Handbook For Residents

AccommodationHandbook for Residents 2011/12

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Contact Details

Telephone Internal

Main Switchboard 01243 816000 0

Academic Registry 01243 816026 6026

Accommodation Office Chichester 01243 816069 6069

Accommodation Office Bognor 01243 812120 2120

Admissions 01243 816002 6002

Bognor Reception 01243 812083 2083

Careers 01243 816035 6035

Catering Manager Chichester Campus 01243 816072 6072

Catering Manager Bognor Campus 01243 812074 2074

Chaplain 01243 816041 6041

Counselling 01243 816042 6042

Disability & Academic Skills Service 01243 812076 2076

Estates Helpdesk 01243 816446 6446

Finance Department 01243 816417 or 6107 6417 or 6107

Financial Welfare (Chichester) 01243 816038 6038

Financial Welfare (Bognor) 01243 812154 2154

Health (Nurse/Health Advisor) Chichester 01243 816111 6111

Health (Nurse/Health Advisor) Bognor 01243 812122 2122

Health and Safety 01243 816488 6488

International Student Advisor 01243 812146 2146

IT Service Desk 01243 816444 6444

Mental Health 01243 812122 2122

Samaritans 08457 90 90 90 N/A

Student Adviser 01243 816238 6238

Students’ Union 01243 816394 6394

Emergencies (Out of hours)

Security Patrol Chichester 01243 816147 614707974 829935 (Mobile)

Security Patrol Bognor 01243 812184 218407974 829936 (Mobile)

Fire/Police/Medical Emergency 9-999

Residents Handbook 2011/12 3

Contents

Contact Details 2

Dear student 5

Residential Licence 6

Installment Agreements 12

Residential Life 16

Schedule of Damages and Fees 37

Revised 18 April 2011

Please note: The information contained in this handbook will form part of yourresidential licence agreement. It must be read and fully understood before you signthe Residential Licence Agreement Sheet. You will be informed of any changes tothe terms, in writing, and subject to a notice period of one month.


Dear StudentWe are pleased to offer you a room in our University-owned accommodation –

on the terms set out in this handbook.This Handbook is devised to help you with day-to-day residential life and is

divided into two sections:-� Residential Licence and Terms and Conditions

� General Information about Residential LifePlease read it carefully as both sections form part of the residential licence

agreement you will need to sign upon arrival at University. Please keep the

handbook in a safe place so you can refer to it throughout the year.We pride ourselves on our friendly, supportive and secure

accommodation/services. Your Student Hall Representative, Welcome

Representative and Block Representative will play an important role in your

time in the residences and are the first people to turn to if you require any help

or information. The quality of life in our halls is dependent on the members

who live in it. Please help us to continue our tradition of caring for our

community by caring about and caring for others in your hall or house.

Inevitably, to assist in the smooth running of a community there must be some

rules! You will read about the rules as you go through this handbook. Please

abide by them. May I particularly draw your attention to the Code of Conduct

to which you must adhere to. If you have any queries concerning your accommodation package please refer

to our Accommodation Brochure, which, if you do not already have a copy,

can be downloaded from our website. We look forward to welcoming you to our accommodation and wish you every

success with your studies.The Accommodation Office team (tel: 01243 816069)

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RESIDENTIAL LICENCE AND TERMS AND CONDITIONS

Please make sure you understand the implications of the Licence Agreement – if you need anyclarification please ask when your room is allocated. You will be asked to sign a ResidentialLicence Agreement Sheet when you arrive to take up residence.

THE STUDENT RESIDENTIAL LICENCE AGREEMENT – AN EXPLANATORY NOTE

1. The Residential Licence Agreement (the Licence) is a legal document and consequently has to be written interms recognised by the legal profession. Please read it carefully before signing the agreement. The Licencedetails the arrangement between the University of Chichester (the University) and an individual student underwhich:

a. the University undertakes to provide residence for the student during a specified time as set out in theFourth Schedule of the Licence. The University reserves the right to cancel or suspend the Licence if thestudent is in debt or subject to disciplinary procedures (First Schedule 2 iii) or is in contravention of thelicence;

b. the student agrees to pay the rent by the specified dates for the use of the room. The rent and the dates onwhich the rent has to be paid are shown in the Fifth Schedule of the Licence. In addition a student isrequired to pay a non refundable booking fee of £150 before arrival. This only secures a room and does notform a damage deposit or advanced fees payment.

c. The student enters into an occupancy agreement for the period indicated on the Residential LicenceAgreement Sheet and is not entitled to terminate at intermediate points (First Schedule clause 4). In theevent of a student leaving they will still be responsible for the rent, unless, the room can be re-filled with asuitable student, subject to approval from the Accommodation Office. If a student is leaving the Universitythey will be required to submit two weeks written notice to the Accommodation Office and they will becharged a £200 cancellation fee for ending the Licence Agreement early.

d. The room initially allotted to the Student is shown in paragraph 1 on the Residential Licence Sheet. Certainrooms are twin/shared rooms that have to be shared by two or more students. The University reserves theright to allocate an alternative room if circumstances make such action necessary (First Schedule of theLicence, clause 7 ii); and the student can ask to change his or her room (First Schedule of the Licence,clause 7 iii).

2. The First Schedule lists the various obligations on the University and on the Student. In essence, theseobligations seek to ensure that the University behaves as a good landlord and the student behaves as a goodtenant so that all can enjoy the best possible community life in a safe environment. The Student also agrees toabide by a Code of Conduct; detailed on the Accommodation Office website: www.chi.ac.uk/accom andsummarised in this handbook.

3. The Second Schedule specifies general and catering arrangements for students in accommodation. The rentincludes a breakfast and an evening meal each weekday (excluding Reading Weeks and Bank Holiday periods),a cold ‘brunch’ during Reading Weeks, continental breakfast on Saturdays and Sundays and ‘room only’ for theweeks over the Christmas, Easter and bank holiday periods (Fourth Schedule). Meals may be purchased atlunchtime on weekdays; the cost of these lunchtime meals is NOT however included in the rent.

4. The Third Schedule specifies the arrangements for the payment of rent. Failure to pay the rent by the specifieddate will, save in exceptional circumstances, result in the immediate commencement of possessionproceedings. A student who encounters financial difficulties and is unable to pay their accommodationinstallment payments on time is urged to discuss his or her problem with SMAS (Student Money AdviceService) and ring the Finance Office on 01243 816107/6417 at the earliest possible opportunity. Three paymentsare due for the period of the licence agreement. The interim periods are not indicative of the monies requested;these are based only on a third of the total contract period.

5. The University gives notice that building programmes designed to improve facilities and surroundings may be inprogress during the academic year. The programme of work may result in some unavoidable disturbance tostudents in residence. Students who wish to occupy the residences must accept this situation.


RESIDENTIAL LICENCE AGREEMENT SHEET

AN AGREEMENT made the __________________________ day of _____________________________________ 201_

BETWEEN UNIVERSITY OF CHICHESTER, whose registered office is at College Lane, Chichester, PO19 6PE, a company limited by guarantee, company number 4740553, and

(Name of student): ___________________________________________________________________________________

of (Home address): __________________________________________________________________________________

____________________________________________________________________________________________________

undertaking (Course name): ___________________________________________________________________________

WHEREBY THE FOLLOWING IS AGREED:

1. The University permits the Student to occupy the premises known as _____________________

(the room and house/block) for the period (day/month/year)_____________________ to(day/month/year)_______________________________________(the term), or such other room as may subsequently be agreed in accordance with paragraph 7 (ii) or 7 (iii) of theFirst Schedule, during the Academic Year 2011/2012 as set out in the Fourth Schedule on the terms andsubject to the agreements and conditions set out in the First Schedule and the Third Schedule hereto.

2. The Student shall pay the fees as specified in the Fifth Schedule or in accordance with any separate agreemententered into with the Finance Office.

3. The Student agrees to abide by the Residential Code of Conduct, (www.chiuni.ac.uk/accomm) The studentagrees not to park a car or similar transport on the University of Chichester property, unless given permission inwriting by the Director of Estate Management. (or has paid the appropriate fee for a designated parking spaceoutside Havenstoke or Pinewood Halls of Residence). Students in the Graylingwell houses can only parkvehicles on the drives or in the garages, not the streets within a 200m radius of the houses.

4. The terms and conditions set out in all the Schedules hereto are incorporated.

5. The Student agrees to abide by the terms and conditions set out in the ‘Handbook for Residents’.

6. This is a letting under Ground 8 of Schedule 1 of the Housing Act 1988. The Room is let by the specifiededucational establishment to a full-time student pursuing a recognised course of study in accordance with thestatutory provision quoted above.

� I confirm that I have viewed the Health and Safety Video and will engage in the Accommodation E-Inductionprocess before taking full occupancy of the room.

As WITNESS the hands of the parties hereto the day and year first before written

_______________________________________________________________ (the Student)

_______________________________________ Accommodation Office member of staff of the University of Chichester)

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The First Schedule1. The full-time Student of the University of Chichester shall be entitled to occupy the room for the weeks shown

on the Residential Licence Agreement Sheet (with the exception of the temporary rooms, see first schedule, 7(ii)) and specified in the Fourth Schedule and for such other periods as the University may subsequently agree,appropriate to the academic programme on which the Student is registered. If the room is designated as atwin/shared room, the student is not entitled to exclusive use of the room. A student must take up residencewithin 7 days of the start of the licence agreement commencement date otherwise the Accommodation Officeare able to re-allocate the room and the resident will be liable for rent owed for the period when it wasunoccupied. The Student shall not be entitled to the occupancy of the room outside the dates stated in the Fourth Schedule,unless agreement is made with the University.

2. The Licence shall be terminated by the University if:

i) the Student ceases to be registered as full-time;

ii) the Student fails to pay the fees in the time scales described in the Fourth Schedule;

iii the Student is in violation of any of the conditions of occupancy, either of this Licence and its schedules orother University regulations, or if the student is required to vacate the place of residence as a result ofdisciplinary proceedings.

All damages caused by the Student will require immediate payment during the licence term. Outstandingaccommodation charges will be pursued following approved processes.

3. Nothing in clause 2 (above) shall prevent the University agreeing to a termination of the Licence on specialterms.

4. The student shall enter into the Licence Agreement for the weeks specified on the Residential LicenceAgreement Sheet, and shall not be entitled to terminate at intermediate points unless they are leaving theUniversity or by agreement with the Deputy Director of Estate Management. If a student leaves the Universitythey will be required to submit two weeks written notice to the Accommodation Office and they will be chargeda £200 cancellation fee for ending the Licence Agreement early. If a student leaves the residence but not theirstudies they shall be responsible for the rent for the entire term of the licence agreement unless the room canbe re-filled with a suitable student, subject to approval from the Accommodation Office. A student wishing toextend their licence agreement may be permitted to do so but will occupy the accommodation on the sameterms as their licence agreement.

