College Hall Handbook 2014/15 - for students in catered rooms
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College Hall
Handbook 2014/15
for students in catered rooms
1On behalf of all the Hall staff I wish you a warm welcome to College Hall and to London for all those who
are new to the city. We aim to provide you with a place you are proud and happy to call home for the
2014/15 academic year.
Leaving home to live at university is an exciting experience and we aim to provide a secure, supportive,
and friendly environment in which our residents can study and socialise. We want your stay to be as
enjoyable and problem-free as possible so all the key information relating to living in our accommodation
is set out in this handbook. Please do read the handbook, which also forms part of your Licence
Agreement, as you will need to refer to it during your stay.
During the first few weeks of term and your first few weeks here at the Hall, it will seem like you are
being bombarded with information about all sorts of things, for example clubs, societies, events etc, a lot
of which you will feel has no relevance to you. I would encourage you, however, to take the time to read
things through properly and give things a try. Life at University is what you make of it, and nowhere is this
more tangible than here at the Hall. We have provided you with the basic facilities, but it is you that can
give the Hall its life and spirit. I strongly urge everyone to participate in the elections for the JCR
Committee, a group made up of residents who arrange events and facilities within the Hall, and to let
them know your ideas as to what you would like to see here.
College Hall is predominantly undergraduate, currently housing approximately 363 students.
Conveniently located in historic Bloomsbury, this central London location is located a few minutes from
King’s Cross/St. Pancras which offers numerous tube, airport and rail links, including the Eurostar. It is
also close to Euston and Russell Square tube stations, and a short walking distance from The British
Library, The British Museum, Senate House, many of the Colleges of the University of London as well as a
variety of markets, restaurants, pubs, shops and other attractions and amenities.
There are 243 single en-suite rooms, 20 double en-suite rooms, 59 single rooms, 15 adapted en-suite
rooms and 3 flats. Each floor has 2 bathroom-shower-toilet-block and 1 or 2 shared pantries with light
cooking facilities.
The catered halls provide breakfast and dinner, and on each floor there are shared bathroom facilities as
well as a pantry to prepare hot drinks and snacks. All of the rooms are centrally heated and there are
various communal facilities for all residents to enjoy.
College Hall is located on Malet Street, London, WC1E 7HZ. The contact number is +44 (0) 20 7307 4000
and the e-mail address is info.college@london.ac.uk
I do hope you will have many positive experiences and make very good friends during time here.
Remember that you are not alone; there is the Warden, Hall Management staff and Senior Members
here to talk to if you have any concerns whatsoever. We look forward to welcoming you and hope you
make the most of your time with us.
David Stephens
Head of Residential Accommodation
2TABLE OF CONTENTS
1. Introduction 9. Maintenance
1.1. Resident’s Handbook 10. Catering
1.2. Other Documents and Regulations 10.1. Meals
2. Hall Administration and Security 10.2. Meal Times
2.1. Hall Management Team 11. Guests & Paid Visitors
2.2. The Warden’s Team 11.1. Guests
2.3. Hall Reception 11.2. Guests Behaviour
2.4. Finance Office 11.3. Limits on Numbers of Guests
2.5. Housing Services 12. Your Welfare
2.6. Entry to the Hall, Hall Cards and Keys 12.1. Pastoral Care in Hall
3. Getting Help 12.2. Confidentiality
3.1. Emergencies 12.3. Registration with a Doctor
3.2. First Aid, Illness and Accidents 12.4. Medical Details Form
3.3. Reporting of Injuries and Dangerous 12.5. Medical Problems
Occurrences 13. Discipline in Hall
4. Facilities & Amenities 13.1. Dealing with Disciplinary Problems
4.1. Heating and Hot Water 13.2. Discrimination and Harassment
4.2. Laundrette 13.3. Smoking
4.3. Pantries 13.4. Drugs
4.4. Computer Room 13.5. Noise
4.5. Common Rooms/Study Rooms/TV 13.6. Banned Items
Room 13.7. Illegal activity
4.6. Music Room 13.8. Proselytising or Recruitment by Sects
4.7. Storage and Other Organisations
4.8. TV Licence 13.9. Use of Hall Cards
5. Telephones, Mail and Internet 13.10. Occupation
5.1. Telephones 14. Fire and General Safety
5.2. Mail 14.1. Personal Responsibility
5.3. Internet 14.2. Fire Safety System
6. Keeping up to Date 14.3. Fire Extinguishers
6.1. Your Email Address 14.4. Fire Procedure
6.2. Hall Notice Boards 14.5. Fire Drills and Sounder Test
7. Arrival & Departure, Deposit & Fees 14.6. Deliberate Tampering with Fire Safety
7.1. Licence Agreement Equipment
7.2. Period Of Occupancy 14.7. Electrical Safety
7.2.1. Arrival 15. Fire Action Procedure
7.2.2. Room swaps 16. Security
7.2.3. Departure at the end of the year 16.1. Room Keys
7.2.4. Termination of contract 16.2. Lost Property
7.2.5. Summer vacation rooms 16.3. Valuables, Insurance and Theft
7.2.6. Staying another year 17. Metropolitan Police Stay Safe Guide
7.3. Deposit 18. Transport
7.4. Fees 18.1. Walking
7.4.1. Interest charges 18.2. Bicycles
7.4.2. Cost of meals 18.3. Public Transport
7.4.3. Debts 18.4. Car Parking
8. Housekeeping 19. Problems and Complaints
8.1. Cleaning
8.2. Waste Collection Points of SPECIAL INTEREST and HELPFUL TIPS are highlighted in gold
8.3. Bed Linen like this.
8.4. Room Inventory
8.5. Care of Room and Hall Property
8.6. Right of Staff to Enter Room The MOST IMPORTANT rules and regulations are highlighted in red
like this.
31. Introduction
1.1 Residents’ Handbook
This Handbook aims to help you understand the Hall, its structure, and normal procedures. It forms part of your
accommodation agreement with the University, and should be read in conjunction with, and interpreted so as to be
consistent with, the Intercollegiate Halls of Residence Licence Agreement. You are expected to observe the letter and spirit
of these conditions; any breaches will be dealt with under the Student Disciplinary Procedure and may lead to you being
ordered to leave the Hall.
