Bath Spa University Residents' Handbook 2011-12

Bath Spa University Student Housing Services https://housing.bathspa.ac.uk

Bath Spa UniversityResidents’ Handbook 2011-12

Bath Spa University Welcome 01

WelcomeFor many of you, this will be your first extended period of independent living. Most of you will be living with people you have not met before: sharing bathrooms and kitchens with them, and maybe having to tolerate their tastes in music!

The purpose of this booklet is to help you manage these new demands. Perhaps the most important sections are those listing who to go to, if you have problems. I want to stress how important it is to us to help you ensure that your general living circumstances support your academic success. The booklet tells you what to do to manage your day to day accommodation needs, and also what to do if something goes wrong or is broken. If you have difficulties with other students, personal safety, finances, or your general or emotional health, there are University services to help, listed here.

What you have joined is an “academic community”. The “community” includes your fellow students, and also all the University’s staff, academic and support, whose concern for your welfare I stress above. But you also need to note that what you do has an impact on others, and it is the job of the University to make sure that the interests of the individual and of the group are properly balanced. It is an “academic” community in that the University finally judges its success by a single criterion: have we done everything in our power to help you get the very best degree of which you are capable? There is of course much more to going to University than getting a degree, and the University wants you to make the most of a whole range of newexperiences, including new friends and new social activities—but in the end, it is your degree that matters to us most.

There are times when some of these interests come into conflict. Sometimes, some students’ wish to have a good time socially gets in the way of other students’ wish to do their best academically. Someone wants to celebrate having finished the exams late at night, when someone else has a final exam still to do the next day. In such cases, the University will always side with the second against the first. I will always intervene, if I need to protect your academic interests against another’s social inclinations. As a general rule, the University will stay out of your personal and social life, unless you ask for our help with a personal difficulty.

My final note is once more to urge you to ask, if you think we can help. We are here to help you do your best academically, by maintaining the right intellectual conditions, but also by doing our best to keep you safe, healthy and happy. Now it’s up to you!

Professor Neil SammellsDeputy Vice Chancellor

02Bath Spa University Contents

Contents

Accommodation Management 03

Your Accommodation 05

A-Z Facilities & Services 09

Living in University accommodation 15

Parking and transport 20

Emergencies, Safety and Security 21

Health and Welfare 26

Licence Agreement and charges 29

Leaving or Transferring between Accommodation 31

Discipinary Action 32

Customer Service 38

Questions, Comments or Suggestions 39

Accommodation Management

The following have responsibilities for the management and delivery of services within the University’s student residences.

Student Housing ServicesYou can find the friendly and welcoming team on the top floor of Steward’s Lodge, Newton ParkCampus;

Monday – Thursday 09:00 – 16:00 and Friday 09:00 – 15:00.

The team will provide students with accommodation support during their stay in the University Halls of Residence and also prepare students for the transition into the private sector for their second and third years.

Should you have any questions regarding anything in this handbook please feel free to contact Student Housing Services on 01225 875843 or email [email protected]

Domestic ServicesThe Team is also based at Steward’s Lodge (on the ground floor) working alongside the Student Housing Services Team. The office is open from 07:00 – 15:00 (although not always staffed). The Team is responsible for the cleaning, portering and recycling services throughout the University and also the point of contact for the Launderette.

Should you have any issues with communal cleaning, please contact a member of the Domestic Services Team on 01225 875765.

Maintenance TeamThe Maintenance Team based at Newton Park perform maintenance jobs on a daily basis. Maintenance requests are prioritised according to need. Examples of priority jobs include leaking pipes, blocked sinks, toilets and drains, no heating, lighting, smashed window glass or problems with door and window locks.

Should you need to contact the Team regarding a maintenance issue please log onto the Student Housing Website https://housing.bathspa.ac.uk and then click on the ‘Current Students’ section to fill in the online maintenance request form. This form is known as a WMS. Once a WMS has been received and logged by the Maintenance Team you will receive an email notification.

Please note if the problem is an emergency and it is also outside regular working hours you should contact Security on 01225 875555 who will determine the severity of the problem and take the appropriate action or give you advice to help you deal with the problem until the next working day.

03Bath Spa University Accommodation Management

04Bath Spa University Accommodation Management

SecurityThe University’s dedicated Security Team provide a comprehensive security service both at Newton Park Campus and Bankside House 24 hours a day 7 days per week. You will find them in the Security Lodge as you come in through the main drive of the Newton Park Campus.

They are available and ready to assist if students are concerned at any time regarding their safety and wellbeing. Should you have any cause for concern and require assistance, please contact them immediately day or night on 01225 875555.

Resident TutorsOn Newton Park campus there are three Resident Tutors (and one at Bankside House) who live close to and are associated with Halls of Residence.

The Resident Tutors have a range of responsibilities including:

• Advising students on residential matters in emergencies and mediating in conflicts or difficulties in the residences. • Acting as a contact with; Maintenance, Security, Police, Fire, Medical Services etc. • Communication between students and other University staff in matters concerning the residences e.g. Student Housing Services, Domestic Services, and Student Support Services.

You can find the Resident Tutors at Newton Park in Temple House, opposite the Security Lodge and in Flat 1 at Bankside House.

Resident Tutors will be on duty (on a rota system) between 19:00 and midnight Monday to Friday. Saturday and Sunday they will be available between 14:00 to 15:00 (15:30 – 16:30 Bankside House) and 21:00 to midnight.

Resident Tutors can be contacted on 07825078383 for Newton Park and 07799072406 for Bankside House.

Your accommodation

Study Bedroom Your study bedroom is your personal space where you can relax, study and socialise.

We want you to feel at home here, so feel free to personalise your room as you wish. However, we do ask that you take due care. Students are advised not to put posters/pictures on the walls but to use the pin boards provided. Damage can be caused to the paintwork when posters/pictures are removed and reusable adhesive products (such as Blu-Tack) can leave oily stains on your walls and so must not be used. Any damage to the room will be taken out of your deposit at the end of the Licence period.

Room inspections are carried out each term by Student Housing Services and Domestic Services and you will be advised of these seven days prior to them taking place. During the inspections we will give you advice to help avoid incurring deductions from your deposit.

Bathroom FacilitiesThe majority of students living in Halls will share bathroom facilities with other residents. Please ensure that allcommunal bathrooms are left clean and tidy after use, please take particular care in ensuring that the plugholes are left clear. Our advice is to leave them as you would to expect to find them.

Please avoid storing too many bottles of shampoo and bathing products within the shower rooms or cubicles as this will hinder the cleaning process. It is your responsibility to recycle empty plastic bottles in the recycling bins provided in your kitchens, in accordance with the University’s environmental policy http://www.bathspa.ac.uk/regulations/environmental/environmental-policy.asp

Residents with en-suite rooms must ensure that the facilities are kept clean and tidy, please remember to clean up after showering.

Bath is a hard water area and consequently lime scale deposits can quickly materialise, tenants are advised to periodically wipe down basins and shower units after use to avoid build up of lime scale. Specialist cleaning to remove excessive lime scale build up may result in a charge.

05Bath Spa University Your Accommodation

LocksAll properties are fitted with locks to your individual bedroom door. Your key will give you access to the main property door, your bedroom door and your kitchen cupboard.

Kitchen and Living SpaceKitchens are a communal area equipped to allow you to create meals/snacks and to have the opportunity to eat and socialise with your housemates.

Kitchens are equipped with a fridge, freezer, oven, hob, kettle and cupboard space. Instructions on how to use appliances can be found on the kitchen noticeboard. All properties have a dining area within the kitchen, as aminimum this will be equipped with dining chairs and a table.

Postal Your address if you live at Newton Park:

Bath Spa University(Room Number & Residence)Newton Park CampusNewton St LoeBath

Please note that the postcode for eachbuilding is different - please see below

Corston Lodge BA2 9BDHarington & Hiscocks BA2 9DGHungerford BA2 9BHLangton BA2 9BQNevill BA2 9BJPope BA2 9DFSydney BA2 9BLTemple BA2 9BG

Your address if you live at Bankside House:

Bath Spa University(Flat Number and Room Number)Bankside House9 Harley StreetBathBA1 2SG

See page 12 for details of where you can collect your mail.

Bath Spa University Your Accommodation 06

InventoryYou will find an inventory in your room, this is an important document and you should complete it and return it to Domestic Services no later than four days after taking the occupancy of the room.