5. The Student agrees with the University:(i) to occupy the room only as a study bedroom and not part with the possession of the room nor share the

occupancy with any other person without prior permission in writing from the Accommodation Office or it beinga designated shared room and to vacate the room upon termination of the Licence;

(ii) to use the room and all the communal areas including the grounds and facilities provided for himself or herselfand others in a reasonable manner and not so as to become a nuisance or give offence to other students,employees of the University or any other persons, abiding by the rules in the ‘Handbook for Residents’ or anyother associated Accommodation Office regulations or documentation.

(iii) not to sell, dispose of, remove, damage or otherwise misappropriate any furniture, fixture or fitting, containedin the room and to deliver up the same at the end of this Licence, however terminated;

(iv) to keep the room and associated facilities clean and tidy and not to deface, damage or misuse the fabric ordecor of the room or the block of which it forms a part nor any of the furniture fittings or fixtures in thebedrooms or communal parts of the block. The Student should note that the use of adhesives or similarmaterials (including blu tack) for the purpose of affixing items to the walls of the room or the communal areas isforbidden. A noticeboard is the only authorised place to position personal decoration.

(v) to allow access to the room for inspection and maintenance by University staff or by duly authorised officers ofthe University at any time, if in an emergency or if there is reasonable suspicion that there is an illegal activity taking place in the room or, at any reasonable time on prior notice being given.


(vi) to refund to the University the cost of any malicious damage to (fair wear and tear excepted) or necessaryunscheduled cleaning of the fabric, decor, furniture or fittings to his or her room and the appropriate proportionof cost of damages /cleaning of communal areas and communal fittings, furniture and fixtures (a matrix of costsis provided in the back of this Handbook as a guide of charges that may be raised.);

(vii) to attend any individual, flat, block, hall or general meeting called by the Staff Wardens, Student HallRepresentatives Welcome Representatives or any other member of staff from the Accommodation Office.

(viii)to report to the Accommodation Office staff or Student Hall Representatives, as soon as reasonably practicaland following university processes, all defects in a block, whether to the fabric, furniture, fixtures or fittings;

(ix) not to move, deface or misuse any fire fighting equipment and to recognise that all fire doors should be kept inthe closed position and not be wedged open, defaced or obstructed in any way;

(x) not to use in the room any electrical equipment without first gaining the approval of the AccommodationManager or representative. Approval will not be given for kitchen appliances eg; refrigerators, freezers, toasters,kettles, grills, bbq’s or fan heaters;

(xi) to observe any instructions or requests, whether written or verbal, from authorised staff or agents of theUniversity relating to accommodation operations, the facilities, its cleaning and maintenance or theaccommodation services being provided by the University;

(xii) not to keep any animal(s), insect(s), bird(s), fish or reptile(s) in the room;

(xiii) not to carry out any profession or trade from their room;

(xiv) to participate fully in fire precautions and other safety measures, including fire evacuation practices and hall induction processes arranged by the University;

(xv) not to park a car or similar transport on University property (except Graylingwell, Pinewood and Havenstoke Houses). Non-compliance with this term will result in immediate disciplinary action, a fine being issued and possible removal of the vehicle. Only those who have the appropriate permit and have paid the approved fee (if applicable) for a designated parking space, will be allowed to park on University property.

(xvi) to carry an identification badge on his/her person whilst in or on any University grounds or premises and if requested, to show this identification to Security or other authorised staff;

(xvi) not to discharge any fireworks; not to light any fire, barbeques or the like in or on any University grounds or premises;

(xvii) not to possess or keep in Halls any offensive or dangerous weapon such as a knife, bb gun or firearm;

(xviii) to act courteously to University staff and contractors;

(xix) not to store any bicycle, canoe or similar large item that would not normally be stored in an accommodation facility;

(xx) to maintain the communal areas in a clean and hygienic manner;

(xxi) not to leave food in the areas they are responsible, except specified storage areas.

(xxii) to abide by all Health and Safety rules, regulations and policies related to the halls of residence or the University;

(xxiii) not to distil/brew alcohol in University premises or on University land;

(xxiv) not to possess, use or supply illegal drugs in University premises or on University property;

(xxv) to abide by the Disciplinary Procedures and the Code of Conduct (available on the Accommodation Office website (www.chi.ac.uk/accom)) and pay for damages caused to the premises or furniture within 28 days of receipt of invoice;

(xxvi) to participate in personal and flat recycling of waste in line with the University recycling initiatives;

(xxvii) comply with the Under 18s Policy (available to view on www.chi.ac.uk/accomm), if applicable.

(xxviii) to abide by the contractual, financial and logistical arrangements connected to being housed in a ‘temporaryroom’ at the start of the academic year.

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6. The University agrees, subject to the observance by the Student of the terms of this Licence:

(i) not to enter their bedroom/flat during the term nor interfere with the Student's personal lifestyle thereof, exceptin circumstances described in section 5 (v) of the First Schedule and section 4 of the Second Schedule;

(ii) to allow the Student access to and use of the bedroom together with its fixtures, fittings and furnishings for theperiod set out in the Licence;

(iii) to allow the Student alone and other authorised students, access and use of the communal areas of the blockand University for the term;

(iv) to maintain the fabric of the room and fixtures, fittings and furnishings thereof and the fabric of the blocktogether with its fixtures, fittings and furnishings in a habitable and safe condition;

(v) to maintain an adequate supply of electricity, heating, hot and cold water and other services normally providedin the blocks or rooms in accordance with published programmes; subject to section 7 of the Second Scheduleof the licence;

(vi) to clean the block (not house or flat) communal areas in accordance with the published programme posted in allhalls.

(vii) operate and manage the facilities to the Accreditation Network UK (ANUK) Code of Practice.

7. It is further accepted that:

(i) where the room is designated as a twin/shared room, the occupants shall accept the need to share facilities.The University undertakes to use its best endeavours to meet reasonable and proper preferences in decidingthe occupancy of twin/shared rooms. If a twin/shared room becomes a single occupancy room through astudent leaving the room rate will revert to single occupancy rate, unless, the vacancy can be filled with asuitable student, subject to approval from the Accommodation Office.

(ii) The University reserves the right to allocate an alternative room of similar type should building maintenance orstudent welfare reasons make this necessary or the room allocated is deemed as a ‘temporary room’ and apermanent option becomes available. The student in a temporary room must take up the permanent room andpay the rent associated with that room type and catering package. Failure to do so will result in the licenceagreement becoming null or void.

(iii) The University will sympathetically view a request by the Student to move to a room other than that specified inthe Licence but no undertaking is given by the University that such a request will be met. If the Student wishesto move to another room he or she should submit his or her request in writing to the Accommodation Officer,with reasons for the request. A £200 administration charge will be levied for moving rooms, if approved. Thisamount will cover the costs incurred such as deep clean of the room and administration fees.

(iv) a student may be removed from halls with immediate effect if they have not declared a criminal conviction,which in the opinion of the Director of Estate Management means they should not be housed in Universityaccommodation.

(v) The licence will be immediately terminated where the University, acting reasonably, requires the student towithdraw from their academic studies. The student will be liable for all accommodation fees /any otherassociated accommodation monies owed, up to the point of termination.

Second Schedule1. For students in catered accommodation the University shall provide a breakfast and an evening meal to a varied

menu each weekday excluding Reading Weeks and bank holidays, and a cold brunch meal during ReadingWeeks, Saturdays and Sundays during the weeks specified in the Fourth Schedule. No catering will be providedduring the Christmas and Easter breaks and on Bank Holidays.

2. For students in catered accommodation there will be no rebate for any missed meals except in periods wherethere are exceptional circumstances for example if the student is admitted to hospital or absent on medical or


compassionate grounds (This does not include meals missed due to placement periods). In thesecircumstances the student should apply in writing, in advance where this is possible, to the Deputy Director ofEstate Management for authorisation of a rebate of the food charge element of the residence fee.

3. For students in catered accommodation students only have entitlement to meals for those periods detailed inSection 1 of the Second Schedule. During the remaining times, Students will be expected to provide their ownmeals.

4. The University’s Estate Management staff or their agents may have access to the room at any time for urgent orrequested maintenance purposes or at any reasonable time, on giving notice, for routine maintenance work.

5. The University may carry out maintenance work in the block or communal areas or their immediate vicinity atany reasonable time of day without notice unless the work involves interruption of services in which case awarning period will be given.

6. The University will ensure that any maintenance staff or contractors acting on their behalf shall have identitybadges on display on their person. Wherever practical the Students of a particular hall will be notified of anyintended maintenance or repair work.

7. No departure from normal or expected standards of repair or service shall give rise to a claim for any abatementof the charges set out in the Handbook unless such departure is of such duration or such significance that itwould have given rise to a reduced charge had it existed at the commencement of the academic year. Anyreduction in fees will be calculated as a portion of the total rent by the Deputy Director of Estate Management.

8. The University shall insure the fabric, fittings and furnishings of the room. The University will arrange a basicblock insurance policy for the Student's personal effects and equipment. This policy may be upgraded by theStudent for an additional fee.

9. The Student shall remove all personal effects and surrender the key to Accommodation Office staff at the end ofthe term, before leaving. Failure to vacate the room by 3.00 p.m. on the last day of the Licence Agreement willlead to an appropriate additional charge for extended occupancy being levied. If a student fails to return theirkeys they will be charged the full cost of a replacement key and lock (£125). (The replacement charge for keycards is £5.)

10. Students will be required to complete an ‘Inventory Check’ at the end of their stay. Any damage, excessivewear and tear or additional cleaning will be invoiced after the inventory check and require immediate payment.

11. The expression 'at reasonable times' shall be interpreted as 'the normal working hours of the University’ whichare for the purpose of this Licence 8.00 a.m. to 6.00 p.m. on weekdays, excluding Bank Holidays andweekends.

12. The University shall not be liable to the Student nor shall the Student have any claim against the University inrespect of any interruption of any Services to be provided by the University under this Licence by reason ofmechanical or other defect or breakdown or frost or other inclement conditions or other unavoidable shortagesof fuel, materials, water, labour or any other reason beyond the reasonable control of the University.

Third Schedule1. The residence fees stipulated in the First Schedule (2) shall be due and payable by the dates given whether

specifically demanded or not.

2. Nothing in the above shall prevent the University from entering into an agreement in writing with any studentabout the payment of fees by instalment but any such variation will only be considered in cases of hardship.

3. A non refundable booking fee, as stipulated in the First Schedule (2), shall be payable in advance of residencebeing taken up.

4. No refunds will be due if the student vacates the room for prolonged periods, even if the absence is courserelated. This includes a refund of the catering element of a rental ‘package’, if applicable.