1.2 Other Documents and Regulations
In addition to this Residents’ Handbook, you need to be aware of the University of London Intercollegiate Halls of
Residence Licence Agreement.
Licence Agreement
College Hall website
Further information about the Hall can be found here.
2. Hall Administration and Security
2.1 Hall Management Team
Hall Management
Alice Coote-Cowling Hall Manager
Julie Thorp Assistant Hall Manager
The Hall Management team look after the halls’ buildings, furnishings, and finances, and are responsible for all services &
facilities. They also work closely with the Finance Office to ensure fees are collected. The Hall Management team are your
first point of contact for accommodation, catering, health & safety, maintenance, and housekeeping issues.
Hall Office location: Connaught Hall, 36- 45 Tavistock Square, London, WC1H 9EX
Office opening hours: 08:30 to 17:00 (Monday to Friday)
Email: info.college@london.ac.uk
Telephone number: +44 (0)20 7756 8200
2.2 The Warden’s Team
College Hall Ravteg Dhesi Warden
Jude Saverus Senior Member
Sean Pollen Senior Member
Danisha Kaszi Senior Member
Jenna Mcclements Senior Member
Fatma Dalgakirian Senior Member
The Warden is a resident member of staff responsible for welfare & pastoral care, discipline & conflict resolution (including
noise complaints), re-admissions, out-of-hours emergency cover, and community & social life including the Residents’ Club
Committee. The Warden is trained in First Aid, Conflict Resolution, Equality and Diversity, Drug Awareness and Fire
Marshall Training and also actively participates in the Senior Member training programme at the beginning of each year.
The Warden also holds a full time appointment in the University and is therefore available in Hall on a part-time basis,
usually in the evenings and at weekends. Formal appointments can be arranged through the hall reception.
Warden Office location: College Hall, Ground floor next to reception area
Office opening hours: You can make an appointment to see the Warden by filling asking for an appointment request form
from reception. The Warden will then contact you by email to set an appropriate time. All matters will be dealt with
confidentially.
4Senior Members
Five Senior Members – who are experienced, usually postgraduate students – support the Warden in his or her duties. The
Senior Members all live in Hall and are available in the evenings and at weekends.
Senior Members are a useful first point of contact where a situation can usually be resolved with one of your peers without
going straight to the Warden or Hall Manager. The duty Senior Member can be contacted at the Security Reception.
How the team can help
The Warden and Senior Members are here to offer support and guidance with problems such as academic difficulties,
health or emotional issues, social concerns, and disputes between residents. They will support you throughout the time
you live in Hall and will provide and enhance opportunities in Hall for residents’ personal, social, academic and cultural
development.
Students in Hall are often living away from home for the first time. The Warden and his or her team know that students can
encounter problems with loneliness, social isolation, bullying, conflicts related to religion or sexuality, depression, eating
disorders, pregnancy, illness, drug and alcohol abuse, self-harm and suicidal thoughts, as well as antisocial behaviour, noisy
neighbours, theft, and damage to property. The Warden has a wealth of experience in offering front-line advice and
support, and is ready to discuss these and any other issues if the need arises.
The Warden and his or her team endeavour to deal with any problems sensitively and confidentially and will never
discriminate against anyone because of their age, race, religion, national origin, gender, disability, or sexual orientation.
Please do talk to a member of the team if you want a bit of extra help and support with anything that is bothering you. No
problem is too great or too small.
2.3 Hall Reception
Security staff are available at reception 24 hours a day. Reception is your first point of call for any questions or help with
any emergencies that arise: the security staff can always put you in contact with the right person to help.
You can order packed suppers & breakfasts, and purchase guest meal tickets at reception. All guests must be signed in.
To call reception from your room: 0 or +44(0)2073074000
2.4 Finance Office
Accommodation fees and deposits are dealt with by the Accommodation Finance Office, based at International Hall
(subject to change); fees queries must be made there.
We encourage you to pay online: https://epay.london.ac.uk
Finance Office email: ahd.finance@london.ac.uk
Finance Office telephone number: 020 7862 5772
Finance Office Address: Accommodation Finance Office, 4th Floor ULU Building, Malet Street, London WC1E 7HY
2.5 Housing Services
Housing Services forms part of the Department of Shared Services (Students and Graduates) and provides a one-stop
housing service for students and staff who are looking for accommodation. Housing Services constitutes three teams:
The Reservations Team is responsible for the allocation of all of the University’s accommodation and deals with room
allocations and admissions, room swaps, contract extensions and cancellations and the administration of readmission
applications.Email:
Info.Halls@london.ac..uk
Telephone: 020 7862 8881
Address: Housing Services, 4th Floor ULU Building, Malet Street, London WC1E 7HY
The Private Housing Team provides advice and support to students who look for and live in the private rented sector. The
team maintains a database of rented accommodation offered by registered landlords, letting agencies and larger, private
5providers. There is also a comprehensive housing advice service and organised annual events such as the May Housing Fair
and September Flatmate Finder days.
Email: Housing@london.ac.uk
Telephone: 020 7862 8880
The Head Leasing Team sources affordable and well-located, privately owned accommodation which is subsequently
rented to the students of participating colleges and managed by the University of London.
Email: Headleasing@london.ac.uk
Telephone: 020 7862 8880
We regret that the office staff based in College Hall are not able to deal with contract terminations or room swaps: all such
enquiries must be made directly to the Reservations Team.
2.6 Entry to the Hall, Hall Cards and Keys
You will be given a Hall ID card when you arrive. Your ID card is your proof of residence and of entitlement to Hall services
and facilities. You must carry it at all times when in the Hall, and may be asked to produce it at any time by a member of
staff. Please note that the ID card is for your personal use only.
You will be given a Hall ID card upon arrival, provided you have:
paid your deposit in full;
accepted the offer online;
returned a completed medical details form;
and provided 3 passport size photographs of yourself.
Front-of-house staff are required to see your Hall ID card to allow you entry to the Hall. Catering staff will also need to see
your ID card for having meals in the dining room. Please co-operate with them.