A copy should be retained and kept safely for your records.

SmokingSmoking is not permitted in any areas within the Halls of Residence, including bedrooms, from windows or in doorways. Bath Spa University actively discourages students from smoking on campus and its policies are detailed on its website. http://www.bathspa.ac.uk/services/health-and-safety/3-workplace-conditions/06-smoking%20policy.asp

Students found to be smoking within the Halls of Residence may face disciplinary action under the Residents’ Disciplinary Procedure, which can be found on page 33 of this Handbook.

Smoking cessation support is available from Student Support Services and Fairfield Park Health Centre http://www.fairfieldparkhc.co.uk

07Bath Spa University Your Accommodation

University Library Newton Park & Sion Hill

There are two campus libraries: - one at Newton Park and a smaller, specialist Library supporting the needs of art and design students at our Sion Hill campus. The libraries stock everything students need to support their studies – books, journals, DVDs, plus a huge range of electronic resources including databases, e-journals, images and music.

Everything is listed on the catalogue or the Library’s web pages http://www.bathspa.ac.uk/services/library.

Whether you live on or off-campus, you can access a huge range of electronic resources 24/7.

Opening HoursThe Newton Park Library foyer is open 24/7 during term-time with full wifi access, issue/return facilities and vending machines for light refreshments.

Access to the library stock and computers is only available when library staff or helpers are on duty.

Newton ParkMonday - Thursday 8am - 10pmFriday 8am - 8pmSaturday 9am - 5pmSunday 12pm - 5pm

Sion HillMonday - Friday 9am - 7pmSaturday - Sunday 1pm - 5pm

A-Z Facilities & Services

Bicycle StorageIt is approximately 5 miles between Newton Park and the city centre, so a bicycle is a good form of transport. You can lock your bicycle in one of several shelters on the Newton Park campus.

Bankside House is approximately 15 minutes walk from Sion Hill and residents wishing to bring a bicycle can secure it in the bike store which is in the same area as the post room. We would ask that you do not store bicycles (including fold-up bikes) inside the Halls of Residence, as this is a potential hazard in the case of a fire. Any bikes found will be removed.

The University hosts a ‘Bike Doctor’ session at Newton Park once a term, offering free maintenance safety checks.

A list of local cycle shops offering student discount is also available on the main Bath Spa University website. http:/www.bathspa.ac.uk/services/environment/green-focus/sustainable-transport

CleaningYou are responsible for keeping your study bedroom clean and tidy and you are jointly responsible with your housemates for keeping all communal areas (corridors, bathrooms, toilets and kitchens) clean, tidy and free of anything that may cause harm or become a hazard.

Please be sure to clean up after yourself when using the kitchen facilities. This will make your kitchen a nice place to relax and avoid any arguments about cleaning and washing up! Keeping the kitchen clean is also important to avoid illness that can result from bad food hygiene.

As part of your Licence Agreement Bath Spa University provides basic cleaning to communal areas on a regular basis. Further information relating to cleaning services for your Hall of Residence is clearly displayed on your kitchen notice board.

To assist with cleaning please avoid cluttering the kitchen area with personal belongings and dirty dishes. Floor areas and worktops should be kept both clear and clean at all times. Delivery crates from supermarkets should be returned to the delivery driver. Cleaning staff will only clean cleared surfaces, sinks and floor areas.

If Domestic Services cannot clean a kitchen because it is left in an unacceptable state, cleaning service may be withdrawn whilst an investigation is conducted by the Resident Tutors or a member of Student Housing Services. Following an investigation charges may be imposed (as listed on page 17) and/or disciplinary action under the Residents’ Disciplinary Procedures (page 33) may be taken.

09Bath Spa University A-Z Facilities & Services

Ahead of vacation periods and most particularly the end of your Licence Agreement residents should ensure that arrangements are in place to ensure that kitchens and other communal areas are left clean and tidy so that the overall responsibility is not placed with the last tenant.

Disabled students accessible accommodationWorking with Bath Spa University’s Disability Coordinator we can adapt accommodation for disabled students according to individual needs so far as is practicable.

If you have a disability or certain medical need and feel you may have certain requirements relating to your accommodation, we would encourage you to contact the Student Support Service to discuss this at the earliest possible time. Further information relating to Student Support Services is contained later in this handbook.

Heating ProvisionAll study bedrooms have traditional central heating supplied from the onsite boilers. The heating system is controlled on a time switch set by the Maintenance Team. This will allow the heating to be switched on and off and controlled as required during set times. For your convenience, you have an individual thermostatic control valve on your room radiator that you can adjust it to suit your own needs.

Extra heaters are not permitted in your room as they cause thermostats to malfunction, overload the electrical supply causing tripping of the main fuses and can also most importantly be a fire hazard.

Due to the potential hazards and for your safety, you may be subject to the Residents’ Disciplinary Procedure should you be found to be using any additional heaters. If you have concerns about the temperature in your room, please do not use extra heaters but contact the Maintenance Team.

Internet AccessAll our Halls of Residence have access to the internet for free! At Newton Park students have access to the campus wireless network.

To log on you need to have activated an account through the student portal. If you have any problems please contact the SOACS (Student Open Access Computer Support).

You can find SOACS at Newton Park in LY.119 between 09:00 – 19:00 or by phone on 01225 875575.

Internet access at Bankside House is provided by Studentcom. Set up information is included in your room when you arrive, if you have any problems please contact Studentcom’s service desk on either 01275 793 405 or 0844 943 1174. You can also email them on [email protected]

You are advised not to allow fellow students access to your academic work due to the academic consequences should plagiarism occur. Please also have regard to the regulations for the use of computer facilities. University policies and procedures can be found here: www.bathspa.ac.uk/regulations

Laundry FacilitiesLaundry facilities are available at Newton Park and Bankside House.

The Newton Park laundry is situated in Nevill Court. The cost is £2.00 for a wash and £1.00 for use of the tumble dryer.


The Bankside House laundry can be found in the post room. It is open for residents 24 hours a day. The cost is £2.00 for an economy wash and £1.00 for use of the tumble dryer.

If you experience problems during office hours 07.00 - 15.00, please contact Domestic Services on 01225 875765, Security can be contacted outside these hours.

Loss of Keys or Access FobIf you have locked yourself out of your room and need assistance you can contact the following people at the following times.

Resident Tutors / Security will respond to lock out calls promptly and advise you how quickly they will be with you. In the interim please make sure you are safe and where possible with friends and where possible please give a contact number.

Monday - Friday

07:30 – 16:00 Domestic Services Student Housing Services

Stewards Lodge

Daily 19:00 – 23:00 Resident Tutor Temple HouseSaturday & Sunday

10:00 – 14:00 Resident Tutor Temple House

All other times

Security Security Lodge at main entrance to Newton Park or 01225 875555

Students should remember to take their key with them at all times and it is your responsibility to keep it safe. Should you forget your key more than twice per term you can expect to receive a fine of £10.00 for each subsequent occasion you are required to be let back in.

We suggest you put a reminder note on the back of your door particularly at the start of the academic year and perhaps at the start of each term.

If you have lost your key, access fob or post key (for Bankside House residents) and need a replacement please contact Student Housing Services during office hours to organise a replacement key.

You can contact the Team at [email protected]. Please note the cost to replace your key will be £50.00 and you will be invoiced directly for the replacement key – it will not be taken from your deposit.

Lost PropertyPlease visit the Reception at Newton Park and Sion Hill regarding lost or found property.


MailResident students at Newton Park collect their post from the Main House reception Monday – Friday between09:30 and 16:00, you will need to take your student ID or other identification with you. The staff will not give postto anyone else other than the addressee.

Residents of Bankside House can collect their mail from their individual post box in the post room. Parcels not requiring a signature will be left in the post room for collection. If a signature is required, a collection note will beleft in your post box and you will be required to collect your parcel from the main sorting office located in Manvers Street close to Bath Spa Station.

When departing Halls of Residence, you are required to make arrangements to have your post redirected. You should also change your address on the Student Portal so the University has your correct contact details. The University is not responsible for redirecting your post.