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40 Weeks - Accommodation and Catering (18th September 2011 – 23rd June 2012)

INSTALMENT AGREEMENT (For Accommodation and Catering Fees)

• Single Room with En-Suite Facilities - Catered Only £6202

• Single Room with Shared Facilities - Catered Only £5474

BRC Barbara Smith Halls – Blocks 3, 4 and 5 Longbrook – Rooms 309 - 314

Total Amount £6202.00 £5594.00

1st Instal Due By: 01.10.11 £2067.75 £1825.03

2nd Instal Due By: *16.01.12 £2067.13 £1824.49

3rd Instal Due By: 16.04.12 £2067.12 £1824.48

37 Weeks - Self Catered Accommodation (Graylingwell Drive only)(18th September 2011 – 2nd June 2012)

INSTALMENT AGREEMENT (For Accommodation Fees only)

• Single Room with En-Suite Facilities Self Catered (ES) £5226.62

• Large Single Room with Shared Facilities Self Catered (LRmSc) £4765.60

• Small Single Room with Shared Facilities Self Catered (SRmSc) £4338.25

(ES) (LRmSc) (SRmSc)

Total Amount £5226.62 £4765.60 £4338.25

1st Instal Due By: 01.10.11 £1742.56 £1588.85 £1446.37

2nd Instal Due By: 16.01.12 £1742.03 £1588.38 £1445.94

3rd Instal Due By: 16.04.12 £1742.03 £1588.37 £1445.94

Fourth and Fifth Schedules


37 Weeks – Accommodation and Catering (18th September 2011 – 2nd June 2012)

INSTALMENT AGREEMENT (For Accommodation Fees and catering only)

• Single Room with En-Suite Facilities Catered (ES) £5736.85

• Single Room with Shared Facilities Catered (Sfac) £5063.45

• Shared Double Room with Shared Facilities Catered (Sfac) £4307.17

(ESc) (Sfc) (TSfc)

Total Amount £5736.85 £5063.45 £4307.17

1st Instal Due By: 01.10.11 £1912.67 £1688.15 £1436.01

2nd Instal Due By: *16.01.12 £1912.09 £1687.65 £1435.58

3rd Instal Due By: 26.04.12 £1912.09 £1687.65 £1435.58

37 Weeks – Self Catered Accommodation (18th September 2011 – 2nd June 2012)

INSTALMENT AGREEMENT (For Accommodation Fees only)

• Havenstoke Close Self Catered £3885.00

• Pinewood Self Catered £3367.00

• Single Room with En-Suite Facilities (SRmBOCsc) Self Catered £4739.70

Havenstoke Pinewood (SRmBOC)

Total Amount £3908.31 £3367.00 £4739.70

1st Instal Due By: 01.10.11 £1303.03 £1122.58 £1580.22

2nd Instal Due By: *16.01.12 £1302.64 £1122.21 £1579.74

3rd Instal Due By: 16.04.12 £1302.64 £1122.21 £1579.74

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• In addition to the Instalment Agreement, a non-refundable booking fee of £150 must be paid in advance of residencebeing taken up. This fee will secure your room but not used to pay off damages. Damages will be billed as they occurand must be paid for within 28days. Students totally reliant on the Student Loan, or students entering University-owned accommodation after the start of the academic year, should speak to the University of Chichester Finance Staffon arrival to arrange a different payment profile.

• Heating is provided in Bishop Andrews, Story and Wilfrid using pre-paid meter cards which are available for purchase.Initially, students will be provided with 10 cards free of charge.

• The installments due do not represent a payment for an individual semester/term. The total amount due foraccommodation is divided equally by three to coincide with the student loans company maintenance loan paymentdates, for ease of student budgeting purposes only.

• Student Hall Representatives are required to occupy facilities from 3rd September 2011 – 23rd June 2012, however therelevant 37 week payment schedule provided in the above schedules will be applied, dependent on the hall they areallocated. The relevant payment due dates are also applicable, dependent on the hall within which they reside.

• Any student wishing to arrive early will be sent an additional invoice for the period up until the installment agreementcommences. This invoice will need to be paid before arrival in order that access to the room can be authorised.

* Adventure Education and QTS Secondary PE’s second payment due date is 6th February 2012.

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Residential LifeThis section is set out alphabetically for ease ofreference.

ABSENCE FROM RESIDENCEIf you intend to be away for a period of more than three days, duringterm time, please let the Accommodation Office know, giving details ofwhere you may be contacted. It allows us to contact you if there is anemergency and it assists the staff to check the facilities in the event ofan evacuation. Please note refunds of rent cannot be given for periodsof absence.

ACCESS TO YOUR ROOMYou MUST allow access to your room by all authorised persons at the published times for inspections at reasonabletimes. There will be no exception to this rule. The University of Chichester reserves the right to gain access to your roomat all times and to invite in external agencies if there is reasonable suspicion that your room may contain illegalsubstances or you are undertaking illegal activities in the premises.

ACCOMMODATION CHARGESPayment for accommodation at the University of Chichester is required by the dates published in the Fourth Schedule. Ifyou are in debt at the end of the year you may not be able to register for the following year of your course and externaldebt collectors will be employed to collect the outstanding monies. If you think you are going to have problems with yourpayments, seek help from the Money Advice Service based in Student Support Services.

ACCOMMODATION OFFICEIf you have any queries concerning your accommodation the Accommodation Office at the Bishop Otter Campus can befound at the bottom of the Bishop Andrewes Halls of Residence, near the Chapel. The Accommodation Office at theBognor Regis Campus can be found on the ground floor of the Barbara Smith Halls block 9. Every now and againinformation will be requested by the Accommodation Office e.g. dates you will be staying on campus over the Christmasand Easter holidays etc. It is important that any forms are completed and returned by the required date.

ANUK CODE OF STANDARDS FOR LARGER DEVELOPMENTSThe ANUK National Code is voluntary and was established for both educational establishments and private sectoraccommodation suppliers. University of Chichester has joined thiscode as part of their commitment to providing you with a first-classhousing service and facilities.

Those institutions that join the Code must provide students withinformation, reassurances and procedures that must be followed if adispute occurs. The Code is fully supported by NUS (National Union ofStudents) who are a key stakeholder and have representation on themanagement and complaints procedures of the Code. The Code will actas a student accommodation quality guide. The advantages of living ina building covered by the Code are as follows:-

• Best practice regarding day-to-day accommodation management.• Your contract is clearly written, stating what you are paying for and how much your rent is, with reasonable terms

and no hidden costs.• Your accommodation should be fully prepared for you when you arrive to take up residence.• Your accommodation meets with a set of nationally recognised standards in respect of services, furniture and

fittings.• Repairs and maintenance are carried out within agreed timescales.• The building meets with, and exceeds, related health and safety standards.• You will be given information to explain what management routines are followed in the buildings.• There is a set and accountable procedure for dealing with any disputes or complaints.


Full details about the National Code, a copy of the Code, its currentmembership and the complaints procedures, can be gained fromwww.anuk.org.uk or by telephoning the National Code Administrator on0113 243 0169.

BALL GAMESFor health and safety reasons all ball games and similar pastimes arenot allowed in halls of residence or on any of the open areas adjacent tothe halls or in the communal areas. Playing field areas should be used ifyou wish to play ball games or similar.

BICYCLES/SURF BOARDS/SIMILAR LARGE ITEMSBicycles must be left only in the designated cycle sheds or areas provided. Please ensure a high quality lock is used.You should take reasonable precautions to ensure the security of your cycle, which is brought onto campus entirely atyour own risk. You are strongly recommended to insure your cycle. Under no circumstances may cycles be stored inhalls since they may impede the evacuation of the building in the event of an emergency and such blockages areprohibited under fire regulations. Any cycles found inside halls will be removed immediately. All other large items shouldbe in a location approved by the Accommodation Office staff. The Accommodation Office staff reserves the right torefuse to store an item on campus.

BOOKING FEES AND DAMAGE FEESYou are responsible for the proper care of the furnishings, fittings and equipment, as well as the decorative state of yourroom and, along with the others in your hall, for the communal areas. No alterations or repairs should be made to thefabric of the building. You will be asked to check an inventory of your room when you arrive and when you leave, whichmust be returned to the Accommodation Office within 48 hours of occupation. A non refundable booking fee of £150must be paid in advance of taking up residence. It will be used to secure the room. Damages will be billed as they occur.Please refer to the back page of this handbook for a list of charges. Invoiced damage (including extra cleaning) must bepaid within 28 days.

BUS SERVICEAn inter campus bus service operates during term time between the twocampuses. There is a charge for the use of the bus. The bus timetableand current bus charges are published on the Estates page on Portiaand under Uni Quick Links on the front page of Portia.

CARERSIf you have additional requirements and have a helper occupying aseparate room, they are expected to adhere to the Licence Agreementand Code of Conduct, sign a residential agreement and make payment(at advertised rates) for the room in accordance with Schedule Four.

CAR PARKING Please refer to the Parking Regulations on the Estates pages of Portia and under Uni Quick Links onthe front page of Portia.

On Campus Accommodation at the Chichester and Bognor Regis CampusesIn general, parking for residental students is not permitted on the University campuses. In exceptional circumstances,related to specific academic study requirements, temporary parking may be permitted. E.g. education students that areon school placement. Students should refer to their Course Administrator for guidance. Students who hold a BlueDisabled Parking Badge are able to bring their car onto campus as long as they display their badge at all times.

Pinewood/Havenstoke CloseResident students may purchase an annual permit to park in a designated bay in Pinewood or Havenstoke Close. Thereare limited spaces available and these shall be allocated on a first come, first served basis. Contact the EstateManagement Department for further details. Vehicles parked without the correct validation permit will receive a penaltycharge.

Graylingwell DriveResident students may only park in the garages or on the houses’ private driveway. On street parking is not permittedwithin 200m of the houses.

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CHRISTMAS AND EASTER VACATIONSYou are entitled to stay in your room, and/or leave your belongings, overChristmas and Easter if you so wish. The dining room, however, will beclosed during these holidays. Please complete forms given out by theAccommodation Office staff before each period in order that theUniversity may know who will be staying on campus during the holidayseasons.

CHRISTMAS DECORATIONSChristmas decorations and other celebration paraphernalia areprohibited in all communal areas which are fire escape routes.

CLEANING OF YOUR ROOMResidents are responsible for keeping their bedroom, ensuite bathroom(if applicable) and communal areas of their flat (if applicable) clean, tidy and in a fit and livable state. The Housekeeperwill be conducting regular bedroom and communal area inspections. The inspection frequency will be published in eachhall of residence on your kitchen notice board.

Art students are advised that only preparatory work, drawings and water colour work is permitted in the residences andall work must be retained within the confines of student bedrooms. You are not permitted to use oil, acrylic, plaster orcharcoal in the Halls of Residence.

You will have access to a kitchen for the preparation of light snacks and drinks. You will be required to agree to aninventory of the contents of the communal areas. Please note cleaning of communal areas including wash facilities andkitchens will be the student’s responsibility. Please ensure that all items remain in the kitchen; it is advisable to keeppersonal items in your room. It is a joint responsibility of all users to keep the kitchen tidy and in a hygienic state and notto wedge the kitchen door open. It is your responsibility to wash-up items immediately after use. All surfaces must beclear of crockery, food and utensils. If kitchens are persistently found in an unacceptable state the dirty items of crockerymay be removed and all users who are responsible for the kitchen will be fined for the cost of cleaning and housekeepercharges. You will also be issued with a warning by your Housekeeper. Three warnings will mean that you will be issuedwith a Formal Disciplinary Warning. Further subsequent warnings may escalate the disciplinary process to a formalinvestigation where by your academic Heads of School will be notified.