If you lose your room key you can obtain a replacement from reception 24 hours a day. Reception can also take requests
for replacement ID cards 24 hours a day. A replacement ID card will be produced by the Hall Management Office the next
working day, and left at reception for collection.
You will be charged £6.00 for a replacement ID card and £20 for a replacement key or access control card. If you lose your
room key a second time, we will change the lock at a cost of £40. No cash is accepted at our receptions and an invoice will
be emailed to you for payment.
Our security staff are here to keep the Hall safe from intruders and to ensure everyone coming into the Hall has a right or a
reason to be here. We need you to help us by following some simple rules about access to the Hall. These regulations are
designed with your safety in mind so please co-operate with the security officers and do not ask them to waive the rules
Never admit anyone to the Hall unless you know them; do not let strangers follow you in. Ask security to help challenge
anyone who is following you.
Always follow the procedure for signing in your guests, and make sure they sign out. Do not sign anyone in on behalf of
someone else: the guest then becomes your personal responsibility – ask yourself if you can really trust them that much.
3. Getting Help
3.1 Emergencies
A member of staff is available 24 hours a day. Simply ask at reception and they will put you in contact with the staff
member on duty. During office hours, the Hall Manager’s team are available in the General Office in College Hall. You may
approach them for assistance with any urgent problems.
At night and at weekends, a Senior Member is on call to help with any emergencies. You can contact the Duty Senior
Member any time by asking at reception. The Duty Senior Member can contact the Warden for backup or further help and
advice at any time.
The telephone number for all emergency services (police, ambulance, fire brigade) in the United Kingdom is 999 or 112.
If you need to contact the police but it’s not an emergency, you should call 101.
If you need medical help but it’s not an emergency, call 111.
63.2 First Aid, Illness and Accidents
In the case of non-emergencies, residents should normally call their doctor (GP) directly, which is a benefit of registering
(see 12.3). In the case of a medical emergency, you should dial 999 or 112 or 9-999 from your room’s handset. If help is
needed, contact the Hall Manager’s Office (during office hours) or the Senior Member on duty; we can call your GP or
arrange transfer to hospital. If you make a direct call for a doctor or an ambulance, it is important to notify reception.
Residents may report to the nearest accident and emergency (A&E) facility. Local hospital (Accident & Emergency), UCLH
(University College Hospital), 235 Euston Road, London, NW1 2BU, T: 0845 155 5000
NHS Direct – ‘whenever you need health advice and information’ – is available on 0845 4647 (yes it is a short number). The
typical procedure is that your call is received, with a medical professional returning your call. The website
http://www.nhsdirect.nhs.uk/ has a very good FAQ (frequently asked questions) section.
Residents should keep their own first aid equipment (e.g. plasters and bandages) and medicines, as the Hall’s first aid kit
may only be used by the Hall’s first aiders, and reception staff are unable to provide such items to residents. If you need
access to first aid equipment and do not have your own, please ask to speak to a Duty Officer (outside of office hours) or a
member of the Hall Manager’s Team (during office hours), who may be able to assist. Although it is frustrating, for legal
reasons even the Hall’s first aiders are unable to give out medication of any kind (including paracetamol), and so no
medication is kept in first aid kits or at reception.
3.3 Reporting of Injuries and Dangerous Occurrences
Any incident occurring in the Hall that results in potential or actual injury must be reported to the reception. A member of
the Hall Manager’s team or the Warden will follow up.
4. Hall Facilities & Amenities
4.1 Heating and Hot Water
In line with the University Heating and Cooling Policy, Residential Accommodation aims to ensure that each Hall of
Residence is comfortable for our building users. Heating is usually switched on during October and switched off in April
(weather permitting).
The times the heating is programmed to come on are:
Mon – Sun 07:00 – 11:00
15:30 – 23:00
Hot water is provided at all times, depending on usage by building users.
Please also note that Halls are large buildings and as such some building users may find them cooler than a domestic
house. It is important that appropriate warm clothing is worn. Free standing heaters are not permitted to be used in any
hall, unless one has been provided to you by the Halls Management Team, should there be a problem with the room
radiator. This is due to health and safety considerations, and for environmental reasons.
4.2 Laundrette
Washing machines and tumble dryers are available in the Launderette. To use the machines please obtain your free top
up card from reception and follow the instructions on how to add credit at http://www.washstation.co.uk/ If you lose
your card and require a replacement, please ask at reception for a new card. Please note that a £2 charge is applicable for
replacement cards.
7Washing Machine Instructionshwashingmachine Tumble Dryer Instructionstumble dryer
Place clothes in machine Check drum and remove any lint inside
Put detergent into the drum Place clothes inside drum
Close door Close door
Hold card in front of card reader Hold card in front of card reader
Select required cycle
Select required cycle
FAQs
I have forgotten my password/username what do I do?
Call the Student Helpline and we can reset your password and notify you of your username
I have topped up my card and have forgotten the pin code for the pin mate machine
Call the Student Helpline and we can remind you of the pin code.
I topped up my Washstation card but the balance hasn’t changed when I present my card to the washer/dryer.
8Have you been to the pin mate machine in the launderette? After topping up your card, make a note of the pin code. Then
enter this into the pin mate machine to activate your credit.
When registering my Washstation Card the card number is not recognised, why is this happening?
Make sure you’re not including the “SN” at the beginning of the number but do include the dashes (-). The number is
located on the back of the card. If you are still experiencing problems call the student helpline.
If I lose my card can I transfer the balance?
No, all credit on a card is non-transferable.
I am leaving university and there is still credit on my Washstation Card is this refundable?
Any credit remaining on the laundry card is non-refundable as stated on the back of the card.
What happens if I experience a problem with a machine?
Please call the student helpline and report the problem and location.
How do I obtain a refund?
Please call the student helpline where someone can deal with your request.
What credit Cards are accepted when topping up?
You can use MasterCard, Visa or Switch.
Further advice and tips are available here:
http://www.washstation.co.uk/ CUSTOMER HELPLINE 0800 141 2331
The launderette is located on the lower ground floor. Iron and ironing boards are available in pantries on all floors.
4.3 Pantries
There is a Pantry on each floor of the building. In the Pantry you will find a sink, kettle, microwave and a fridge for
communal use.