MaintenanceWe hope that during your stay, you never have any problems with your room or communal / general areas. If you do require a repair, however, you need to let our Maintenance Team know and the procedure for this is as follows:

Log onto the Student Housing Website https://housing.bathspa.ac.uk and then click on the ‘Current Students’ section to fill in the online maintenance request form. This form is known as a WMS. Once a WMS has been received and logged by the Maintenance Team you will receive an email notification.

It is important when requesting a repair that you give as much detail as possible, as this will help the Team deal with your request more efficiently.

If you have requested a repair, you can ask that you are present during the maintenance work. A member of theMaintenance Team will then call or email you to arrange a suitable time.

Routine jobs can usually be completed within 5 working days, although if external parts are required this can take longer. If the repair is urgent (for example a burst pipe) please contact a member of the Maintenance Team on 01225 875787 (between 8.00 - 16.00) or Security on 01225 875555 out of normal working hours.

The University may require access to your room for maintenance. Notice of access will be given via your Bath Spa University email, so please check your account daily as a minimum.

Please note the following timescales:

Planned Maintenance: at least 7 days noticeRoutine Maintenance: 48 hours noticeEmergency Maintenance: 24 hours notice (if applicable)

Parking for Cars, Motorbikes and MopedsStudents living in University controlled accommodation – Newton Park Campus, Bankside House, Waterside Court and Charlton Court are not allowed to park on site or to have a car permit unless they have a disability, please refer to your Licence Agreement. Students and staff are encouraged to use public transport, car sharing and cycling.


ShoppingBath’s excellent selection of shops attracts shoppers from far and wide. Set in a beautiful and compact city centre, there is a wonderful variety of independent and specialist shops as well as the full range of major department stores. Within one square mile there are over 600 shops, so whether it’s the latest fashion or an unusual gift you’re after, you’re sure to find it in Bath. If you are an antiques lover a visit to the famous ‘antiques quarter’ at the top end of the city is not to be missed.

Telephone provisionTelephones can be found in some of the accommodation buildings and these are for emergency use only.

TelevisionDue to the location, TV signal on the Newton Park Campus is poor, so we recommend that residents look at alternative ways of viewing, but please note you will still need a TV licence (see below).

TV aerial points exist within study bedrooms at Bankside House.

TV LicenceDespite the name you need a TV licence to use any television receiving equipment such as a TV set, set-top boxes, video or DVD recorders, computers or mobile phones to watch TV programmes as they are being broadcast, or to record them.

Further information and guidelines can be found at www.tvlicencing.co.uk or by calling 0870 241 6468. TV Licensing provides advice and guidance and you can purchase licences online.

Waste reductionAt Bath Spa University we are conscious of the impact our activities have on the environment and we take steps to minimise this impact. As a resident we ask that you separate your own recycling from your kitchen and study bedroom using the bins inside your kitchen and outside your Hall.

You can help reduce the University’s overall impact on the environment by:

Food Waste - Every week cook a meal together as a house group. Try to use up items that may be about to exceed their best before or use-by date. This will not only save on waste and money but could result in a creative tasty meal!

Packaging waste - Packaging waste is a large proportion of overall waste. Try to buy things in the types of packaging that can be recycled. Get yourself reusable shopping bags, they are much easier to carry and reduce plastic bag waste.

Give to Charity - Give good quality unwanted items to charity rather than throwing them away. There are regular opportunities to donate items to charity at the campuses over the course of the year.

As part of the University’s commitment to waste reduction and sustainability, this handbook has not been printed and is available in pdf format on our website and a copy will be displayed in communal areas.


Green FocusAchieving sustainability and helping reduce climate change

Bath Spa University has a strong environmental ethos, and as a resident here we ask that you behave in a way that supports this.

We hold the prestigious EcoCampus award, and in 2011 were placed 7th in the People & Planet Green League. You can read our Environmental Policy and find out about our work at www.bathspa.ac.uk/greenfocus

Please separate your own recycling (from kitchens and bedrooms) using the bins inside your kitchen and outside your hall.

If the recycling bins in your kitchen are full, please take any overflow down to the bins outside your hall.

Materials we can recycle:

Paper all types of paper including newspapers, magazines, greetings cards, office paper

Tins & cans all food and drink cans - please wash food containers

Plastics includes plastic bottles & disposable plastic cups – please wash containers and squash large bottles to save space

Glass includes all types and colours of glass – please wash food containers

Cardboard there are no kitchen bins for card-board - please take cardboard down to the bins outside your hall

TETRAPAK (juice cartons)

2 bins are located next to Pope and Temple buildings. You should squash juice cartons and take to these bins.

Clothes a clothing bank is located next to Nevill Laundry

Electricals Please do not put broken or un-wanted electrical items into general rubbish. Please contact Domestic Services for further assistance with these items.

Living in University accommodation

Living in shared accommodation – FAQ’sResidents will share their Halls with other students and for many of you this will be your first experience of communal living. Here are some of the most common questions about living in shared accommodation.

Who will I be sharing with?As a new student to Bath Spa University you will normally have been offered a single room in a Halls of Residence sharing with other first year students.

We are unable to provide you with the names of the students you will be sharing with – the Data Protection Actprevents the University from releasing such personal information.

Many new students arriving at Bath Spa University make contact through Facebook groups organised by the BathSpa Students’ Union.

What do I need to bring?You will need your towels, duvet, pillows and bedsheets. Your personal effects (clothes and toiletries, cd’s, dvd’s etc) and some things to make your room “homely”. You will also need kitchen utensils, crockery, saucepans and cutlery. You may wish to bring a toaster and an iron, as these are not provided. Please ensure that any appliances you bring into the kitchen conform to British Standards and hold a portable appliance test if older than one year. If residing in Sydney or Bankside House we recommend a bath mat for your shower room.

How do we organise cleaning, washing up, recycling etc?Organising how you all help with cleaning and washing up can help avoid misunderstandings and potential conflicts later in the term. It’s always a good idea to sit down as a house group in the first few days and discuss some of the following issues:

• Cleaning rota for communal areas • Washing up arrangements (how often? who will do it?) • Recycling • Noise (what is and isn’t acceptable? returning home late at night, being considerate of others) • Discuss any dietary issues• Sharing of personal property (what can be shared? what can’t be shared? must permission be given?)

What happens if I do not get on with the people I am living with?If you are experiencing difficulties with your housemates then you should first of all discuss the problem with them and try to work together to resolve it. It is often this option that people avoid, but it’s usually the most effective way of resolving issues.

If you find that you are unable to resolve the situation you may wish to seek advice or help from your Resident Tutor. They may be able to help with mediation and make practical suggestions to resolve your difficulties.

15Bath Spa University Living in University accommodation

How do I make a formal complaint about someone I am living with?If you are unable to resolve your problem by mutual agreement and discussion and wish to make a formal complaint, this must be done in writing. To commence formal proceedings you will usually need evidence of the situation. This may include statements from witnesses so it is important that you keep detailed logs and notes. If the matter involves criminal activity, you must report it to the police – we can provide help and advice with this. We cannot take action as a result of anonymous or unsubstantiated information. Please contact either Student Housing Services or Student Support for more information.

Damage Caused by Students

What is damage?Damage is considered to be any deterioration to the property over and above that which is accepted as ‘fair wear and tear’.

I have caused damage, what should I do?If you cause any damage you are required toreport to Student Housing Services immediately.

Student Housing Services will makearrangements for the repair and you will be liableto pay the full cost of the repair.

What happens if damage is discovered by Student Housing Services?If Bath Spa University staff identify damage, written notice is e-mailed either to the individual student or the house group or building.

We request that the person(s) responsible (or anyone that has knowledge of who is responsible) let Student Housing Services know. Where a person(s) accepts responsibility for the damage, they will be charged for repair – normally the cost is deducted from the damage deposit they have paid at the end of the Licence period.

If damage is found in a communal area of a building e.g. hallways, staircases etc. all residents with access to the affected area will be charged equally.

Damage found in communal areas within a flat/house group e.g. kitchen, bathroom, all residents of that flat or house will be charged equally.

If individual students want to appeal, they can do so by writing to the Student Housing Manager or emailing [email protected]. It is likely that you will need to provide evidence for your case to be considered. Please note that residents are responsible for any damage caused by visitors to the property.