Please avoid using the kitchens to prepare food at unsociable hours, forexample the early hours of the morning, unless necessary on religiousgrounds. Some basic cleaning equipment is kept in the kitchen foremergency use by students who use that kitchen. It is the students’responsibility to purchase other items and keep the ovens andmicrowaves clean. Damaged or lost equipment will be charged to theappropriate students.

All kitchens have recycling bins and every resident is expected, underthe Licence Agreement, to support the University’s Environment Policyby utilising all the recycling facilities provided. Students refusing accessto their bedrooms for inspections, replacement of feminine hygieneunits, etc during designated time periods schedules could evokedisciplinary action. Please note that toilet rolls will only be provided inaccommodation that has shared bathroom facilities. If you have beenallocated an ensuite room you will need to supply your own paper.

CHAPLAINCYThe Chaplain is Reverend John Dane (Room H148 on the Bishop Otter Campus). The Chapel is for all – students andstaff. It is an open space – it is a space for those with a faith who want to celebrate it as well as for those with theirdoubts who want to question it. It is also an area for those who need somewhere neutral to ‘hang out.’ It is a creative mixof all these things and more.


The University has its roots in the Church of England and whilst the Chaplainis an Anglican priest, he is keen to assist those who are from other Christiantraditions or world faiths. If you are a Muslim, Jew, Sikh, Buddhist or fromany other world faith tradition then the Chaplaincy will be more than happyto help you locate a place of worship and pray as well as offer any supportyou may need during your time here. This is equally true for those whowould simply like to find some reflective space.

The Chaplaincy offers friendship and a range of creative and thoughtfulactivities that will hopefully compliment the academic subjects beingstudied. If it’s just a chat over a coffee or something more please contactthe Chaplain. More details can be found by visiting the Chaplaincy Websitepages at; http://www.chiuni.ac.uk/chaplaincy/index.cfm

CODE OF CONDUCTThe quality of life in our residential community is dependent on the memberswho live in it. Please help us to continue our tradition of being a caringcommunity by caring about and for others in your hall. Inevitably, to assist in the smooth-running of a community theremust be some rules which we ask you abide by. Full details of the Halls’ Code of Conduct can be found on theAccommodation Office website (ww.chi.ac.uk/accom) but a brief summary of pertinent points are listed below:

• Members of University of Chichester are expected to conduct themselves at all times in a manner supportive of anacademic community of an institution of higher education.

• Provide consideration for others in the Halls of Residence and University staff and agents.• Noise should be kept to a minimum. Loud music and other noises which interfere with the well-being of others will

not be supported. Particular care should be taken at night, when maintenance of an atmosphere conducive to sleepand late night study is essential. Excessive noise will not be tolerated between midnight and 7.00 am.

• Communal areas must be maintained in a clean and fit state for their purpose. In particular kitchens and toiletfacilities must be kept clean and tidy.

• Study/bedrooms must be kept clean and in a fit and habitable state by all students.• Due attention should be given to the safety of other residents and oneself, particularly through the adherence to the

Fire Regulations. • Security precautions must be followed and doors to halls must be kept locked at all times. Entrance codes to

residences and/or keys should not be given out to other parties.

Students in breach of the Code of Conduct risk invoking theAccommodation Disciplinary Procedure (available for viewing onwww.chi.ac.uk/accom). In serious breaches of this Code and/or ResidentialLicence Agreement students risk termination of their licence agreement andmay also, via the University’s Disciplinary Procedures, risk expulsion fromthe University.

COMMON ROOMSCommon rooms are provided at the discretion of the University and use ofthese will cease on 2nd June due to summer conference bookings.

COMPLAINTSThe University Accommodation Complaints Procedure can be found on theAccommodation Office website (www.chi.ac.uk/accom) and this processmust be followed when making a formal complaint.

CONFIDENTIALITY POLICYUniversity of Chichester Accommodation Office is committed to providing a confidential advice service. All users of theservice have the right to confidentiality to protect their interests. Assuring confidentiality is necessary to maintain thecredibility of the service.

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Whilst staff and agents of the University of Chichester have a duty ofconfidentiality under the Data Protection Act 1998, this confidentiality islimited by the duty of care we have to our students and staff. The dutyof care takes precedence where there are serious concerns about theindividual’s mental or physical health or for the safety of others exposedto serious risks from that person.

Subject to what follows, no information regarding a student shall begiven directly or indirectly to a third party who is not a member ofAccommodation Office staff or agent, without that client's expressedconsent. No information will be given to any external agency without theclient's express consent unless the provision of such information isrequired by law. The Director of Estate Management may, however,decide that information should be disclosed without the client's consent if, in their judgement, there is a risk ofimmediate physical danger to the student or others.

The University of Chichester recognises that information may need to be shared when Accommodation Office staffdiscuss cases. Staff are expected to ensure that such discussions take place in an appropriate environment - and notnormally outside the University, except when seeking additional advice from an external adviser.

It is the responsibility of the Accommodation Office staff to ensure that all statistical records given to third parties areproduced in an anonymous form, so that individuals cannot be recognised.

It is the responsibility of the Accommodation Office staff to ensure that all individual case records are locked securely atthe end of each working day. This includes note-books, copies of correspondence and any other sources of information.It is also their responsibility to ensure that all computer records are held secure and are appropriately protected.

If Accommodation Office staff wish to correspond with clients, they are responsible for confirming that it is acceptable tocall or write to them at home in relation to their case. All staff mustensure they make no reference to the purpose of their call when makingtelephone contact through third parties. All details of expressed consentmust be recorded on file.

COOKINGYou will need to bring crockery, cutlery and any cooking utensils, pansetc you would like to use. Kitchens in catered halls have microwaves,hobs, fridges, freezers, toasters and kettles. Kitchens in self-cateredhalls also have ovens. Cooking and crockery packs are available at asmall cost if ordered before 1 September. Please ensure at all times,whilst cooking, that no item is left unattended. The fire alarm systemsare directly linked to the Fire Service, who will attend. False alarms maylead to a cost being charged to the block or person involved. Help us toreduce false alarms.

DAMAGE TO YOUR ROOM AND OR COMMUNAL AREASShould there be any damage to your room you will be charged for repairs, unless someone else admits responsibilityand is willing to pay. All residents in a hall are deemed to be collectively responsible for any damage to communal areas.It is in your interest to prevent other residents or visitors from causing any damage. Accounts for any damage must bepaid to the Accommodation Office within 28 days of invoice; otherwise a student risks the licence agreement beingterminated. Any damages found in communal areas will be invoiced to all residents who bear joint responsibility for thearea concerned. It is the residents responsibility to provide the Accommodation Office with the name(s) of personsresponsible for the damage.

DENTISTSIt is extremely difficult to locate an NHS dentist in this area so we strongly recommend you remain registered with yourdentist at home. However, should you prefer to try to find one here or you require emergency treatment then furtherdetails on what you need to do are available on the Student Health website: www.chiuni.ac.uk/studenthealth/index.cfm


DISCIPLINARY PROCEDUREIf students do not adhere to the Code of Conduct, or contravene theLicence Agreement, they may be asked to meet with a member of theAccommodation Team and following this, written warnings may beissued. The first of the two stages of the disciplinary process areinformal. Thereafter, the matter will be escalated to the Deputy Directorof Estate Management (or nominee in their absence). Where seriousmisconduct is suspected then matters may be escalated or go directlyto the Director of Estate Management for consideration and may resultin you being required to leave your accommodation. For further detailson the disciplinary procedures please visit our website at:www.chi.ac.uk/accomm/AccommodationDownloads.cfm

DOCTORSIt is YOUR responsibility to register with a doctor. Further details can be obtained from the Student Health websitewww.chiuni.ac.uk/studentsupport/healthteam.cfm.

If you are resident on Bishop Otter Campus the University has links with Lavant Road Surgery -www.lavantsurgery.co.uk. Enquiries: 01243 527264

If you are resident on the Bognor Regis Campus the University has links with Bersted Green Surgery –www.berstedgreensurgery.co.uk. Appointments: 01243 864843 Enquiries: 01243 821392 Email: [email protected].

ELECTRICAL APPARATUS AND PORTABLE APPLIANCE TESTINGResidents are responsible for ensuring that any equipment they bring to the University is electrically safe and suitable forUK electrical systems.

Electrical equipment must not overload the University’s electrical supply. Individual electrical items shall not be ratedabove 1kw.

One CE approved fused multi-adaptor (rated at 10 amp with amaximum four ways) for use with low wattage equipment only, such asPC and printer is permitted in each room. All plugs and adaptor mustcomply with BS1363.

Non UK equipment and associated Non-UK to UK adaptors may not beused unless they have been inspected and approved by the University.Contact the Accommodation Office to arrange a portable appliancetest.

If you are in any doubt about the suitability of your electrical appliancescontact the Accommodation Office. The University will undertake anelectrical test for all appliances, if deemed necessary.

Arrangements for items to be tested must be made on the day of arrival.Electrical items belonging to students which are placing an excessive load on the electrical system, or which, in our vieware unsafe or unfit for use will be removed and stored until the end of year. Power supplied is 240v and 3 pin plugs mustbe utilised.

Items that should not be brought onto the University include• Cubed adapters (more than one)• Rice cookers• Items requiring a continental electrical adapter in order to work.• Individual fridges/coolers• Electrical room heaters• Electric blankets• Deep fat fryers

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• Grills and sandwich makers (Past experience dictates that theseitems are inherently dangerous due to a combination of anaccumulation of fat , poor washing up practices and late night highspirited food binges).

If you have a query regarding a piece of electrical equipment that youare not sure whether it needs testing, please [email protected] .

EMERGENCY ACTION IN THE EVENT OF A FIREOn discovering a fire:1. Operate the nearest fire alarm ‘break glass’ which will result in the

fire services automatically being called.

2. Contact caretakers on extension 6147 at the Chichester Campusand 2184 at the Bognor Regis Campus. They will direct the fire services vehicles.

3. Do not attempt to tackle the fire unless you have been trained to do so - and then without putting your personalsafety at risk.

4. Evacuate the building by the nearest signed exit and assemble at the point which is indicated on the buildingemergency procedures.

On hearing the fire alarm:1. Evacuate the building by the nearest available signed exit route.