Please make sure you leave the Pantry clean once you have used it.
Please use these facilities sensibly, taking care not to set off a fire alert through a build-up of smoke or steam.
Please respect other residents’ property and only use food from the fridges if it actually belongs to you.
Please label anything you put in the fridge with your full name and room number, so you know which items are
yours and there are no accidental mix-ups. Please only remove items from the fridge that belong to you. The Hall
management cannot be held responsible for the loss of items from the Pantry.
The fridges are inspected regularly and any out of date items will be thrown away.
4.4 Common Rooms
The Common rooms are for the enjoyment of all residents, so please treat them with respect and ensure these areas are
left tidy. The rooms available in your hall are located on the lower ground floor:
4.5 Music Room
The Music Room can be found Lower ground floor. Please see reception for more details. As with all the halls common
rooms, the music room will likely be used by many residents; so please treat the room with respect and ensure this area is
left tidy.
4.6 Storage
Unfortunately there are no additional areas for students to store their possessions. All your luggage will need to be stored
in your room. If you do need additional storage, please contact reception who may be able to recommend a local
company. Please also note that the University will not act a bailee if you leave behind items in your room. Any items left
in your room, after you have vacated, will be treated as rubbish and disposed of accordingly.
4.7 TV Licence
If you have a television in your room, it is your responsibility to get a TV Licence. For further information, please check the
TV Licence website http://www.tvlicensing.co.uk/ A Licence is required for each separate room.
5. Telephone, Mail and Internet
5.1 Telephones
The Security Officer can tell you your room extension number and your direct-dial number that people can use to call you
from outside the Hall. You can make free internal calls within the Hall using the person’s four-digit extension number.
Report any problems with your telephone to the Hall Office.
95.2 Mail
Mail is sorted by room number into the pigeon-hole mailboxes in reception after a delivery. Parcels and registered mail are
kept behind the desk and a note put into your mailbox to alert you. Please do check your mailbox regularly.
When giving your address for correspondence or deliveries, please use this format:
Your Name
Room Number
College Hall
Malet Street
London
WC1E 7HZ
Mail received for residents who have left the Hall is returned to the sender. We regret that we are unable to store or forward mail
received for you after you have left the Hall at the end of your contract.
5.3 Internet
Every room has a data socket for connection to the internet. We will provide a suitable cable but your computer must be
fitted with a LAN card to access the service. Please note that there is a data transfer limit of 70GB per week.
WiFi is available in the reception lobby, dining hall, and common rooms. You will need to log in using an EduRoam account,
available from your college (often, this is your “.ac.uk” email address and your college email password).
Acceptable Use
Your internet connection is provided for academic use only. Whilst there is no problem with limited non-academic use the
following are not permitted:
• Business use;
• Abusive or obscene material;
• Abuses of copyright or data protection;
• Excessive use (over 70Gb per week).
It is your responsibility to keep your computer virus free. Any computer which causes a problem for the network, e.g.
through suspicious downloading of music or video files, through having a virus etc. will be disconnected without notice.
The University will not be responsible for any lost material should a computer be disconnected. Computers will be re-
connected once the owner has contacted the help desk to discuss the problem. This disconnection will count as a warning
– further problems may lead to computers being disconnected permanently. Illegal use may be reported to the police.
Report any problems with your internet connection to University of London Network Services on 020 7862 8092 or email
swan.support@london.ac.uk Monday to Friday between 9am‐5pm.
To check your internet weekly internet usage, please go to http://myinternet.swan.lon.ac.uk
Further information on using the internet and conditions of use can be found here.
6. Keeping up to Date
6.1 Your Email Address
It is important that you tell us if you change your email address. Most communication, including invoices, from the Hall and
the University of London to residents is by email. Many residents use their parents’ email address on their Hall application
form if they are away during the summer before moving to London, for example; this the only email address we will have
for you, so please update it!
Please ensure the Hall Office has your current email address on file, otherwise you will not receive important announcements and
you might miss payment deadlines, etc.
Just email info.Halls@london.ac.uk or info.college@london.ac.uk with your new address.
6.2 Hall Notice Boards
Please check the notice boards at least once a week for notices that might affect you. Notice boards are for approved
notices only. University Ordinance 17 sets out the rules for using notice boards: in summary, you must not circulate any
10poster or other communication which is offensive, intimidating, indecent, or illegal or which might make others fearful or
apprehensive. The same rules apply to posts online and on social networking sites.
No offensive material is permitted to be displayed either inside or outside of rooms. The Warden is the arbiter of such
matters and his or her decision is final.
7. Arrival & Departure, Deposit & Fees
7.1 Licence Agreement
Read your University of London Intercollegiate Halls of Residence Licence Agreement carefully. It contains full details of
period of occupancy, termination of contract, etc. It is essential that you read the Licence Agreement for details and
regulations not covered here.
7.2 Period of Occupancy
Your period of occupancy is set out in the ‘Particulars of Offer’ in the electronic document that has been sent to you. You
are expected to move in the day before your academic year begins and leave the day after it ends. It may be possible to
arrange an earlier arrival or later departure, but this cannot be guaranteed. There is no reduction in fees for late arrivals;
early arrivals will be charged for extra nights at the term time rate. Please note that the end date of the contract cannot be
amended.
7.2.1 Arrival
You should arrive after 2.00 pm on your arrival date unless you have arranged otherwise. Report to reception
upon arrival and you will be given a room key and front door fob. You are deemed to be in residence from when
you take your key.
7.2.2 Room swaps
Requests for room swaps are dealt with exclusively by the Reservations Office based at ULU, and will only be
considered after the middle of October when everyone has moved in: email info.halls@london.ac.uk. We regret
that the staff at the Garden halls cannot approve requests for room swaps.
If you are required to move for management reasons, you will be given as much notice as practical and the
University will so far as possible try to ensure that you are moved into accommodation of a similar type to the
original accommodation. If this is impractical the University will ensure you are not required to pay more for
your accommodation. If the accommodation you are moved to is cheaper than your previous accommodation,
you will be credited with the difference between any payments you have already made and those which become
due at cheaper rate.
