email mill-mentors@brunel.ac.uk |
Student Centre Opening Hours (In person): Monday, Tuesday, Thursday 10.00 am to 4.00 pm Wednesday and Friday 9.00 am to 1.00 pm Opening Hours (Telephone): Monday to Friday 10.00 am to 4.00 pm Tel +44 (0)1895 268268 Email student.centre@brunel.ac.uk Web www.brunel.ac.uk/life/welfare |
| Off-Campus Housing Office Opening Hours: Monday to Friday 9.00 am to 5.00 pm Tel +44 (0)1895 266187 Fax +44 (0)1895 269799 Email housing-uxb@brunel.ac.uk Web www.brunel.ac.uk/services/accommodation/living-off-campus |
RCCS Office Opening Hours: Monday to Friday 9.00 am to 5.00 pm Tel +44 (0)1895 265318 Fax +44 (0)1895 269706 Email residences.comments@brunel.ac.uk Web www.brunel.ac.uk/services/accommodation/residences |
Standard and Faraday Mr/Miss …………….
Halls Room and Staircase
Faraday/Saltash/Chepstow/Clifton Hall*
Brunel University
Uxbridge
Middlesex, UB8 3PH
*delete as necessary
Bishop Complex Mr/Miss…………….
Room and Flat number
Bishop/Kilmorey/Lacy/St Margarets Hall*
Brunel University
Uxbridge
Middlesex, UB8 3PH
*delete as necessary
Lancaster Complex Mr/Miss
Room and Flat number
Lancaster/Southwark/Stockwell/Borough Road/Maria Grey/Gordon Hall*
Brunel University
Uxbridge
Middlesex, UB8 3PH
*delete as necessary
Mill Hall Mr/Miss……………..
Floor number and Room number
Mill Hall
Topping Lane
Uxbridge, UB8 2TL
Fleming Hall Mr/Miss……………….
Flat and Room number
Fleming Hall
Topping Lane
Uxbridge
Middlesex, UB8 2TR
Galbraith Hall Mr/Miss………………..
Flat and Room number
Galbraith Hall
Topping Lane
Uxbridge
Middlesex, UB8 2TF
Isambard Complex Mr/Miss………………..
Room and Flat number
North/Meadow/Michael Bevis/Concourse/Stephen Bragg/West Hall/Maurice Kogan/David Neave/ Central/East/Runnymede/George Shipp/Trevor Slater/ Shoreditch/Syd Urry/South/Brian Winstanley Hall*
Uxbridge
Middlesex, UB8 3FG
*delete as necessary
*********************************************************
1 When considering whether a disabled person or student is placed at a substantial disadvantage compared to somebody who is not disabled, account will be taken of the time, inconvenience, effort or discomfort entailed in comparison with other people. A ‘substantial’ disadvantage is one that is more than minor or trivial. back
2Accommodation Services include: Allocating accommodation to students seeking to live on campus in the Residences at Uxbridge; sending out information and offers of accommodation to students and preparing students’ Tenancy Agreements; ensuring that all residents are invoiced correctly for their accommodation fees via the Finance Office; organising deposits and notifying students of payment dates. back
3Residences Services include: The day-to-day management of the residential areas; if you need help with any of the following please contact staff in the halls and Residences Office regarding: maintenance requests, general housekeeping issues, problems which are affecting your quality of life as a resident in University accommodation (eg noise disturbances). back