2. Assemble at the point which is indicated on the building emergency procedures.

3. You must leave when requested, even at a practice – it is a disciplinary matter if you refuse.

DO NOT:STOP IN THE BUILDING TO COLLECT PERSONAL POSSESSIONS ORRE-ENTER THE BUILDING UNTIL THE FIRE SERVICE HAS GIVEN PERMISSION

EMERGENCY ACTION IN THE EVENT OF A MEDICAL INCIDENTIf you discover a situation in office hours where first aid or emergency medical treatment is necessary call theNurse/Health Advisor (Ext 6111 at BOC or Ext 2122 at BRC) or a FirstAider/Reception by dialing 0. Out of hours urgent medical treatmentcan be dealt with by telephoning the GP call-out service of the doctorwith whom you are registered or follow the emergency medicalprocedure flow chart that can be found on all notice boards in each Hallof Residence. The Campus Wardens can be contacted by internaltelephone. If an ambulance is needed, dial 9-999 on an internal phoneand ask for Ambulance Service and contact the duty caretaker (BOC ext6147/ BRC ext 2184) immediately after the ambulance has been calledso that the ambulance can be directed to the correct location. St.Richard’s Hospital Accident and Emergency Department is open 24hours a day, or The Bognor War Memorial Hospital Accident &Emergency Department is open 9.00am – 5.30pm. An accident oncampus must be reported to the Health and Safety Officer on Extension6488 as soon as is practicable. All Accommodation Staff are also first-aid trained.

EMERGENCY ACTION IN THE EVENT OF A SECURITY INCIDENTIf you notice a breach of security during office hours (8.00am – 4.30pm, please report it to the Duty Caretaker (Extension6147 at Bishop Otter Campus and Extension 2184 at the Bognor Regis Campus) or Reception (Extension 0).

After normal office hours uniformed Campus Wardens patrol the campuses on a regular basis. They can be contactedon Extension 6147 at Bishop Otter Campus and Extension 2184 at the Bognor Regis Campus.


EMERGENCY ACTION IN THE EVENT OF URGENTREPAIRS/BREAKDOWN OUT OF HOURSEmergency repairs e.g. serious leaks, complete loss of electrical poweretc must be reported immediately to the Duty Caretaker/Security (duringthe hours of 8.00pm to 8.00am).

Bishop Otter Campus - Extension 6147Located at the main entrance to the the campus.

Bognor Regis Campus – Extension 2184The Security/Porter’s Lodge is located to the left of the Main Entrance.

The above numbers are manned 24 hours per day, 7 days a week.It may be necessary to enter the hall and your room to carry outmaintenance from time to time. We will endeavour to let you know in advance through your Student Hall Representative,or member of staff from the Accommodation Office.

END OF CONTRACTYou are expected to vacate your room by 3.00 p.m. on the day shown in your Residential Licence Agreement. If youstay after this time, just like a hotel, an additional charge will be made. If you wish to stay beyond the date shown onyour residential licence, please speak to the Accommodation Office who may be able to extend your booking. Roomsare used for conferences during the summer months so it may not be possible to grant your wish.

When leaving your room to go on summer vacation, please start clearing at least a week before you leave to help thedomestic cleaners, who otherwise have an almost impossible task of throwing away tons of rubbish. In 2009/10, theUniversity sent 850 tonnes of rubbish to landfill, which is equivalent to 850 minis. It is your duty to help recycle as muchas possible.

Please clear all pin boards of posters and clean out cupboards and wardrobes i.e. remove all personal possessions. Ifrooms and the communal areas are left in an unacceptable state requiring additional cleaning you will be charged forthis. It is the student’s responsibility to clean, ovens, microwaves, hobs and fridge/freezers if any of these are left in anunacceptable state you will be charged for this.

You will be expected to agree to a departure appointment to allow the proper processing of paperwork and checking ofyour inventory. Details of how to book the appointment will be releasedtowards the end of your contracted licence period. Please follow allguidance issued regarding departure.

ENVIRONMENTAL POLICYThe University is fully committed to reducing the impact it has on theenvironment. This means that we try to be careful about the way we usevaluable resources, encouraging recycling and keeping waste to aminimum. Both campuses have recycling centres and we also providerecycling facilities in all halls of residence to enable students to recyclepaper, cans, glass, cardboard and packaging. A full guide to all therecycling opportunities at the University is available through theUniversity’s intranet Portia.

Help the University to continue to reduce our carbon footprint by:• Switching off lights when they are not in use• Turn off the heating before opening the window• Not leaving electrical equipment on over night

We are continuously trying to improve our environmental performance and if you have any suggestions or commentsthat could help us then please do contact the environmental team. Further information about the University’senvironmental goals and activities can be found on Portia.

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FEESIf you have any queries about the payment of your accommodation feesplease speak to our Finance Department on ext 6417 or 6107. Also theAccommodation Office (on ext. 6069 or 2120.) will help in any way theycan. Fees are to be paid online. Faliure to pay fees in a timely fashioncould lead to eviction processes being invoked.

FIRE PRECAUTIONSYou are expected to comply with fire precautions at all times and shouldfamiliarise yourself with fire alarm break glass switches, emergencyroutes and the location of fire fighting equipment in the hall. Firepractices are held at regular intervals; wilful failure to participate in thesepractices is viewed as a serious matter and treated as misconduct. The removal of, or tampering with, the fire fightingequipment, fire/smoke detection installations, or the misuse of any other devices installed to provide protection againstfire are criminal offences under the Regulatory Reform (Fire Safety) Order 2005.

Particular care is necessary in residences:• Corridors, staircases and other open areas must NOT be obstructed by furniture or other items, such as bicycles.

These will be removed and persistent breaches may result in disciplinary actions being invoked.• Fire doors must NOT be wedged open or a fine may be issued.• As the heat and smoke sensors are sensitive, they are easily triggered. For this reason cookers and grills must NOT

be left unattended, kitchen doors must be kept shut at all times and candles/joss sticks must not be used in halls.Even accidental initiation of an alarm requires the building to be evacuated and the Fire Service called. The costsincurred in handling careless or malicious false alarms will be charged to the person(s) responsible.

FURNISHINGS AND FITTINGS IN YOUR ROOMSince your room has been furnished for a specific purpose, you are not allowed to bring additional items of furnitureonto campus. You are responsible for laundering your own bed linen, towels, tea towels, and your personal clothing.

HEALTH AND SAFETY In the interest of your own and other students’ safety you are notallowed to burn candles or joss sticks or store any flammable liquidssuch as kerosene, lighter fuel, petrol, BBQ lighting fluid, methylatedspirit, paraffin etc in the student residences. (This is not an exhaustivelist and refers to any substance with flammable properties.) For thisreason we insist that aerosol products are kept to a minimum and awayfrom heat sources. Please note that storage of offensiveweapons/objects that can endanger a persons health and safety will notbe permitted. If found, these items will be held until the end of thelicence agreement.

HEATINGPlease note the information below only relates to those residenceswhere central heating is present in the block (rather than room specific heating). Please see published information by theEstates Management Department regarding the dates when the central heating is in operation.

Central heating times throughout residences and the target temperature for each period.

Heating times (Weekdays) Temp Heating times (Weekends) Temp6.30am – 10.00am 20 deg 6.30am – 10.00pm 20 deg10.00am – 4.00pm 16 deg *4.00pm – 10.00pm 20 deg10.00pm – 6.30am 13 deg*

*Residents are able to override the set temperature, where thermostats are installed, to a maximum of 20 degrees only.This will be cancelled at the next programmed temperature change.


Times and temperature set points must NOT be altered. Any evidenceof alteration will lead to an investigation and could lead to disciplinaryaction being invoked if a student is found guilty of tampering withUniversity property.

The heating season shall normally operate between 1st October and 1stMay (inclusive). During exceptional weather conditions these dates maybe varied. Any changes to the heating period will be published on theEstates page of Portia. Heating will not be provided outside the heatingperiod.

HOMESICKNESSMany students suffer from homesickness at some point when atUniversity. For the majority of students this passes very quickly when they make new friends and ‘find their feet’ on theircourse. It is important to remember that studying at University is not a period of isolation. Living in halls often teachesstudents how to live away from home for the first time. You may learn much more than you had originally thought youwould! You will discover how to manage your money and laundry, whilst interacting with a community of people from avariety of backgrounds.

It is important to remember that everyone is in the same situation and however daunting it may seem, in a few shortweeks after arrival you will have made friends with people who may be in your life for longer than the duration of yourcourse. If you are struggling with being away from family and friends please talk to someone, for example your StudentHall Representative or staff from the Accommodation Office. Your Student Hall Rep will have probably been through thesituation, or at least know someone who has been. Please allow yourself time to put down roots at University. Furtherhelp is also available through Student Support and Chaplaincy services. Contact either the Student Adviser on Ext6238, the Student Counselling Service on 6042.

INCIDENTSAccidents and Incidents must be reported to the Accommodation Officeand an incident report completed by those involved.

INSPECTION OF ROOMSRegular routine inspections of halls and rooms will take place for healthand safety purposes and to ensure that the terms and conditions of thelicence are adhered to. Adequate notice of the inspection will be givenby the Housekeeper, who will dissipate any the information eminatingfrom the inspection. Inspection notices will be posted on notice boardsto highlight when rooms will be entered.

It is your responsibility to clean your bedroom at least once every twoweeks. Housekeepers will inspect your room and if it fails to meet therequired standards you will be issued with a Cleaning Warning. If youreceive 3 Cleaning Warnings in a Semester you will also receive a Formal Disciplinary. In the event that your room isconsistently not to standard the Housekeeper will instruct the Cleaning Contractor to clean the room and you will becharged for this work. Housekeepers will inspect the following items-:• Your carpet should be vacuumed and clear of belongings to allow Housekeepers to view it.• Surfaces should be tidied and dusted.• Rubbish should be in your bin – which will be emptied on alternate days by cleaners providing it is placed outside

your bedroom door by 9am.• Recycling should not be stored in your room – please ensure this is placed in the appropriate bins in your kitchen.• En-suites should be cleaned using an appropriate product – shower cubicles should be free from lime scale and

soap residue and sinks and WC’s should be clean and free of stains and marks. The floor should be clean andwashed regularly.

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INSURANCEA block contents policy has been arranged for all resident students. It isa condition of residence that you subscribe to this policy. The cost isincluded in your accommodation charge. Please note that if yourbedroom door is left unlocked, even if you are in the bathroom orkitchen, and something is taken, any claim will be invalid. You mustactivate the above insurance by following the publications given to youon arrivals day. You can upgrade the policy to cover high risk/expensiveitems such as laptops and mobile phones at an extra charge which ispaid direct to the Insurance Company. .INTERNET CONNECTIONAll University residences provide access to an internet service via awired connection in each room, with the exception of Pinewood/Graylingwell properties and Pavilion Bungalow (see note below). This connection provides access to a range ofUniversity web-enabled systems, such as email and calendar and Moodle for course work and Sonar for your academicrecord information.

Please note that, for security and fair usage reasons, this connection is for web-browsing only and some internetapplications will not work, such as peer-to-peer file sharing and some online gaming. In addition, this connection doesnot provide access to the range of University-licensed software such as Microsoft Office and other specialist packages.If you wish to use these packages on a personal PC or laptop you will need to purchase your own licence. In somecases the University has access to favourable deals on software; please enquire at the IT Service Desk for further details.

PC/Laptop SpecificationThe computer you wish to connect in your room will need an Ethernet card installed – they are usually provided asstandard on all modern computers, however, plug in versions can be purchased relatively cheaply from computer shops.