7.2.3 Departure at the end of the year
You must leave by 10.00 am on the day after the last day of your academic session. You must sign out at
reception and return your door key and ID card. If you do not sign out, you will continue to be charged for your
room. A charge will be levied if you do not return your key or card. Please put rubbish in bin bags and leave your
room tidy. Unreported damage to your room or furniture will be deducted from your deposit and a cleaning
charge will be subtracted if your room is in an unsatisfactory state.
7.2.4 Termination of contract
If you leave the Hall for any reason before the end of your contract, you will be liable to pay the fees until the
official end of your academic year, unless and until a new resident can be found to take over your room. An
administration fee of £30 and £20(inclusive of VAT) for a replacement bedding pack will be charged. See your
Licence Agreement.
7.2.5 Summer vacation rooms
Limited rooms are available in the Halls for students wishing to extend during the summer. Unfortunately due to
refurbishments and group bookings, we cannot guarantee that you would be able to stay in the same room.
Further information is sent out during the Academic year on locations, rates and availability.
7.2.6 Staying another year
There are a limited number of rooms available for students who wish to stay for another academic year.
Information on eligibility and how to apply for these rooms is sent by our Allocations Office via email during the
year.
117.3 Deposit
The University typically holds a £500 deposit for all accommodation as security for carrying out your obligations under the
agreement. After this agreement ends, the University will retain any outstanding balance on your account, and may also
charge for the following:
Loss or damage to any part of the Hall or its property, or if extra cleaning is required in your room because of, for
example, cigarette odour or nicotine staining to paintwork.
The cost of damage to common areas or theft of Hall property (including cutlery and crockery from the dining
hall) that cannot be attributed to anyone in particular may be divided between everyone’s deposits.
If at any time the Deposit is insufficient to meet the costs reasonably incurred by the University in connection with any
breach or non-compliance issue, you will pay the University promptly on demand such further sums as shall be reasonably
required. Failure to make prompt payment will result in additional legal costs being incurred in the pursuit of this debt.
Deposit refunds will usually be made within 28 days of the end of the tenancy. Please note that refunds will be made by
bank transfer and the £25 registration fee paid with the deposit is not refundable under any circumstances.
7.4 Fees
The amount of the Fees is as set out in the Particulars of Offer. If you pay your hall fees online and in full, for the whole
academic year, by midnight on the 15th October a 2% refund will be applied to your account. To assist our residents in
paying the Fees, the following options are available:
Within 14 days of the invoice due date; or
In 7 equal instalments from October to April.
There is also the option to amend the due date of the Fees, if agreed by the Finance team and the dates are per the SLC
loan. This is subject to the relevant paperwork being presented in evidence.
7.4.1 Interest charges
Interest charges may be levied for late payment. Where levied, interest is charged at 4% above the Royal Bank of
Scotland Base Rate from the date payment became due.
7.4.2 Meals
The cost of meals as provided in the hall is included in the Fees. No reimbursement or allowance shall be given to
you if you do not take the meals provided, except:
by prior agreement with the Hall Manager in respect of any period where the taking of meals is not
permitted as part of a recognised period of religious observance; or
when written notice of your absence for periods of five consecutive days or more during your College
Christmas vacation period has been given to the Hall Management Team in advance.
7.4.3 Debt
Should you not pay your Fees or other sums due under the terms of this Agreement by their due date, the
University will take all necessary legal action to recover the debts and the cost of doing so will be passed on to
you.
It is imperative that, should you have any problems with payment of Fees, you contact the Finance Office and/or
your College welfare department as soon as possible to discuss your options.
8. Housekeeping
8.1 Cleaning
The Housekeeping team deals with cleaning of common areas and resident’s rooms, and maintains the Hall’s linen and
bedding supplies. Residents can contact the Housekeeper via reception or speak of the Hall Management team if they
have any concerns or queries about cleaning or related matters. Rooms are fully cleaned once every two weeks. Signs are
posted to indicate on which day your will be cleaned. Please ensure your room is accessible and tidy enough for cleaning to
take place. Cleaning is not provided for flats.
12Keep food items in sealed containers (e.g. plastic food storage boxes) at all times, and clean up crumbs and other food
waste from your floor. If you leave food out, it is very likely that you will attract mice to your room. We will not usually be
able to move you to another room and mice can be very difficult to get rid of!
It is a condition of residence that residents allow cleaners to:
Remove recyclable waste every day. This ensures that the building is clean and habitable at all times, and also
ensures that any problems (e.g. a resident who is severely ill) can be discovered and dealt with as soon as
possible. Residents must not leave their bins outside their rooms as they block the corridors, causing a fire
hazard, and the resident will be held responsible if the bin goes missing.
Conduct a full fortnightly clean of each room. This includes vacuuming, dusting all surfaces and cleaning the sink.
Notices on each floor display room cleaning days and residents should make a request to the Housekeeper if they
wish to change their day. The rota will change slightly to avoid cleaning rooms on bank holidays. Cleaners are
instructed not to move personal possessions, so it is essential that rooms are left accessible and tidy so that
proper cleaning may be carried out.
Requests for cleaners not to enter rooms will only be granted in exceptional circumstances. Attempts to prevent cleaners
from entering a room, or other obstructions to their work, will be reported and action taken. Rooms in an excessively dirty
condition may attract extra cleaning charges.
Disciplinary action may be taken if you persistently fail to maintain your room in a reasonably hygienic condition .
*
Please inform the hall management team or a senior member if you suspect a pest infestation by dialling 0 for reception,
emailing us at info.college@london.ac.uk or coming in to speak to us at the office based in Connaught hall. There is a 24
hour response time during the weekday and 5 days to rectify the problem.
8.2 Waste collection
Recyclable waste will be emptied from your bin daily, Monday to Friday (except bank holidays). If you have an en-suite
bathroom, please leave the small waste bag next to your recycling bin and the cleaner will remove this to the main bin.
This small en-suite waste bin is for bathroom and hygiene products only. Do not leave your bin outside your door, as this
may obstruct escape routes and pose a fire hazard.