How much do the repairs for damage cost?The University will make charges for items that have to be repaired or replaced. These inlcude charges for disposal, delivery and any other costs associated. Please note this list below is not exhaustive (costs may be higher dependent on the level of damage), typical damage costs are as follows:

Item Cost (up to)Redecorate wall or ceiling £75Redecorate or varnish door £40Reconnect door closer £20Replacement door closer £180Replace/reconnect window restrictor £40/£20Replace bedside lamp £7Replacement room key £50Replacement post box key £20Replacement of damaged wash hand basin £150Replace carpet £200Clean bedroom at end of tenancy if not up to standard following inspection up to £40Clean curtains at end of tenancy if not up to standard following inspection £15Clean en-suite at end of tenancy if not up to standard following inspection £20Carpet clean at end of tenancy if not up to standard following inspection £10Kitchen clean if not up to standard following inspection £35 per residentRubbish removal (per black bag) from kitchen/room £10Ceiling Tiles £20 per tileMicrowave Oven £100Fire Extinguisher £75 each

How do I pay for damages?The University will send you an invoice for the relevant charges which is to be paid within 14 days. In some cases the University may decide to deduct the charges from your £250 deposit at the end of your Licence period. Where loss, damage or breakage cannot be attributed to an individual it will be charged equally among the occupants of the building.


VisitorsAll guests must be over the age of 18 and can stay for a maximum of 2 nights in any 7 day period. All guests must be signed in at Security on arrival and departure. This is to ensure that staff are aware of any visitors in the building for the purposes of fire regulations.

For security reasons, your guest(s) may be asked to provide identification. Please ensure that your guest(s) sign in and out. If you are aware that your guest has a disability for which reasonable adjustments need to be made, please contact a Resident Tutor or a member of the Student Housing Services at least 7 days prior to the visit to discuss any requirements.

Your co-operation is required to ensure that the Halls of Residence remain safe and secure. Unauthorised guests will be removed from the site by Security. In the event that these procedures are not followed, you may be denied the right to have guests in the future and should persistent problems occur, you may be subject to the Residents’ Disciplinary Procedure.

NoiseWhile complete silence within Halls of Residence is unrealistic, students must ensure that they and/or their guests are considerate of others and do not create noise that causes annoyance to others at any time.

Please assist us in reducing noise by:

• Keeping the volume of your conversations with other residents or on the telephone to a reasonable level,especially late at night.• Use headphones before 08.30 and after 23.00 if listening to music or watching TV. • Even during the day, keep music to acceptable levels. • Avoid slamming doors at all times. • Avoid gathering in kitchens and outside accommodation blocks late at night.

Parties Parties are not permitted in Halls of Residence. No more than 6 non-residents of any house group will be permitted for any gathering. Any damage caused or cleaning required as a result of the gathering will be charged to all residents (see page 17 for the list of charges).

Complaints about noise nuisance will be taken seriously and disciplinary action under the Residents’ Disciplinary Procedure may be taken. If you are experiencing problems with noise, please contact the Resident Tutor on 07825078383 (Newton Park) 07799072406 (Bankside House) or Security immediately on 01225 875555 at the time or contact a member of Student Housing Services during office opening hours.

Anti-Social Behaviour, Theft and VandalismIn the event that a resident’s behaviour and/or conduct is considered to be unacceptable, the matter will be considered under the Residents’ Disciplinary Procedure. In some circumstances, in particular where the resident’s behaviour constitutes a criminal offence, the matter will also be dealt with under the University’s Disciplinary Procedure http://www.bathspa.ac.uk/regulations/student-general-regulations. Do not leave personal possessions unattended in communal areas.

Illegal DrugsThe possession or misuse of controlled drugs is a criminal offence. Should a resident and/or their guest be found to be in possession of or supplying these substances on the premises, formal disciplinary action will be taken under the Residents’ Disciplinary Procedure. The University also has a duty to pass any details of illegal activity occurring within its accommodation to the Police and in such circumstances, the University’s Disciplinary Procedure will also be invoked www.bathspa.ac.uk/regulations/student-general-regulations


Feeling Hungry?@Moreton & Cafe Sion

@Moreton - Newton Park

The Moreton refectory is open Monday to Friday from 8:30 - 22.30 for use as a social study space with wi-fi, plasma screen, and food & drink vending for drinks and snacks (please note that video cam-eras are in operation for your security).

It offers a range of:

Daily menu dishes to include vegetarian, snacks, • salads, filled sandwiches, wraps, etcFresh fruit, yogurts, sweets, cold drinks, fresh • brew coffee, teas & cappuccino etc.Many retail lines of confectionery, crisps, • snacks.

Cafe Sion - Sion Hill

Located in our Sion Hill campus the Cafe Sion coffee bar is a modern ‘Latte & Laptop’ area catering for students, staff & visitors & a great place to relax or study with full wi-fi.

We open from 08:15 - 15:45 Monday to Thursday (15:30 on Fridays)

It offers a range of:

food and hot/cold beverages• hot filled jacket potatoes, salads, sandwiches • baguettes, wraps, crepes, soup, Cornish pasties •

Our food offer is complemented by barista style espresso coffee, hot chocolate, selection of teas, all Fairtrade or rainforest. The area also has hot drink vending and cold drinks machine.

Parking and transport

Bus TravelThere are two buses that run between the Newton Park campus and the city centre; ‘Bright Orange Bus’ Spa1and Spa2. Spa1 (Newton Park campus to Bath city centre via Newbridge and Oldfield Park) runs every 20 minutes from 07.00 during term time and 30 minutes after 19.00 in term time, weekends and holidays its every hour.

Bus passes and timetables can be obtained from the Students’ Union Office at Newton Park or the Finance Officeat Sion Hill. Term bus passes cost £90 (as of July 2011), 1 week, 5 week, 8 week, and yearly passes are also available. These passes can be used on any First Bus in Bath.

Further details of bus services in and around Bath including up to date prices, network map and feedback form are available online at www.bathspasu.co.uk/bus. You may wish to visit www.travelinesw.com to plan other journeys.

*Please note there are a number of other bus companies operating in Bath, including the 700 service between theCity Centre and Sion Hill which is operated by Faresaver. First Bus passes cannot be used on this service.

Car ParkingStudents living in University controlled accommodation – Newton Park Campus, Bankside House, Waterside Court and Charlton Court are not allowed to park on site or to have a car permit unless they have a disability. Students and staff are encouraged to use public transport, car sharing and cycling.

CyclingIt is approximately 5 miles between Newton Park and the city centre, so a bicycle is a good form of transport. You can lock your bicycle in one of the 3 shelters on the Newton Park campus.

Bankside House is approximately 15 minutes walk from Sion Hill and residents wishing to bring a bicycle can secure it in the bike store which is in the same area as the post room. We would ask that you do not store bicycles (including fold-up bikes) inside the Halls of Residence as this is a potential hazard in the case of a fire. Any bikes found will be removed. A list of local cycle shops offering student discount is available on our website.

Car Club For those students who may require the occasional use of a private car (to travel home for the weekend etc) Bath does offer a car club which provides vehicles in designated locations around the city. The University is not affiliated with this initiative but further information is available on the city car club website.

20Bath Spa University Parking and transport

Emergencies, Safety and Security

EmergenciesIf an emergency occurs contact Security immediately on 01225 875555. If you are in any doubt, call the Emergency Services direct on 999 and then inform the Security Team in order that they can direct the response team to the emergency when they arrive on site.

In certain circumstances the University may decide to advise your next of kin, or provide next of kin details to the emergency services / hospital, without first obtaining permission from you.

First AidThe Resident Tutors have basic first aid training but there is no qualified first aid provision within our accommodation sites. In the event of a serious injury an ambulance should be called. More minor injuries should be referred to the nearest Accident and Emergency Department or your Doctor.

Accident and Emergency in Bath:Bath RUH, Combe Park, Bath, Avon BA1 3NG 01225 428331

NHS Direct, 24 hour health advice and information, telephone 0845 4647

Reporting AccidentsAll accidents causing injury or near misses must be reported as soon as possible so that we can take steps to prevent a recurrence, you should contact Student Housing Services or a Resident Tutor or Security (if out of normal office hours) at the time of accident giving full details.

Fire SafetyEvery resident is required to comply with the University policies and procedures which the University has in place to control health and safety risks http://www.bathspa.ac.uk/regulations/student-general-regulations. If you notice a potential fire hazard, please report it to Security 01225 875555, a Resident Tutor 07825078383 (Newton Park), 07799072406 (Bankside House), Student Housing Services 01225 875843 or Domestic Services during office hours 01225 875765 and to Security or a Resident Tutor out of office hours.