The internet connection will work with the following operating systems:• Windows XP with Service Pack 3 or above • Apple MacOS 10.4 or above. • Windows Vista with Service Pack 2 or above

Windows 7

Other systems may be connected via freely available software butsupport for this is limited. A step-by-step connection guide will beprovided in each room, but if required, help is available from the ITService Desk on both campuses.

It is recommended that students update their machines with the latestservice packs and security patches before they come to campus.However, the IT Service Desk will be able to advise students on how toset up their machine and with the process of downloading the requiredservice packs and security patches. Please note, the University cannotsupply upgrades to operating systems.

Pinewood/Graylingwell Properties and Pavilion Bungalow OnlyThe internet service provided in these residences is serviced by a wireless broadband solution. This connection is slowerthan the on-site accommodation but still offers access to the same web-enabled University systems. As this is a sharedservice, we request that high-band width applications are not used (e.g. streaming video, large file downloads etc…) toensure the service is equitable to all users. A step-by-step connection guide specific to these properties will be providedto all residents. Please note: your computer will require a wireless network card in order to benefit from this service.


I.T Service DeskThe IT Service Desk team operates from the service points in the foyer of the Learning Resource Centre, Bishop OtterCampus, and from Portacabin 2b, Bognor Regis Campus. In addition to the walk up desk, IT support can be accessedvia:

• The IT Services’ Help Pages: http://help.chi.ac.uk.• Self Service Portal: accessed through the University Portal system (Portia)• Email: [email protected] • Telephone: 01243 816444 (urgent calls only)

The hours of service during semester time are:Monday to Thursday 9:00 – 22:00Fridays 9:00 – 19:00Saturdays 10:00 – 17:00Sundays 10:00 to 22:00

Conditions of Use Users of the internet service are required to comply with the University’sComputer Use Code of Conduct and the Joint Academic Network(JANET) Acceptable Use Policy, just as they are when using University-owned computers. Please note that the University reserves the right todisconnect any users who do not comply with these conditions. TheComputer Use Code of Conduct and IT Security Policy can be found onthe IT Help pages at http://help.chi.ac.uk and the JANET AcceptableUse Policy at http://www.ja.net/company/policies/janet-aup.html.

KEYS Keys for the entrance doors and your own room are issued on your arrival. Keys must be returned when you leave,following your Inventory Check. They should not be handed into the Accommodation Office without having had thebedroom and associated communal areas checked, unless previously arranged with an appropriate member of staff ofthe Accommodation Office. If you lose or damage a key you will be charged the full cost of a replacement key and lock(£125). (The replacement charge for key cards is £5.) Keep your room door and hall doors locked for security.

Residents at Pinewood or Havenstoke will be charged £25 for a replacement key to their designated parking space.

Keys should not be copied and nor can they be passed onto thirdparties for use.

KITCHENSYou will have access to a kitchen for the preparation of light snacks anddrinks. Please note you will be asked to approve an inventory of itscontents on arrival. Please ensure that all items remain in the kitchen; itis advisable to keep personal items in your room. If kitchens arepersistently found in an unacceptable state the dirty items of crockerywill be thrown away and any replacement costs charged to the users ofthe kitchen. The responsible students also risk invoking theAccommodation Disciplinary Procedures. Please avoid using thekitchens to prepare food at unsociable hours, for example the earlyhours of the morning, unless necessary on religious grounds. Basiccleaning equipment is kept in the kitchen for emergency use bystudents who use that kitchen. It is the students’ responsibility to keepovens and microwaves clean. Students are required to utilise therecycling bins and participate fully with the University’s Environmental Policy.

28 www.chi.ac.uk

LAUNDERETTESLaunderettes are located:-

• at the side of the Bishop Wilfrid Halls of Residence, Bishop OtterCampus.

• in Havenstoke Close, adjacent to the Bishop Otter Campus.• in Pinewood House, near to the Bishop Otter Campus.• behind Block 9, Barbara Smith Halls, Bognor Regis Campus.

Coins (£1 and 20p coins) are required to operate the machines. Pleasekeep within the load limit of 8lb (half a black sack full). Any problemsconnected with the machines or any damage should be reported totelephone extension 6069. Please note that University of Chichestercannot be held responsible for damage caused to washing while using the laundry facilities. Students are responsible forlaundering of all personal items.

LINEN AND BEDDINGIf you are an international student you will be provided with bedding (duvet and sheets) and towels. Please be aware thatyou are responsible for keeping the items clean. We recommend you wash these on a weekly basis to keep them ingood condition. You will be charged for any bedding or towels that have been stained or ruined due to negligence. Forhome students, bedding packs can be purchased for the start of the year, if required and if ordered before 1st ofSeptember.

LOCK-OUTSIf you lock yourself out of your accommodation you will need to go tothe Accommodation Office during office hours so they can identify youby checking your records before letting you in. There will be a £5charge for every lockout, following your third request to be let back intoyour room, as an administration charge. After office hours please usethe advertised number for lockouts which can be found on the noticeboard in your Hall of Residence

MAILYour incoming mail is distributed from the Accommodation Office (withthe exception of Pinewood House, the Havenstoke houses and theGraylingwell houses).

Mail is managed following approved procedures. All parcels andregistered packages are to be signed for by the students. Students areasked to collect credit cards and cheque books from their banks and not ask for them to be sent to the campus. Youmay post items for internal staff at the Accommodation Office Reception. There is a post box for external mail at themain University Receptions, which is emptied by the Post Office each weekday evening.

Mail can be sent directly to Pinewood, Havenstoke and Graylingwell. The postal addresses for these are:-

PINEWOOD HAVENSTOKE GRAYLINGWELL

Room Number Room Number Room NumberPinewood House House Number House NumberUniversity of Chichester Havenstoke Close Graylingwell DriveAnsworth Close Chichester ChichesterChichester West Sussex PO19 6RR West Sussex PO19 6ANWest Sussex PO19 6YS


After you leave University-owned accommodation it is yourresponsibility to ensure you have let the relevant companies andindividuals know your new address details. Any mail not collected fromthe student pigeon holes will be returned to the sender following theAccommodation Office mail protocols. All internal mail from yourcourses will be sent to either the student ‘pips’ by the Student’s UnionShop, Refuel, at Bishop Otter Campus for Chichester based courses orwill be directed to the Accommodation Office at Bognor Regis Campus(BRC) for Bognor based courses.

MEALS FOR RESIDENTS STAYING IN CATEREDACCOMMODATIONResident students staying in catered accommodation are provided withmeals as part of their contract. You will be issued with a Meal Card on your arrival at University of Chichester, for whichyou will be required to provide two passport photographs. From then on your meal card is proof of payment and NOmeals will be given without its presentation at the till point. If you lose your meal card you must see the CateringManager immediately to arrange a replacement card. Any lost or damaged cards will cost £5 to replace. Please keep inmind the importance of replacing your card as soon as possible as you will be charged for meals without one. When youcease to be a resident student the card must be returned. You MUST NOT take cutlery and crockery from the diningroom. If you do it will be viewed as theft and you will be subject to disciplinary procedures. Please ensure your dress isappropriate when eating in the dining hall – no pyjamas, and shoesmust be worn.

Residents staying in catered accommodation will be entitled tobreakfast and evening meal from Monday to Friday and brunch at theweekends. Your meal entitlement for each meal is advertised on thereverse of your meal card. You may, if you wish, pay for additionalitems. Students living in self-catered accommodation may purchasemeals as ‘cash’ customers’.

Your meal entitlement is as follows:-

Breakfast 5 items from the breakfast bar2 Toast with preservesA small fruit juice or medium cordialA small tea/coffee

Evening Meals A main course OR snack item from the food bar

A portion of potato chips or rice (jacket potatoes are a snack)2 portions of vegetables OR a side salad2 slices of breadA portion of dessert with custard or cream or a cold dessertA small coffee/tea or a medium cordial

Brunch 4 items from the breakfast bar2 Toast with preservesA small fruit juice or medium cordialA small tea/coffee

If you have any specific dietary requirements, suggestions or problems regarding your meals or service please speakwith the Catering Manager.

Packed LunchesThese can be an alternative to your evening meal entitlement (Mon – Fri). You must give the caterers at least 48 hoursadvance notice and you must complete the packed lunch request book/form. On collection of your packed lunch yourmeal card must be handed in. If you are unable to hand your meal card in, you will either be asked to pay or you will berefused the packed lunch. To comply with the food safety legislation the catering team can only supply food on the dayon which it is to be consumed.

30 www.chi.ac.uk

Meal Times for Resident StudentsBishop Otter CampusBreakfast Mon- Fri 8.00am – 9.30am Evening Meal Mon- Fri 5.15pm – 6.30pmBrunch Sat / Sun 10.30am – 12.00 noon

Bognor Regis CampusBreakfast Mon- Fri 7.00am – 9.00am Evening Meal Mon- Fri 5.15pm – 6.45pmBrunch Sat / Sun 10.30am – 12.00 noon

At weekends a limited cash service is available

Student Directed Study WeeksDuring Student Directed Study Weeks brunch will be served. Service times may be subject to alteration – which will beadvertised in advance via Portia.

Claims for meals not takenRebates for any missed meals can only be given in very exceptional circumstances (for example when a student isabsent on medical or compassionate grounds, (not due to study commitments). In these circumstances a student shouldapply in writing, in advance where possible, to the Accommodation Office.

Teaching PracticeStudents who have to leave before breakfast is served may collect the basic items to prepare their own breakfast theevening before, if pre-arranged with the Catering Manager.

Food AllergiesIf you suffer from a food allergy it is important that you contact thecatering manager on campus within your first week on site.

FeedbackThere will be times during the year when you may wish to makecomments/suggestions about your catering service. Questionnaires willbe issued periodically and Comments Boards are available in the DiningRooms where we welcome constructive feedback. Any feedback youhave may also be discussed with your Student Hall Represtative, whowill then take these comments to the Residents meetings.

If your course timetable does not allow you to get to your residentialcampus for your evening meal you are required to fill out a Meal transfer form. This can be found under the Catering tabon Portia. Any requests must be completed on the appropriate form 48 hours in advance and will only be granted if thetransfer is due to study/course requirements.

There will be no catering service operating on Bank Holidays or over the Christmas or Easter breaks and brunch will beserved on Reading Week days.

Vending MachinesVending machines, with all-day access are provided in the Sports Activity Research Centre (SARC), in Murray Hall foyerat Bishop Otter Campus and in The Dome entrance at the Bognor Regis Campus. Additional vending may be added at alater time.

Contact DetailsGeneral Manager – BOC/BRC: Extension 6210Catering Manager Bishop Otter Campus: Extension 6072Catering Manager Bognor Regis Campus: Extension 2074


MENINGITISMost home students arriving at University will have been offeredprotection against ‘Group C’ meningococcal organisms through theirschool vaccination programme. This immunisation will substantiallyreduce the chances of getting the ‘Group C’ disease.