You are required to comply with the University of London Waste & Recycling Policy by separating your waste into
recyclable and non-recyclable waste. Recyclable waste should be placed in the metal bin in your room; non-recyclable
waste should be placed in the relevant bin kept in the pantry on your floor. Housekeeping staff will not empty the bin in
your room if it is found to contain non-recyclable waste.
Each hall also has a large recycling bin for mixed glass, general waste and mixed recycling. These are located at;
College Hall Lower ground floor
It is a condition of your contract of residence that the cleaner is allowed into your room each day. We understand that
some days you may want to sleep in, and the cleaner will usually respect your wishes, but we expect that this will be no
more than one or two days a week.
8.3 Bed Linen
You will receive a bedding pack at the beginning of the year; the pack is yours to keep, and includes a pillow, pillowcase,
sheet, duvet, and duvet cover. You are responsible for cleaning this linen or any other bedding that you may buy for
yourself. Any resident that does not complete the full contract will be charged for this bedding pack. Please note that the
Hall does not provide towels.
8.4 Room Inventory
On your arrival, you will receive a room inventory which you must complete, sign, and return to the Hall Office within
fourteen days of your arrival in Hall.
You must check the contents of your room against the inventory list, making a note of any discrepancies and/or damage.
Please include any stains or marks on furniture or carpets and also any damage to the outside of your door.
13If you do not complete and return your inventory form, you may find deductions will be made from your damage deposit
for existing defects: for if you do not tell us about the problem when you move in, at the end of the year we shall assume
that you were responsible for the defect.
Where possible any damage or missing items that you report on your inventory form will be rectified. On your departure,
we will check your room and you will be held responsible for any damage not listed on the inventory; you may be charged
for any repairs.
Please report to the Hall Office any damage etc. that occurs throughout the year. That way, we can correct the problem for
you and, if the damage is genuinely accidental or due to normal wear and tear, you may not have to pay for the repairs. At
the end of your stay, you may be held liable for any damage not previously reported.
8.5 Care of Room and Hall Property
Posters
Pin boards are provided in most study bedrooms for you to use. Please do not use nails, screws and adhesive tack (e.g. Blu
Tac) to attach poster or pictures to the walls, other than the pin boards. Any marks on the wall will incur a charge on your
deposit for cleaning or repainting. Fire regulations prohibit posters from being stuck to fire doors (including the door to
your room).
Furniture
Furniture and fittings must not be removed from your study bedroom, nor brought into it from the common rooms.
Furniture and other items must never be left in the corridor, where they may block fire escape routes.
Windows
Many windows have limiters fitted so they cannot be fully opened; this is to prevent people from climbing through the
window. Please do not remove or damage these safety features.
Remember to lock your windows and doors whenever you leave your room.
Damages and vandalism
You must do all you can to look after the Hall and to maintain the furniture and fittings. Where genuinely accidental
damage is reported to the Hall Office, charges for repair or replacement will be reviewed on the merits of each case.
However, if damage is caused by negligence, unreasonable behaviour, or vandalism, those responsible will be charged the
full cost of repair or replacement, labour, and administration charges; if immediate payment is not forthcoming, a deposit
deduction will be made. If individual responsibility cannot be established, the costs may impact on funding available for
other improvements throughout the Hall; you are therefore urged to report anyone whom you suspect of causing damage.
Vandalism is a serious offence against all other residents, staff, and the University, and those causing wanton damage will
be pursued rigorously, with the help of the police if necessary. Those responsible will be dealt with severely under the
student disciplinary code and may be required to leave the Hall.
Room Checks
Room checks will be undertaken to reclaim any crockery and cutlery taken from the dining hall and remove any fire
hazards. You will be given notice to remove any other unauthorised items, or risk having them confiscated
8.6 Right of Staff to Enter Room
You will be given prior notice wherever possible, but this specifically excludes circumstances where immediate access is
required to uphold discipline, for urgent health or safety reasons, or in connection with criminal matters.
The cleaner will come into your room daily to empty your recycling bin (and en-suite bin if left next to the recycling bin),
and once a fortnight (as per the cleaning schedule) to clean your room.
Your room is a workplace for Hall staff and contractors. You must keep your room in a clean, tidy, smoke-free and hygienic
condition so that it is a safe place for our staff and contractors to work; and so that our staff and contractors including Hall
Management staff; the Warden and/or Senior Members are able to undertake the work that is required (e.g. cleaning,
maintenance, welfare etc.).
149. Maintenance
Priority Classification Examples Time to attend
One Danger to the health or safety Flood, gas escape, electric Aim within 24 hours of defect.
of residents. shock, broken windows etc…
Emergency repairs
Two Repairs that affect material Failure of heating, hot water, Aim within five working days
comfort or convenience of power failure etc… of report defect.
Urgent repairs residents.
Three Day to day repairs. Broken light fitting, broken Aim with 28 days of report
shelf/ drawer, dripping tap defect.
Non-urgent repairs etc…
Report it!
If you notice a maintenance problem in your room or in common areas of the Hall – including things like broken furniture,
dripping taps, squeaky doors, etc., – report it at reception in the maintenance request folder; be sure to include a short
description of the problem and its precise location. If you report a maintenance problem with your room, the University
will assume that you have given permission for your room to be entered to make the necessary repairs.
If the problem requires emergency attention (e.g. a water leak or dangerous electrical fault), tell the security officer at
reception immediately; do not just write it in the folder!
Never assume that someone else must have reported a fault or damage: if you see a problem, report it. We cannot correct
problems that we do not know about.
Planned maintenance works
We will endeavour to give you as much notice as possible regarding planned maintenance works. If works will require entry
to your room, we endeavour to always give at least seven days’ notice. However, this may not always be possible as
circumstances may require more immediate action.
Please note that the University will take all reasonable steps to minimise inconvenience and wherever possible to instruct
maintenance contractors to noisy works between 9am and 5pm only. However this may not be always possible depending
on the nature of the works e.g. urgent health and safety works. The University cannot be liable for works that are
undertaken outside of the property.
10. Catering
10.1 Meals
Your accommodation fees include breakfast (brunch at weekends) and dinner 7 days a week. A vegetarian option is
included in all meals. The accommodation package includes meals and it is not possible to remove meals from this
package, therefore no deductions to the Fees can be made.