Fire EvacuationsIn the event of a fire, it is important that you know what to do. A fire instruction notice is provided in your room, please ensure you read and understand the instructions.

Please read this information carefully and make sure that you are clear on what you need to do in the event of a fire. Pay particular attention to all escape routes.

In the event of a fire alarm sounding, immediately evacuate the building and make your way to your designated Assembly Point. Resident Tutors will manage the evacuation and can be identified by an orange arm band. It is important that you co-operate with your Resident Tutor, Security and the Emergency Services at all times. Fire alarms are tested weekly, usually on a Tuesday. You can identify a test as the alarm sounds twice in quick succession then stops.

21Bath Spa University Emergencies, Safety and Security

Fire PreventionThe most important part of fire safety is prevention. Please read the following guidelines carefully:

• Do not leave cookers, pans on hobs, microwave ovens, toasters or electric hair styling equipment unattended when in use• Clean grill pans regularly to avoid a build up of grease• Cook food for recommended time as instructions on packet• Do not use metal objects in microwave oven• Empty crumbs from toasters regularly• Keep fire doors closed - do not wedge them open• Door closers must be kept in place• Do not block or obstruct any emergency exits and ensure corridors are kept clear - they are used as evacuation routes

False alarms can be caused by carelessness, in particular by cooking food being left unattended. All residences are equipped with sensitive smoke and heat detectors. To avoid unnecessary fire alarms, please also follow the guidelines below:

• Do not use aerosols of any sort underneath the smoke detectors in your room• Do not block or cover smoke detectors – It is a criminal offence and any student found to have done so will be subject to the University’s Disciplinary Procedure www.bathspa.ac.uk/regulations/student-general-regulations • Kitchen doors should be kept closed to prevent fumes and steam escaping into the hallways to avoid setting offthe fire alarms• Keep the oven door closed and turned off when not in use• Do not attempt to use the grill with the grill door closed

Other Prohibited ItemsThe following items are not permitted on the premises due to the health and safety risks they can cause:• Chip pans, deep fat fryer• Barbecues• Candles and incense sticks• Electric/paraffin heaters

Any student who breaches the fire safety regulations will be subject to the Residents’ Disciplinary Procedure. Interference with safety equipment will constitute a criminal offence and will result in termination of your Licence Agreement with the University.

Soft FurnishingsIf you wish to bring any additional furniture into the building you must first get permission from Student Housing Services. All furniture must comply with the Fire and Furnishings Regulations 1988 and must be labelled as such.

We do not allow double beds to be brought into the accommodation. If unauthorised furniture is found within your accommodation you will be asked to remove it. If this is not done then the University will arrange for its disposal and the disposal costs plus associated administration costs will be deducted from your deposit at the end of the licence period.


Gas and Electrical safetyThe University ensures that current certificates/documentation are held which provide evidence that:

• all gas appliances have been tested annually • all portable electrical appliances provided by the University have been tested regularly • the wiring and electrical circuits in the property have been tested on a five yearly basis

Electricity Supply Care must be taken not to overload the electricity supply. The electricity supply in study bedrooms may be restricted so that only small electrical appliances such as your stereo, hairdryer, TV or PC may be used. Kettles, microwaves etc can only be used in kitchens. Your own electrical appliances must be new or PAT tested. In the interests of safety we discourage the use of adaptors – only adaptors with circuit breakers (usually of a long bar design) are acceptable.

If you are an international student you need to ensure that electrical appliances are suitable for use with 240V electrical supply.

Portable Electrical AppliancesYou must ensure that any electrical appliance brought is in safe working order, paying particular attention to the fuse and wiring of the appliance.

If requested, you must produce an electrical safety PAT test for the equipment which can be obtained through most electricians at reasonable rates. All portable appliances supplied by the University will have been PAT tested regularly.

Fridges, Freezers and MicrowavesYou will not be allowed to keep fridges, freezers, microwaves or any kitchen appliances in your study bedroom for safety and hygiene reasons. If you need a small fridge in your room for any medical reason please tell us and we will assist you with this.

Portable heatersExtra heaters are not permitted in your room as they cause thermostats to malfunction, overload the electrical supply causing tripping of the main fuses and can also most importantly be a fire hazard. You may be subject to the Residents’ Disciplinary Procedure should you be found to be using one.

If you have concerns about the temperature in your room, please contact the Maintenance Team.


InsuranceBath Spa University has arranged core possessions insurance cover for all residents of University owned accommodation. Full details of the cover provided is supplied with your offer of accommodation and can be viewed at www.endsleigh.co.uk/viewcover

Bath Spa University will not accept any responsibility for loss, damage or theftto personal items within your accommodation except where the loss or damage is caused by fault on the part of the University.

The University insures the building and its own contents against loss or damage due to fire and flood. The University does not insure against negligence, accident or vandalism and in the event of being responsible for such an occurrence you may be charged accordingly.

Security Student safety is of paramount importance to the University and it is the responsibility of each resident to act in accordance with these guidelines to ensure that the Halls of Residence are safe.

Please:• Make sure you always lock the external doors of Halls of Residence behind you. Disciplinary action will be takenunder the Residents’ Disciplinary Procedure (page 33) if students fail to do so.• When leaving your room ensure that you have locked the doors and closed all the windows. • Put valuable items, such as laptops and musical instruments, out of sight when away from your room.• If your room is situated on the ground floor, close your curtains when you are not in the room. • If you believe there is an unauthorised visitor on campus ask who they are and if in doubt report it to Security immediately. • Don’t hold doors open for people you don’t know.• Ensure that any incident (e.g. a theft of personal belongings) is reported to Security and logged.• Do not leave personal belongings unattended in communal areas • Keep your key safe, do not label it with your room number and don’t give it to other people to use.

Safety - Useful Telephone Numbers:University Security: 01225 875555Victim Support (Bath Area): 0845 4566 099The Police: Emergencies only 999 Non-emergency number – 0845 456 7000


Health and welfare

Student Support ServicesThey deal with issues such as finance, study related difficulties, disability and dyslexia, learning support requirements, loneliness, harassment and bullying, relationship problems and mental and physical health. Student Support also works closely with the Peer Mentor Scheme. Peer Mentors are current students who are here to provide informal support and guidance to other students. They can be contacted via the web: http://www.bathspa.ac.uk/services/student-services/current-students/your-wellbeing/peer-mentor-scheme/de-fault.asp or through the Peer Mentor Minerva ‘course’.

Bullying and HarassmentBath Spa University supports the rights of all students and staff to be treated with dignity and respect and has a policy in place to help prevent harassment and to offer support to anyone who feels they are being harassed by another member of the University. This link takes you to the policy and also to a list of trained harassment advi-sors who you can contact, in confidence: http://www.bathspa.ac.uk/services/hr/for-staff/equality-and-diversity/harassment-policy.asp#harassment

Student Support is also a good point of contact if you believe you are being harassed in any way: [email protected]

Housemate Mediation ServiceIn our experience the vast majority of student households and housemates live together successfully and happily.

However, from time to time something may come up that can damage these good relationships. Student Support and Student Housing Services can provide:

• Advice and guidance on living successfully with housemates• Advice on managing difficult situations• Guidance on your responsibilities and rights as a tenant• Mediation between housemates

Life at university should be fun and enjoyable and safe! So, when you are out and about:

• If you are going to drink…drink sensibly…don’t ruin your night• Never leave your drink unattended• Keep an eye on your mates and stick together• Think safe, be safe, don’t walk home alone• Use a licensed taxi – they all offer student discounts

The Student Support Service operates a combination of drop-in sessions (10am to 4pm daily) and pre-bookable appointments. They also operate a drop in service at Sion Hill campus, details on the web page. They can be a useful first point of contact and anything you discuss will be treated in complete confidence. To make an appointment please email [email protected] or call 01225 876543

Seeing a DoctorThe medical service at Bath Spa is provided by doctors from Fairfield Park Health Centre. You can register and book appointments for the Medical Service at any time by emailing [email protected] or call into the Doynton building on the Newton Park campus where you will find the Student Support Service.