Students who may not have been vaccinated are:• Those who missed being vaccinated at school or college• International Students

Mature students are not included because research shows that risk ofinfection diminishes after the age of twenty.

Student Services can arrange for international students who are participating in either the pre-sessional or orientationcourses to be vaccinated on campus during those courses.

Group B Meningococcal Disease:The vaccine does not protect against ‘Group B’ meningococcal disease, therefore students should continue to bevigilant about the signs and symptoms of meningitis and septicemia. This disease and can strike rapidly with littlewarning. If in doubt seek help from a qualified medical person.

Signs And Symptoms:The two illnesses – meningitis and septicemia – have different signs and symptoms. Individuals react very differently tothe bacteria and so a person affected by the disease may experience all or just some of the following:

Meningitis • A high temperature• Headaches• Neck Stiffness• Vomiting• Aversion to bright lights• Severe drowsiness/impaired consciousness

Meningococcal septicemia• A high temperature• Cold hands and feet while the rest of the body is hot• Aching muscles and joints• Abdominal pain• Diarrhea• Rapid breathing• A bruising rash which does not disappear when pressed with a

glass tumbler – the rash starts as a cluster of pin prick blood spots. If untreated, the rash gradually enlarges.

Information and helplinesMeningitis Research Foundation : 0808 800 3344Meningitis Trust: 0845 6000 800www.meningitis-trust.org.ukStudent Services: extension 6111 (Chichester) or extension 2122 (Bognor Regis).

MEDICATIONIf, for medical reasons, you require a personal fridge to store medicine, please contact the Accommodation Office by 1August on extension 6069 who will be able to arrange this for you. It is the student’s responsibility to ensure that anyneedles are disposed of correctly in sharps boxes. These are available from your own personal doctor.

32 www.chi.ac.uk

MISCONDUCTStudents may be subject to the University of ChichesterAccommodation Disciplinary Procedures for conduct incompatible withthe Licence Agreement. Misuse of fire protection systems, persistentnoise, petty theft (e.g. of food/milk), unsatisfactory care of rooms,unauthorised overnight guests, disrespect shown to Wardens andUniversity Staff are all instances of unacceptable social behavior.Drunkenness and disorderly behavior, together with any acts ofvandalism are not tolerated at University of Chichester. Any studentheld responsible for misconduct will be subject to the disciplinaryprocedure and invoiced, where damage has occurred. For very seriouscases of misconduct a student may be suspended from Halls ofResidence. Misconduct concerned with theft, weapons or thepossession, use and/or supply of drugs automatically become matters where we consider involving the police. Pleasesee the Disciplinary Procedures on the Accommodation website for further information:www.chi.ac.uk/accomm/AccommodationDownloads.cfm

MOVING ROOMSIf you wish to move rooms, this may be possible, but there will be an administration charge of £200, which will requireimmediate payment. (Please see charges grid on the back of this Handbook.) In exceptional circumstances theUniversity reserves the right to ask students to move rooms and possibly even share a room. However, this will beavoided if at all possible and if asked to do so the student will be provided the room at the lower rental charge. Failure tocomply with this direction could lead to termination of the licence agreement.

NOISENoise must be kept to a minimum. Excessive noise will not be tolerated between midnight and 7.00 am. See Code ofConduct.

NURSEThere are Nurse Health Advisers based within the Student Health Centres. They are available for help and support withminor illnesses and they can also provide information and leaflets on a wide range of health related issues. For furtherdetails, including opening times, please see the Student Health posters around the campuses or log on to their website:www.chiuni.ac.uk/studentsupport/healthteam.cfm.

Bishop Otter CampusAt the Bishop Otter Campus the Nurses/Health Advisors can be contacted in New Hall on the Ground Floor or onextension 6111 during working hours.

Bognor Regis CampusAt the Bognor Regis Campus the Nurse/Health Advisor can be contacted in the Student Services Building or onextension 2122 during working hours.

OPENING HOURSThe Accommodation Office will be open 8.00am-6.00pm Monday to Friday. At other times please call numbers on theoffice door or listed in this handbook, if assistance is required urgently.

OPERATING MANUALAll Kitchens have a copy of the University of Chichester’s Hall of Residence Operating and Maintenance InstructionManual which details how to correctly use and maintain the electrical equipment supplied in residences. The manualmust not be defaced or removed from the kitchen, a fine will be imposed on the person(s) responsible if this occurs.

PARTIESFor safety reasons parties cannot be held in Halls of Residence. You should approach the Students’ Union Office to hirefacilities. All celebrationary paraphernalia are prohibited in all fire escape routes. This includes fairy lights, Christmastrees and decorations.


PASTORAL CARE OF RESIDENTSInternal support for students is provided by the Student HallReprestatives and the Accommodation Office team. Please contactthem initially if you have any worries (Chichester Ext. 6069 and BognorExt. 2120). If you have any concerns or wish to discuss any medical orhealth issues, they in turn may refer you to other support teams in theUniversity which may include the Chaplain, Student Services or a Nurse.Under 18 students will be required to abide by the U18sAccommodation Policy

PAYMENTSPlease let the Accommodation Office know initially if you are unable tomeet your accommodation instalment payments on time by ringing uson extension 6069 or 2120. You may in-turn be asked to make alternative arrangements with a member of the financeteam with regard to the payment schedules.

PERSONAL SAFETYFor your own personal safety students are advised:-• to avoid walking alone after dark, particularly in poorly lit areas.• to close/lock all ground floor windows and doors.• to avoid letting unknown/uninvited people into your Hall/House/Room.• keep valuables stored in your room and ensure they are out of sight if you are located in a ground floor room.• Not to tamper with fire safety equipment

If you have cause for concern about your safety at any time call Securityor the Accommodation Office – numbers on the inside cover of thishandbook.

PETSYou are not allowed to keep pets of any description in your room.

POSTERS IN YOUR ROOMPlease confine any posters or similar displays to the pin board areaprovided. They should not be fixed to other areas of walls, ceilings ordoors since this can cause damage to the fabric of the room and createa fire hazard.

RECYCLINGPlease collect your recyclable waste in the bins provided and empty the bins, when full, at the appropriate recyclingpoints on both campuses. Please read and familiarise yourself with the instructions. On no condition should you throwplastic carrier bags into recycling bins.

REPORTING NEED FOR REPAIRSNon emergency repairs:Repairs that are required in your bedroom or in the communal areas should be reported on-line via the lifebelt tab(orange and white life ring) on the home page of Portia. Click on the lifebelt link and follow the procedure under the“Report a Problem” link.

Emergency repairs Monday - Friday 9.00am - 5.00pmContact the Estates helpdesk – ext. 6446

Emergency repairs outside normal office hours:Contact the Duty Caretaker – BOC ext. 6147: BRC ext 2184 (calls may divert to mobile)

Alternative reporting procedures via the Accommodation OfficeYou can also report a problem via the Accommodation Office either in person or by phone – BOC ext 6069: BRC ext.2120

34 www.chi.ac.uk

SAFETY EQUIPMENTThe taking down, removal, re-sitting or defacing of any safety signage orequipment from within the University or bringing such equipment fromoutside, on to University property, is a criminal offence and will beviewed as a serious breach of conduct.

SECOND YEAR AND BEYONDUniversity-owned accommodation is reserved for first year studentsonly. After your initial year in Halls you will be expected to find your ownoff-site accommodation. Many students rent houses with friends theyhave made during their first year in Halls. Other students prefer to stayin Homestay or Private Home accommodation (renting a room insomeone’s home). Listings of student houses, homestay and privatehome accommodation can be found on ‘StudentPad’ (our off-campus accommodation database) or viawww.studentpad.co.uk/chichester. To access the studentpad website you will need to obtain the password via theadmissions portal. You can do this by going to www.chiuni.ac.uk/services/admissionsportal. Log in using your studentnumber and date of birth and then follow the links to off-campus accommodation. There is a ‘notice board’ facility forstudents to advertise for housemates on this website. All the accommodation on our database has been visited by amember of our Accommodation Office. Please note, however, that we cannot accept any responsibility for the landlord’sactions or agreements you enter into. Please therefore read any agreement very carefully before signing. There is somegeneral advice on our campus website which we recommend you read before entering into any legal contracts. If anyUniversity-owned rooms are available after the first year students have been allocated their accommodation, these willbe advertised on Studentpad and second, third and fourth year students may be able to apply – conditions may apply.

In certain exceptional circumstances it may be possible for students requiring extensive adaptations to theiraccommodation, or for those with exceptional disability related difficulties, to stay on campus for their second or thirdyear. If you believe you may require this please contact the Disability and Academic Skills Service on Extension 2076before 1 April.

SECURITYSecurity is the responsibility of every resident and you should be particularly alert to the securing your own room andhall. External doors must be locked at all times and you should not let unknown people enter the building. Ground floorwindows should not be left unsecured. Access codes should not be given to any non-residents under anycircumstances.

SMOKINGSmoking is forbidden in ALL halls of residence. If you wish to smoke please do so outside at least 5 meters from anydoors and windows and 2 meters from any other parts of any building. Please dispose of your cigarette butt in anappropriate manner. Smoking of illegal substances is banned and will be treated as serious misconduct. (See theUniversity of Chichester’s Drug and Alcohol Policy.) Students are responsible for their guests not to smoke in the Halls.Students who allow this may be subject to disciplinary action.

STAYING ON IN UNIVERSITY ACCOMMODATIONIf you wish to stay in University accommodation over the summer please contact the Accommodation Office as soon aspossible so they can check room availability for you. Please note you will be tied to the Licence terms and conditionsand external customers will be in halls/on-campus at this time.

STUDENT HALL REPRESENTATIVESWithin easy access of your room will be a Student Hall Representative who is a student with responsibility for the welfareof the occupants. Student Hall Reps help to maintain good relations between residents. To help support goodcommunity living, liaise regularly with your Student Hall Rep and ask them to feed back any issues you have with theaccommodation service, if you would prefer not to talk to a member of the Accommodation Office staff.

TELEPHONESIt is not possible to receive direct incoming calls on Hall telephones. They may be used to make external calls with aphone card, which uses an 0800 number or for the Emergency Services (9-999). There are pay phones on campus forstudents to make external calls.


TELEVISIONSYou need to be covered by a valid TV Licence if you watch or record TVas it is being broadcast. This includes the use of devices such as acomputer, laptop, mobile phone or DVD/video recorder. TV Licensingwill contact all students to ask them if they have a Licence, please replyas failure to make a declaration could result in legal proceedings beingtaken against you.

TERMINATION OF CONTRACTIf you wish to leave your room earlier than the term specified in yourlicence agreement you will need to let the Accommodation Office knowand find a suitable alternative student to take up your contract. Failureto do so will result in you having continuing liability for the rent.

When you leave your accommodation you will need to:-• advise the Accommodation Office in writing• return your keys• return your meal card (if applicable)• return your internet connection cable• have your room checked against the inventory you completed when you moved in, with a member of the

Accommodation Office staff.Please note that you will continue to be charged for the room until all the above has been carried out.