Breakfast consists of five items Monday to Friday, with seven items on Saturday and Sunday. Each item on the breakfast
list is one item, e.g. toast, bacon, sausage. For evening meal, you are entitled to a three course meal, consisting of starter,
main course and dessert.
Students with College commitments who cannot return in time for the evening meal can pre-book a late meal at the
Security Reception. This usually consists of sandwich, piece of fruit, yoghurt and crisps, and can be collected from the
reception in the evening. This late meal is not a suitable regular alternative for students and special consideration should
be made if a catered hall is the right option for you, if this is likely scenario.
Unfortunately due to the type of kitchens and catering we offer in the halls, we are unable to cater for special diets. This
includes students with nut allergies. Our Catering Managers are happy to discuss menu options and other food related
matters and can be contacted in each Hall or via catering.comments@london.ac.uk
15Guest meal tickets can be signed for at reception. You will be required to complete the guest meal form with your name
and room number. Your account will be credited the meal amount and you have 7 days with which to pay to the Finance
Office.
All meals are served in the dining hall, located in the Lower ground floor. However there may be times during the year
where meals will be served at a different University of London Hall dining room. This is likely to be during holiday seasons
where the number of residents dramatically reduces but could also be during times of extreme staff sickness or a major
kitchen fault.
Guest meal prices
Breakfast £2.50 Brunch £4 Dinner £4
You must take your Hall ID card (or Guest meal ticket) with you to every meal in the dining hall as this proves that you live
here and that you are entitled to a meal. The servery staff will not serve you if you do not have your ID card.
10.2 Meal Times
Breakfast: Monday to Friday: 8.00am - 9.00am
Brunch: Saturday & Sunday 11.00 am-12.30pm
Dinner: Daily 6.00 pm- 7.00pm
Please note that meal times can vary during vacation times
There is often a queue for dinner at the beginning of service. If you prefer not to queue for so long, think about eating a
little later.
Please return your tray when you have finished eating so the kitchen staff can wash up. You can always return to
your table to continue talking with your friends after you have put your tray away.
Please eat your meal in the dining hall: do not remove cutlery!
The dining hall is the social hub of the Hall. We hope that you will eat your meal in the dining hall and take the opportunity
to meet friends and the staff. You can take food out of the dining hall but only if you provide your own clean, sealable
plastic container. The kitchen does not provide take-away boxes or disposable cutlery.
Please do not remove any crockery or cutlery from the dining hall. If too much goes missing, there may not be enough for everyone!
11. Guests & Paid Visitors
We do realise that having guests and visitors in the Halls is important to our residents and a part of life studying away from
home. Though it is important that in ensuring a harmonious and safe living environment for everyone, that the rules
contained in this section are followed.
11.1 Guests
No visitors will be allowed beyond the reception area without being collected and signed in by a resident student. Under
18’s are not permitted as overnight guests.
Please co-operate with the reception staff when they call you to come and sign in your guest(s), ensure your guests
understand and abide by these rules. The reception staff are not authorised to waive the rules for anyone or for any
reason.
Hall staff have the right to refuse admission to any non-resident, or to require them to leave the premises at any time. The
police will be called to help remove guests who refuse to leave.
You must meet all your guests in person at reception and sign them into the guest book .
1611.2 Guests’ behaviour
Your guests must adhere to the same standard of behaviour that is expected of you; you will be held personally responsible
for the conduct of your guests at all times, and consequently you may face disciplinary action for – and be liable for the cost
of – any damage or disturbance caused by your guests.
11.3 Limits on number of guests
You may sign in a maximum of three day guests at any one time.
During term time, residents may have one overnight guest at a time in their single study bedroom for a maximum of 10
nights per calendar month. Requests for exceptions to this rule must be made as far in advance as possible and at least 48
hours prior to the commencement of any stay: you should never promise others they can stay before securing agreement.
Please contact the Warden via email (contact details in section 2.2 of this Handbook) to make this request.
If you are staying in a twin room, please seek permission from your roommate first. The same restriction of 10 nights per
calendar month applies for twin rooms.
Overnight guests must be signed in at Reception. If your guest would like to eat on site, Guest Meal Tickets can be
collected from Reception. No money needs to be handed over at Reception for guests, additional meals or camp beds.
You will be sent an invoice for the amount used.
Guests are not allowed in your room or anywhere in Hall if you are away: if you are on holiday, returned home, or departed
at the end of the year, you may not grant permission to any guests to stay. Residents who do not follow these procedures
may be charged the full commercial rate for an overnight guest.
For security reasons, you must not give your room key or ID card to anyone else: this specifically includes your guests.
12. Your Welfare
12.1 Pastoral Care in Hall
Students typically experience university as a time of significant transition and adjustment. University is also often a time of
exploration and change with respect to personal, sexual or cultural identity. These changes can be positive, fun, exciting,
and rewarding; but we recognise that this time can also be stressful: we know that students face academic, social,
financial, work, family, and institutional pressures.
The Hall seeks to provide an initial support structure for residents based around the Senior Members and Warden.
Residents are welcome to approach anyone in this team, or a member of Hall staff, if they are experiencing personal
difficulties of any kind. The Warden and Senior Members are not trained counsellors, but they are available to listen to
residents’ problems, and are able to provide information about where professional support might best be sought.
Residents are also encouraged to report genuine health and welfare concerns that they may have about another resident.
These will be treated in confidence. Support is also available through Health Centres, the Colleges and Student Union
Welfare Officers, the College Chaplains, independent counselling services and help lines.
The Warden and Senior Members are here to help. The Warden has a great wealth of experience of listening to students’
concerns and worries, and helping them find the right resources to start solving the problems.
12.2 Confidentiality
The personal information which the Hall and the University holds about all residents is subject to the Data protection Act
1998 and the Hall staff cannot release information about you to a third party without your permission, except for crime
and safety reasons. The Hall cannot give your room or telephone extension to anyone so must make sure all your friends
and family are aware of your full address and contact details. If someone else is paying your fees, please pass the invoice
to them, as we cannot give out financial information.