26Bath Spa University Health and Welfare

During term time, you can see a doctor or nurse from the Fairfield Park Health Centre, on campus in Newton Park, Doynton at the following times:

Monday, Wednesday & Friday morningsAt other times when you need to see the doctor, and during vacations, you can visit the Fairfield Park Practice which is in Camden Lane, just off the London Road. They also offer an out of hours service, please call 01225 331616 for assistance.

If you require immediate medical attention go to the Accident and Emergency Department at the Royal United Hospital, Bath.

DentistThere are two types of dental care available - private and National Health Service (NHS) funded. All dentists will provide private dental care but not all will accept NHS patients.

For emergency information and/or treatment call 0845 120 6680. A full list of all dentists in the Bath area is available at www.nhs.uk

NHS walk-in CentreAlternatively you can go to the Riverside Health Centre / NHS Walk in Centre, James Street West, Bath - 01225 474240.

MeningitisIt remains important that you use the leaflets available at Newton Park and Sion Hill to familiarise yourselves with the symptoms of meningitis and meningococcal septicaemia (blood poisoning). We would also ask you to be vigilant on behalf of both yourself and your fellow students/colleagues and to keep in regular contact with parents, family and friends to ensure that they are all are kept informed. Further information may be obtained from the website of the Meningitis Trust or the Meningitis Research Foundation (http://www.meningitisuk.org)

What Is Meningitis?Meningitis is the inflammation of the tissues which cover the brain and spinal cord. Most cases in the UK and Ireland are caused by bacteria or viruses. Bacterial meningitis is generally more serious. While meningococcal disease is the main cause of bacterial meningitis, there are many other types including pneumococcal, Hib, Group B streptococcal and others.

What Is Meningococcal Septicaemia?Meningococcal Septicaemia is a type of blood poisoning which is caused by the same bacteria that cause the most common form of bacterial meningitis. It is the more life-threatening form of the disease.

With Septicaemia, the bacteria release toxins into the blood which break down the walls of the blood vessels allowing blood to leak out under the skin. This leaking causes marks on the skin - a rash of red or brownish pin prick spots which develop into purple bruises, blood blisters or blood spots. Septicaemia can make you very ill because it also reduces the amount of blood reaching vital organs such as the liver and kidneys.


Meningitis C VaccinationYou may well have had a meningitis vaccination already. If you haven’t and would like to arrange vaccination, then please speak to our medical service. You will have the opportunity to register with the medical service during your first week, but you are free to go along at any time available. Students who do not wish to register with our medical service should speak to their own GP about vaccination.

MumpsThere has been a recent increase in mumps amongst students. Please read this important advice on how to protect yourself.

Why are you at risk?Over the past four years there has been a large outbreak of mumps in young adults across the UK. At thispresent time, mumps is mainly affecting older teenagers and young adults in their early twenties, and is mostlyfound in those in further or higher education establishments. Some in this age group may only have received onedose of MMR.

The number of cases has increased more steeply in recent years because many of the young adults in this cohort (born between 1980 and 1992) are now at university or in further education colleges where the disease tends to spread rapidly from person-to-person because of greater social mixing in further educational establishments.

Any young person who has not had two doses of MMR vaccine is at risk of contracting, measles, mumps or rubella.

How can you protect yourself?Students coming to University/FE colleges should make sure they have had 2 doses of MMR vaccine. If you have not had 2 doses of MMR, please see your GP as soon as possible. Please tell the doctor or nurse if you think you may be pregnant or if you are planning a pregnancy as MMR vaccine is not recommended in pregnancy. You should not be charged for this vaccine.

What should you do if you think you might have mumps?Do not go into University or Further Education College. Phone your GP or student occupational health service for advice.


Licence Agreement and charges

Your Licence AgreementYou will have accepted the Terms and Conditions of Occupancy by signing your Licence Agreement. The Terms and Conditions are extremely important, and you must be familiar and comply with these regulations at all times during your stay.

You can review the full Terms and Conditions at http://housing.bathspa.ac.uk

The following list is not exhaustive, but gives you an overview of the some of the main points of your licence agreement.

1. You must pay the Licence Fee in accordance with the instalment plan chosen at the time of registration. It is your responsibility to ensure that sufficient funds are held in the account notified to the University on registration to meet the instalment demands on the required dates. Any uncollectable or dishonoured payment will incur a £10 administration fee.

2. Unless stated in the Conditions, you will not be released from any obligation (including payment of the Licence Fee) until the end of the Licence Period.

3. If you are in serious or persistent breach of the Licence Agreement or the Residents’ Handbook (including but not limited to failure to pay the Licence Fee); or in the University’s opinion your behaviour constitutes a serious risk to the health, safety or welfare of yourself or other students or the University’s or other’s property then the University may end the Licence early by giving you 28 days’ notice. In these circumstances you will remain liable for the Licence Fee for the full remainder of the Licence Period.

4. If you Formally Withdraw or Intercalate, the Licence Agreement terminates automatically within 28 days of the date of written confirmation of Withdrawal or Intercalation, or earlier if you notify the Student Housing Managerof your wish to do so. A proportion of the Licence Fee will be returned to you, based on the number of full weeks

of the Licence Period remaining after the date of termination. The University will impose a charge of £50 foradministering termination of the Licence Agreement.

5. If you do not Formally Withdraw or Intercalate but wish to end the Licence Agreement early you may do so only if you have settled all fees and charges on your account and if you nominate another student who is registered with the University but not resident in other University-owned and managed accommodation, who is approved by the Student Housing Manager, and who signs a Licence Agreement for the room for the rest of the Licence Period. The University will impose a charge of £50 for administering termination of the Licence Agreement.

6. The University may move you to such other suitable alternative accommodation as the University may choose.The University must first give you reasonable notice, according to the circumstances.

7. You must not bring any motor vehicle or motor cycle onto the campus with the exception of arrival and depar-ture days. (Any student with a disability who wishes to bring a car should apply in the first instance to Student Support Services).

8. You must not interfere or tamper with any fire alarm system or equipment nor impede any means of escape from fire. This is a criminal offence and could result in your licence being terminated.

9. You must leave the room and the kitchen and bathroom/ WC in a hygienic, clean and tidy condition at the end of the Licence Period including a thorough clean of all surfaces, cupboards, fridges, cookers, microwaves and other equipment; and sweeping, washing and vacuuming all floors as appropriate.

29Bath Spa University Licence Agreement and charges

10. You are responsible for any damage or breakage caused by you or those for whom you are responsible; but you are not responsible for fair wear and tear.

11. Breaking the Terms of this Licence Agreement or the Residents’ Handbook may be sufficiently serious to lead to termination of the Licence Agreement and/ or disciplinary action.

Damage Deposit:The Deposit of £250 is security for any loss, damage or breakage caused by you or those for whom you are responsible or by you failing to comply with the obligations of the Licence Agreement and the Residents’ Handbook.

Where loss, damage or breakage can be attributed to an individual the charge will be set against their deposit. Deliberate damage will be billed directly to the student concerned, who must settle the account within 14 days. Where the loss, damage or breakage within the building cannot be attributed to an individual it will be charged equally among the occupants of the Building.

As soon as reasonably practical after the Licence Period ends the University will repay the balance of the Deposit to you without interest. However the University may first deduct the reasonable costs and expenses properly incurred by the University in remedying any loss, damage or breakage. If such costs, expenses, fees and charges exceed £250 then you must pay the balance due to the University within 14 days of being asked to do so.

Licence Fees:When you accepted an offer of accommodation you should have selected the method and frequency of your payments.

Method• Payments for the full year in advance • Instalments, by debit/credit card. Payment by credit card (but not debit card) will be subject to an additional charge of one percent of the value of each instalment • Instalments by direct debit

You will receive notification of the dates on which the University will claim instalments. Please ensure that enough funds are available in your bank/card account on the date of collection of payment. If you intend to top up an account to cover an instalment we recommend that you do so at least 5 working days beforehand.

Non-payment:If you know that you will not be able to pay an instalment it is important that you contact the Finance Office, Main House, Newton Park Campus or by e-mail [email protected] at least seven working days before the due date to discuss alternative methods of payments. Your bank may charge you for non-payment by direct debit/card, and the University may take action to terminate your Licence Agreement. You will still be liable for the Licence Fees however, and we may employ external agents/solicitors to recover the debt which will incur further costs.