U18’S POLICYThe University has an Accommodation policy to which U18 must comply. It should be noted off-spring of a studentcannot be housed in University Accommodation.

VISITORS/GUESTSResidential students are responsible for non resident guests and should ensure their safety. Visitors must behave in amanner acceptable to the hall community and abide by the terms and conditions of the students (who they are visiting).All guests must leave Halls of Residence by midnight for security reasons. Friends visiting occasionally from a distancemay stay overnight for no more than two nights and for a maximum of eight visits per year, but must not sleep incommunal areas. To comply with Fire Regulations visitors staying overnight must be approved by the AccommodationOffice. In exceptional circumstances it may be possible for a friend to stay for more than two nights but priorpermission must be sought in writing from the Accommodation Office. A charge will be made for such stays. Pleasenote that should your visitor wish to keep a car on campus overnight there will be a nightly charge. A permit can bepurchased from the Estates Department Office.

VISITOR BEHAVIOURAny visitor may be asked to leave the University premises by an authorised member of the Accommodation Office staff,Security or Caretaking teams for any of the following reasons:-• Where there has been a verbal or physical abuse to another because of their race, sexual orientation or disability.• Where there is physical damage or any other acts of vandalism to the premises.• Excessive or persistent noise above which is specified in the Code of Conduct.• Drunk and/or disorderly behaviour including overstaying their welcome and refusing to leave when asked to do so.• Where there has been unacceptable behaviour towards University staff or students.• Where they are found causing a nuisance in any other building other than the one they are invited into.• Inappropriate dress which might cause offence.• Aggressive behaviour towards staff and students at any time.• Found in restricted areas of the campus.• Produces graffiti and the use of malicious or abusive words or drawings.• Failure to accept and comply with any reasonable request by a Staff Warden, Accommodation Office Staff, Campus

Wardens or Caretaker.• Where their acts may endanger others’ safety and security.• Failure to comply with any fire regulations that may endanger others’ safety.• Failure to comply with any of the University’s Health and Safety policies and procedures which may lead to injury or

accident.

36 www.chi.ac.uk

Where there is any suspicion of anything illegal being carried out by the visitor, then the matter will be put into the handsof the local Police.

WARNINGSIf your room or communal area in your halls of residence are left in an unacceptable state you will be given a warning. Ifthe situation has not improved within 24 hours, a second warning will be given, after that damage charges may be raisedto cover the cost of additional cleaning and the Accommodation Disciplinary Procedures may be invoked.

WASTEStudents should dispose of waste appropriately. Please see ‘Recycling’. Please do not leave sharp objects, brokenglass, electrical items or bodily waste in the bins.

WELCOME REPRESENTATIVES / BLOCK REPRESENTATIVESEach hall will have a designated Welcome Representative who will be in place for the first 7 weeks of the academic year.The Welcome Reps are responsible for promoting and enhancing student engagement. They will actively participate andlead ice breaking sessions and visit halls of residence to check on student progress. The rep will work closely with theStudent Hall Representative and help them establish a Block Representative for each hall who will act as a‘spokesperson’ for that particular house or hall of residence. Block Reps will actively work with the Student HallRepresentatives to ensure a cohesive and community spirited environment.

WINDOWSAs a general rule if a window is broken , damaged or soiled it is charged to the resident, even when damage is causedby an unknown person from the outside. Some windows are ‘tilt and turn’ and therefore have two ways of opening. Forsafety reasons we only permit limited opening and you must not interfere with the window mechanism. Please do not tryand force them. Many ground floor windows have restrictors which are fitted for security purposes and should thereforenot be removed.

WHAT YOU WILL NEED TO BRING WITH YOU FOR YOUR ROOMBed Linen (2 sets), duvet/ blankets, pillows (can be purchased if ordered before 1 September)towels, tea towels, toilet rolls and iron.

Cleaning materials; multi-surface, toilet, crockery and washbasin cleaner.

Basic cutlery/crockery and cooking utensils, including pans (can be purchased from the Accommodation Office ifordered before 1 September)

PROVIDED IN KITCHENSA microwave and/or hob, a refrigerator, a freezer, a toaster and an electric kettle are provided in the kitchens of thecatered halls. The above and an oven are provided in the kitchens of the self-catered halls


ITEM

SCHEDULE OF DAMAGES AND FEES – 2010/11REPLACEMENT CHARGE (inc vat)

APPLIANCES

Replace Dishwasher

Replace Microwave (1.2cf and smaller)

Replace Microwave (1.4cf and larger)

Replace Refrigerator (6cf) with Freezer

Replace Refrigerator (11.7cf) with Freezer

Replace Refrigerator (16cf) with Freezer

Replace Cooker (Electric)

Replace Cooker (Gas)

Appliance Accessories

Microwave Carousel Ring

Microwave Tray

Dishwasher Lower Rack Roller

Dishwasher Silverware Basket

Stove Burner Bowl

Stove Knob

Stove Surface Element

Oven Bake/Broiler Element

Oven Rack

Refrigerator Door Shelf

Refrigerator Interior Shelf

Refrigerator Vegetable Drawers

Replace Kettle

Replace Toaster

Vacuum Cleaner

Replace Iron

DOORS AND DOOR FURNITURE

Doors minor repairs

Replace Door

Repair Split Door

Replace Peep Site

Refinish Door (one side)

Refinish Door (both sides)

Replace Lock (Mechanical)

£200.00

£50.00

£70.00

£120.00

£190.00

£250.00

£375.00

£300.00

£10.00 +

£10.00

£10.00

£60.00

£60.00

£40.00

£5.00

£60.00

£60.00

£25.00

£20.00

£20.00

£30.00

£11.00

£16.00

£85.00

£22.00

£30.00

£350.00

£100.00

£20.00

£35.00

£60.00

£125.00

38 www.chi.ac.uk

ITEM


Replace Lock (Electronic)

Replace Door Frame

FURNITURE (BUILT IN)

Replace Closet Door

Replace Closet Rod

Replace Closet Towel Rack

Replace Closet Mirror

Rehang Wall Bookshelves

Replace Wall Bookshelves

FURNITURE (STAND ALONE)

Replace Bed Ends (pair)

Replace Bed Frame or Base

Replace Bed Lofting Pin

Replace Bed Stabilizer Bar

Replace Bookshelf

Replace Chair

Replace Coffee Table

Replace Couch

Replace Counter Stool

Replace Desk Chair

Replace Desk Chair Seat/Back

Repair Desk Drawer

Low Chair (Bedroom)

Repair Desk Leg

Refinish Desk (Staining)

Replace Desk

Replace Desk Hutch

Replace Dresser (3 drawer)

Replace Dresser (5 drawer)

Replace File Cabinet

Replace Mattress

Replace Table

Replace Wardrobe

£250.00

£45.00

£30.00

£10.00

£10.00

£25.00

£10.00

£10.00

£50.00

£65.00

£10.00

£10.00

£100.00

£75.00

£60.00

£300.00

£50.00

£100.00

£40.00

£25.00

£62.00

£25.00

£25.00

£130.00

£30.00

£120.00

£150.00

£285.00

£100.00

£70.00

£230.00


ITEM


Replace Wardrobe Door

Bedding (University Owned)

HOUSEKEEPING AND CLEANING

Deep Clean of Room

Housekeeping (30 minutes)

Cleaning (30minutes)

Large Item Removal (per piece)

Reset Room (Furniture Moving)

Replace Wastebasket

Replace Recycling Bin

Replace Pedal Bin

Replace Mop

Replace Bucket

Replace Broom

Replace Dust Pan and Brush

Replace Ironing Board

Replace Cloths Horse

Replace Kitchen Manual

LOST KEYS & ID CARDS

Letting Into Rooms

Lost Temporary ID (Proximity)

Replace Key Card

Duplicate Metal Key

Lost Key (Lock Change)

Lost Front Door Key

Damaged Key Fobs

Keys to Designated Parking Space

Parking Bollard for Designated Space

Replace ONITY lock complete

LIGHTING

Replace Light Fixture

Replace Light Switch

£40.00

£20.00

£50.00

£10.00

£10.00

£25.00

£25.00

£7.00

£25-£50

£25.00

£5.00

£4.50

£4.00

£4.00

£22.00

£12.00

£4.00

£5.00

£5.00

£5.00

£15.00

£125.00

£25.00

£3.00

£25.00

£145.00

£250.00

£60.00

£25.00

40 www.chi.ac.uk

ITEM


Replace Bed Side Lamp

NETWORK EQUIPMENT

Replace Network Switch and/or ancillary Equipment

Replace Internet router

RJ45 socket and face plate

Internet Cable

POWER AND ELECTRICAL FITTINGS

Replace Power Cable

Replace Power Supply

Replace Socket Outlet

Reattach Socket Outlet

DECORATIONS

Bedroom (standard) Redecorate complete room

Patch & Plaster Wall (1'x1')

Paint Wall – one wall only

Paint Ceiling

Redecorate Common Room

BUILDING FABRIC

Replace 1'x1' Ceiling Tile (Labour Extra)

Replace 2'x4' Ceiling Tile (Labour Extra)

Replace Carpet (Square Yard, Labour Extra)

Replace Carpet Square

Window – temporary board up

Window and reglaze

WINDOWS AND BLINDS

Replace Blind

Curtain track – Refix

Curtain Track – Replace

£10.00

Billed at Contractor Cost



£5.00



£15.00

£10.00

£350.00

£40.00

£40.00

£40.00

£500.00

£10.00

£20.00

£25.00 per m2

£20.00

£10.00

Billed at contractor cost

Billed at contractor cost

£15.00

£30.00


ITEM


FIXTURES AND FITTINGS

Notice board (pin board) – replace

Notice board (writing board)

FIRE EXTINGUSERS AND FIRE BLANKETS

Tampering Or Removal of Security Tag

Refill Water

Refill CO2

Damage by Vandalism

Fire Blanket

IMPROPER FIRE ALARM ACTIVATION

Activation Due False Alarm

Activation Due Vandalism

DAMAGED FIRE ALARM EQUIPMENT

Fire Alarm Panel

Smoke Detector Head

Call Point (Break Glass)

Call Point (Break Glass)

Sounder

MISCELANIOUS ITEMS

Improper Checkout

Rubbish Left In Room At Check Out

Moving Rooms

£40.00

£45.00

£25.00

£65.00

£85.00

Up to £75.00

£30.00

Charge from fire service

£75.00



£20.00

£20.00




£200.00

These charges will be invoiced for payment within 28 days. Non-payment may incur interest charges at current bankrates and incur the disciplinary procedures. All other items not listed will be billed at rates charged by contractors andinclude an appropriate administration fee. Disciplinary procedures will be instigated upon non-payment of invoices.

Please note that this is not an exhaustive list. (In cases of intentional damage an administration fee of a minimum of£30.00 will be added to these charges as well as the full cost of labour and materials etc).

Accommodation Office 01243 816069www.chi.ac.uk/[email protected]

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Documents

Handbook For Residents