The Warden and his or her team endeavour to deal with any problems sensitively and confidentially and will never
discriminate against anyone because of their age, race, religion, national origin, gender, disability, or sexual orientation.
17Conversations with the Warden and Senior Members are confidential. We believe that the integrity and effectiveness of
the whole team depends on rigorously upholding our duty of confidentiality. However, for your safety, there are some
circumstances when we may have to make a judgement about whether, acting in your best interests, we need to tell
someone else about a conversation we have had with you.
The Senior Members will discuss your case with the Warden – and only the Warden – in the following circumstances:
if they consider that you are at serious risk, either from your own actions or from someone else;
if they consider that there may be a serious risk of harm to others;
if they are worried about you but do not know how best to help you.
Similarly, the Warden may contact a healthcare professional, welfare officer, or the emergency services about you if he is
seriously concerned that there is a risk to you or to others.
We will normally seek your consent before discussing your case with anyone else. Only if there is a real risk of harm will we
discuss your case with someone else without your consent. For further information, please check our website:
University Data Protection Policies and Procedures
12.3 Registration with a Doctor
It is a condition of residence that all students register with a local general practitioner. S/he has an essential role in the UK
system of health care provision. Residents must confirm registration by completing the ‘Medical Registration Form’ –
issued on arrival – and returning it to reception within three (3) weeks of arrival.
Some Colleges operate their own health service:
UCL: University Health Centre; 020 7387 6306 (telephone).
LSE: Health Service; 020 7955 7016 (telephone).
Other Colleges are affiliated to the Central Institutions Health Service (CIHS) at 020 7636 7628 (telephone):
ALL OTHERS (excluding UCL and LSE).
KCL: Register at the CIHS or at one of the three KCL Health Centres. Contact the KCL for further details.
This advice is based on national guidance from Universities UK, published in response to rising cases of meningitis amongst
students in halls of residence. Students who do not register with a local doctor during their stay in London often encounter
problems and delays in obtaining treatment
12.4 Medical Details Form
You must complete parts A and B of the medical details form with the name, address, and telephone number of your general
practitioner (GP) and return it to the Hall Office within 21 days of your arrival
Completion of parts C and D of the medical details form is optional: you can tell us about any existing medical conditions,
disabilities, prescribed drugs, or allergies, and whom you would like us to contact if you are very unwell and unable to
contact someone for yourself.
This information can help us provide any help you ask for now, but is also very useful in the event that you become unwell
or unable to speak for yourself and need us to tell a doctor about your medical history. Any details you give us will of
course be treated as confidential: it will be accessible only to the Hall Management team and Warden’s team, and will only
be shared (in an emergency) with healthcare professionals involved in your care.
12.5 Medical Problems
NHS Direct and NHS 111
NHS Direct is a trustworthy online health advice service. NHS 111 is a telephone health service that can advise you on
treating ailments yourself or if you should visit your GP or go to hospital.
You must tell the Warden if you are admitted to hospital for more than 24 hours.
1813. Discipline in Hall
While studying at the University or residing in Hall you are part of a community of other students, staff and members of
the University and your College. You are expected to act as a responsible and considerate member of that community.
Within Hall you are required to observe the rules and procedures of the Hall and to comply with the terms of the Licence
Agreement.
The ultimate aim of the Hall philosophy is to have residents learn to be self-directed and self-disciplined in their behaviour.
Sometimes, however, individuals or groups of individuals will abuse their freedom to control their mode of living, and their
behaviour will seriously threaten the learning process of the community. In these cases, disciplinary action will
unfortunately be necessary.
13.1 Dealing with Disciplinary Problems
The Warden has authority to take disciplinary action for misconduct in the Hall. The emphasis is on informality, with the
object of solving problems quickly, simply and fairly. It is hoped that the great majority of issues can be settled amicably at
an early stage, without resort to the procedures set out in the Student Disciplinary Procedure.
Misconduct is improper interference with the functioning of the University, or activity which damages the University. “The
University” in this sense includes all the members of the University community as noted above. Within the Hall, a breach of
the Licence Agreement or non-compliance with other reasonable rules or procedures of Hall will be considered to be
misconduct.
If misconduct is found proven it may result in one of a number of consequences including a warning, a fine or in serious
cases termination of your Licence Agreement and you will be ordered to leave the Hall. In addition, the Warden may refer
serious allegations of misconduct to be dealt with under the disciplinary procedures of the University or your College.
Where formal disciplinary action is required, the Student Disciplinary Procedure sets your rights and the procedure that
will be followed. There is a right of appeal against any finding of misconduct or any penalties imposed.
If you fail to attend a scheduled disciplinary interview or misconduct hearing without giving adequate notice and a suitable,
verifiable reason, a decision may be made in your absence and a summary penalty applied.
The staff are primarily concerned for the safety and wellbeing of all residents. You must comply with any reasonable and
lawful requests of the Warden, Hall Manager, and their representatives. Obstructing Hall staff from carrying out their
duties, or failure to cooperate with their reasonable requests, shall be cause for disciplinary action. Verbal or physical
abuse or intimidation of Hall staff are serious disciplinary offences which can lead to being ordered to leave the Hall.
13.2 Discrimination and Harassment
The Statutes of the University of London prohibit discrimination on the grounds of age, race, sex, creed, disability, political
belief, social class, or sexual orientation. Personal harassment of any kind is wholly unacceptable behaviour and can be
grounds for disciplinary action, which can lead to you being ordered to leave the Hall. Any incidents of harassment or
discrimination should be reported in confidence to the Warden.
13.3 Smoking
All Halls operate a strict non-smoking policy, which includes the interior of the accommodation, courtyards, front
steps/patio and balconies (if available). For avoidance of doubt, smoking whilst leaning out of a window is not permitted.
We ask that when you are smoking outside that you follow legal advice and smoke at least two metres away from any
entrances or windows.
Residents are advised that the University does not permit the use of electronic cigarettes on our premises. This is based on
advice from the British Medical Association, which highlights the unknown health impact of the devices, the risks of
undermining current restrictions on tobacco smoking, and the potential for conflict among staff on the issue.
Residents that do not follow these rules will be subject to disciplinary action, which may include fines and could lead to you
being ordered to leave the Hall.
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