Financial Support and Advice:Student Services can offer advice and information to current students and prospective students. They will provide information and guidance concerning a range of financial topics including Student Loans, Bursaries, Maintenance Grants and other funding arrangements. More details can be obtained from its website at http://www.bathspa.ac.uk/services/student-services

30Bath Spa University Licence Agreement and charges

Leaving or Transferring between Accommodation

Withdrawing from the UniversityIf you are planning on leaving University through withdrawal or intercalation (taking a break from your studies), it is important that you seek advice from the Student Administration Service. They can give you advice on the options available and the correct procedure to follow if you decide to leave.

The Student Administration Service is situated on the Ground Floor of Main House at Newton Park, and you may call in person during office hours, or ask for advice by email to [email protected] or telephoning 01225 876115. Information is also available on the Student Services Website http://www.bathspa.ac.uk/services/student-services/current-students/default.asp

If you decide to withdraw from the University you must formally request this in writing from the Registrar, clearly stating your reasons for wishing to do so and providing supporting evidence if appropriate. Your request should be sent by email to [email protected]

If you wish to intercalate (take a break from your studies) you must also send a formal written request to the Registrar by email to [email protected] and you must include your reasons for requesting an intercalation and provide third party verification, such as a medical certificate or letter from your doctor.

Please send your verification to Student Administration Services, MHG17, Bath Spa University, Newton Park, Newton St Loe, Bath BA2 9BN.

After you have notified the Registrar of your intention to withdraw or intercalate you should then contact the Student Housing Services in order to receive instructions on how to complete the moving out of halls process. You can contact the Team by emailing [email protected] or calling 01225 875843.

Once confirmation of withdrawal or intercalation is confirmed by the Registrar to Student Housing Services, the Team will work with you to ensure you have completed all that is necessary. There will be a £50 administration fee charge for early release from your Licence Agreement.

Leaving University Accommodation to move into other rented accommodationThe University will not normally release you from your Licence Agreement unless you intend to withdraw or intercalate from the University.

Please speak to a member of the Student Housing Services if you are experiencing problems of any kind whilst living in your accommodation.

Moving between Properties or RoomsResidents who wish to change rooms must first obtain permission from the Student Housing Manager by emailing [email protected] or calling 01225 875434. If agreed an administration charge of £20.00 will be made. Room changes are subject to availability.

31Bath Spa University Leaving or Transferring between Accommodation

Disciplinary Action

Penalty payments

There is a £50 penalty for covering over, removing or disabling a fire detector (plus costs of damage / reinstating the system). This may be accompanied by a formal warning and termination of Licence.

There is a £30 penalty for: • Rendering a fire door ineffective, for example by insertion of a wedge or propping it open with a heavy object,or by disabling / interfering with the door closure device • Leaving cookers on or unattended, resulting in a fire alarm activation (plus costs of any damage caused)• Smoking anywhere within Halls of Residence • Non- evacuation in response to a fire alarm

Advice and Representation

In all cases of disciplinary action it is recommended that residents contact the Students’ Union for assistance and advice.

Representatives from the Students’ Union are welcome at any meeting regarding a disciplinary matter and can be contacted on 01225 875588 or [email protected]

32Bath Spa University Discipinary Action

Residents’ Disciplinary Procedure

IntroductionThis procedure will be used when a Resident’s conduct in the Halls of Residence is called into question. The procedure can also be used where the conduct is outside of the Halls of Residence (this includes electronic communications and material on the internet) and affects other Residents or affects the University’s property or affects the University as the provider of accommodation. It is separate to the University’s Disciplinary Regulations as part of the Student General Regulations (which can be found at www.bathspa.ac.uk/regulations/student-gen-eral-regulations). Conduct that is not related to a Resident’s occupation of a Hall of Residence may be dealt with under Student General Regulations.

For the purposes of this procedure, a ‘Resident’ is someone who has accepted the University’s offer of a room in Halls of Residence by signing the Licence Agreement.

The decisions reached as a result of the procedure will seek to do the following:• establish whether the incident took place,• if it did, consider whether the incident constitutes behaviour that is in breach of the Licence Agreement and/or this Handbook,• if so, determine the measures that should be taken against the Resident.

Please note that should behaviour constitute criminal activity, the University is under a duty to inform the Police. In such circumstances, any investigation by the University may be suspended pending the outcome of the investigations of external agencies.

The University reserves the right to carry out, at its total discretion, whatever action is required to prevent further breaches of the Licence Agreement or this Handbook from occurring, to remedy the effect of any Residents’ breaches and to repair or replace any damaged property. Such action may be taken prior to undertaking any steps to investigate the alleged breaches under this procedure.

This procedure does not affect the contractual position between the University and the Residents under a Licence Agreement or any other document. This may include levying charges, without use of this procedure, for the costs of cleaning, damage caused to the University’s property and misuse of the fire alarm system. The University reserves all its rights and remedies in that regard.

Informal ResolutionAll incidents will be recorded on an ‘Incident Report’ form. These reports may include the Residents’ name, the type of incident, the date it occurred and the action taken.

The Student Housing Manager has the discretion to decide whether informal resolution would be adequate in the circumstances and may impose sanctions as appropriate. The Student Housing Manager will exercise his/her discretion to take such action in a reasonable manner to comply with the terms of the Licence Agreement and the Residents’ Handbook.

If, in the view of the Student Housing Manager, the informal procedure is inappropriate or has not been effective, the Formal Disciplinary Procedure should be followed.


Formal Disciplinary Procedure

1. Disciplinary Interview

Referral of incident to Student Housing Disciplinary Officer (“the Disciplinary Officer”): Should formal action be required, the Student Housing Manager will use reasonable endeavours to gather all relevant information about the incident (e.g. statements from other students, evidence from members of staff etc) and determine which member or members of the University’s staff is best placed to investigate the incident. That person or persons (if more than one) will be the Disciplinary Officer.

Disciplinary Interview: The Disciplinary Officer will arrange an interview with the Resident. The Resident will be given not less than three teaching days notice of the date and location of the meeting in writing, together with all relevant information about the allegation against him/her. Such notice may be left in the Resident’s Room.The Disciplinary Officer may redact evidence to be sent to the Resident in the event that anonymity of witnesses is necessary. The Resident will also be provided with a written copy of this procedure.

The Resident will be asked to provide a written response to the allegation at least 24 hours prior to the interview. The interview will take place whether or not a response is provided. The Disciplinary Officer will also inform any witnesses that will be required to attend of the date of the Disciplinary Interview.

Resident Support: The Resident may be accompanied by a friend to the Disciplinary Interview who may speak on his/her behalf. The friend must not be a legal professional.

Conduct of the Disciplinary Interview: The Disciplinary Interview will be conducted in a suitable room in an informal manner. All statements made at the meeting will be unsworn. There may be a Clerk at the meeting to minute the main points arising but all those present will be entitled to make their own notes. The Disciplinary Officer will conduct the meeting to ensure that all those present have a reasonable opportunity to ask questions and make appropriate comment. Everyone is expected to show courtesy, restraint and good manners.

Procedure: The Resident is expected to be present at the Disciplinary Interview. The Disciplinary Officer will consider the evidence, including statements made by and/or on behalf of the Resident. The Disciplinary Officer has the power to examine witnesses and conduct further enquiries as he or she sees fit. The Resident will have the opportunity to ask questions of witnesses presenting oral evidence.

Role of the Student Housing Disciplinary Officer: The role of the Disciplinary Officer is to consider whether the alleged incident occurred, on the balance of probabilities and, if so, whether the incident constitutes a breach of the Licence Agreement and/or this Handbook.

Further Investigation: If the Disciplinary Officer deems it necessary, they may collect further evidence by way of interviews with existing and new witnesses and the consideration of further written evidence. This may include a further interview with the Resident and in which case, the above procedure for the Disciplinary Interview shall be followed.

Decision: The Disciplinary Officer will use all reasonable endeavours to inform the Resident:• of their decision in writing within five teaching days of the Disciplinary Interview; or• if the Disciplinary Officer requires more time, when the decision will be made by.

The decision notice may be left in the Resident’s Room.


Outcomes: The Disciplinary Officer may deal with the case by deciding upon or imposing one or more of the following outcomes:

a) dismissal of the case;

b) issuing a written warning to the Resident;

c) issuing a suspended penalty to the Resident such that if the Resident is found to have acted in breach of the Licence Agreement and/or this Handbook again within the period specified by the Disciplinary Officer, then both breaches will be considered together;

d) requiring the Resident to make good any damage caused, including settling charges as set out on page 22 of the Residents’ Handbook;

e) exclusion from any specified area of the Halls of Residence or the wider University grounds;

f) a fine not exceeding £100;

g) requiring the Resident to give undertakings as to his or her future behaviour, or

h) termination of the Licence Agreement and expulsion from the University Halls of Residence.

Should the Disciplinary Officer consider that the breach of the Licence Agreement is also a breach of the University’s Disciplinary Regulations, details of the proceedings and its decision will be made available to the University Complaints Officer and action will be taken as appropriate under those Regulations (which can be found at www.bathspa.ac.uk/regulations/student-general-regulations).

2. Student Housing Appeal Committee

Appeal Request: Should the Resident wish to appeal against the decision of the Disciplinary Officer, he/she must submit this request to the Student Housing Manager within five teaching days of receiving the decision.

Grounds for Appeal: In the Resident’s written request to appeal, he/she must state the grounds on which he/she is basing the appeal. The grounds of appeal must fall into one of the following categories:

(a) whether the facts of the case were sufficiently proved when the decision of the Disciplinary Officer was taken. The civil standard of proof, namely, “the balance of probability” will normally apply; and/or(b) whether the decision of the Disciplinary Officer was warranted, that is, whether it was proportionate to the breach of the Licence Agreement and/or this Handbook and to the legitimate aims of the University’s policies.

The Student Housing Manager will reply to the Resident within five teaching days of receiving the request, notifying the Resident of whether leave to appeal has been granted.

Constitution of the Appeal Committee: The Committee will be made up of three people, including two senior members of staff appointed by the Student Housing Manager. So far as is practicable, the Committee members will have no detailed previous knowledge of the case.

Preparing for the Appeal Interview: The Committee will arrange a date for the interview with the Resident (no sooner than three teaching days from receipt of the details) and inform the Resident of the date and location of the meeting in writing. The Committee will also inform any witnesses that will be required to attend of the date of the Appeal Interview.


Conduct of the Appeal Interview: The Appeal Interview will be chaired by one member of the Student Housing Appeal Committee and will be conducted in a suitable room and in an informal manner. All statements made at the meeting will be unsworn. There may be a Clerk at the meeting to minute the main points arising but all those present will be entitled to make their own notes. The meeting will be directed by the Chair who will conduct it so as to ensure that all those present have a reasonable opportunity to ask questions and make appropriate comment. Everyone is expected to show courtesy, restraint and good manners. The Chair may at his/her discretion adjourn or terminate the meeting. If the meeting is terminated, the original decision will stand.

Procedure: The Resident is expected to be present at the Appeal Interview. The Committee will consider the evidence, including statements made by and/or on behalf of the Resident. The Committee has the power to examine witnesses and conduct further enquiries as it sees fit. The Resident will have the opportunity to ask questions of witnesses presenting oral evidence. The requirements of natural justice will apply. If for any reason the Resident is dissatisfied with any aspect of the meeting he/she must inform the Chair at the time and ask the Clerk to note their dissatisfaction and the reasons for it.

Role of the Appeal Committee: The Role of the Committee is to consider whether reasonable grounds for appeal have been submitted by the Resident and either:

• uphold the appeal against the Disciplinary Officer’s decision;• uphold the decision of the Disciplinary Officer; or• substitute a different decision to that imposed by the Disciplinary Officer and that requested by the Resident.

Decision: The Committee will inform the Resident of its decision in writing within five teaching days of the Appeal Interview. This decision will be the final internal appeal in relation to the Licence Agreement and this Handbook between the University and Resident. Should the Committee consider that the breach of the Licence Agreement is also a breach of the University’s Disciplinary Regulations, details of the proceedings of the Committee and its decision will be made available to the University Complaints Officer and action will be taken as appropriate under the those Regulations. The University retains all of its property rights in relation to the Licence Agreement.

Time limits: Time is not of the essence and this procedure and any decisions are unaffected if the various timescales are not met for whatever reason. Notwithstanding this, the University is expected to operate this procedure promptly in all cases.

Records of the Disciplinary ProceduresIf the conduct constitutes a criminal offence, all records will be kept until the investigations of external agencies are complete.

Disciplinary Officer’s Decision If the case is dismissed, all records will be destroyed save that any entry in the relevant Incident Report may be maintained but annotated with the fact that any disciplinary proceedings were dismissed, together with copies of the written decision where appropriate.

If sanctions are imposed against the Resident, the records will be kept for at least as long as the period in which the Resident may submit a request to appeal the decision. Thereafter, the disposal of the records will be a matter to be decided by the Student Housing Manager.

Student Housing Appeal CommitteeIf the appeal is upheld, all records will be destroyed save that any entry in the relevant Incident Report may be maintained but annotated with the fact that any disciplinary proceedings were dismissed.

If the decision of the Student Housing Disciplinary Committee is upheld, or another sanction imposed by the


Appeal Committee, the records will be kept for as long as necessary and their disposal will be a matter to be decided by the Student Housing Manager.

The Licence AgreementThe terms of this Handbook do not affect the Licence Agreement and its interpretation and effect in law. This Handbook is not intended to fetter the University’s rights under the Licence Agreement.

Office of the Independent AdjudicatorStudents are advised to contact the Office of the Independent Adjudicator should the University’s internal procedures (in relation to complaints or disciplinary action) have not remedied any concerns. Please visit www.oiahe.org.uk for more details.


Customer Service

Outstanding ServiceThe University is committed to providing the best possible service to its customers and we would like to know when we are doing well. If you feel that you have received service above and beyond the call of duty we would love to hear from you.

ComplaintsStudents have a right to a high standard of accommodation and we will act to ensure that these standards are maintained.

The University takes seriously all complaints, and aims to deal with them speedily and fairly. Most complaints willbe concerned with relatively minor, everyday matters which can be resolved informally with the person(s) directly concerned.

Where problems are either not resolved by such informal means or are too serious to be dealt with informally, then formal procedures are available.

A student who has a complaint has the right to be represented by a representative of Students’ Union at all stages. Bath Spa Students’ Union is independent from the University and can offer impartial advice.

If you have a problem or a complaint please let us know – we can’t do anything to help you unless we know about the problem. If you have a complaint, first and foremost it is important that you talk any problem through with the Student Housing Manager (or write if you prefer). It is possible that your problem can be resolved quickly and easily.

Please note that your complaint will be treated in a confidential way. We will only talk to or correspond with another person (including your parents) about your complaint if you agree.

Our full complaints procedure is on the website at: www.bathspa.ac.uk/regulations/complaints-procedure

Universities UK Code of Practice for the Management of Student HousingBath Spa University has committed to the Universities UK Code of Practice for the Management of Student Housing in all of its managed Halls of Residence.

The Code aims to promote best practice over a range of management activities including; Health and Safety Standards; Maintenance and Repair regimes; Environmental Quality; Landlord and Tenant Relationships; Student Welfare and Anti-Social behaviour. The University was successfully audited last in January 2011.

Information about the Code and details of the full Code can be viewed on the Universities UK website atwww.uukcode.info

38Bath Spa University Customer Service

Questions, Comments or Suggestions

We have attempted to make this handbook as comprehensive as possible – we hope that it has helped you to understand more about living in University accommodation and will be useful during your period in residence.

If you have any further questions or any comments to make about this handbook please drop us an email or pop into the office.

Please note that this handbook is subject to change from time to time and you will be notified of any changes electronically through your BSU email account.

Student Housing Services

1st Floor Stewards Lodge, Newton Park Campus

Postal Address:Student Housing ServicesBath Spa UniversityNewton ParkNewton St. LoeBathBA2 9BN

Telephone: 44 (0)1225 875843E-mail: [email protected]

Website: https://housing.bathspa.ac.uk

Office hoursMonday – Thursday: 08:30 – 16:30Friday: 08:30 – 16:00

39Bath Spa University Question, Comments or Suggestions

Bath Spa UniversityStudent Housing ServicesNewton Park CampusNewton St. LoeBath BA2 9BN

Telephone: 44 (0)1225 875843E-mail: [email protected]

Website: https://housing.bathspa.ac.uk

Documents

Bath Spa University Residents' Handbook 2011-12