R ESIDEN TS' GU IDE 2017-2018 - Incorporating the Conditions of Residence - University of Surrey

 
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R ESIDEN TS' GU IDE 2017-2018 - Incorporating the Conditions of Residence - University of Surrey
R ESI DE N T S ’
   GU I DE
 2017–2018

  Incorporating the
Conditions of Residence

                          University of Surrey   1
R ESIDEN TS' GU IDE 2017-2018 - Incorporating the Conditions of Residence - University of Surrey
CONTENTS

                                                                                                                        AMONG THE TOP 10
                                                                                                                     UNIVERSITIES IN THE 2016
                                                                                                                    GUARDIAN LEAGUE TABLE, THE
                                                                                                                    UNIVERSITY OF SURREY IS THE
                                                                                                                     SECOND-CHEAPEST PLACE
                                                                                                                      TO LIVE AND OFFERS THE
                                                                                                                        MOST AFFORDABLE
                                                                                                                          SINGLE ROOMS

    Welcome                                 4   A–Z Information                   12   Policies                                     20   Electrical Appliances                            27
                                                Broadband (ResNet)                12   Accommodation for                                 Furniture                                        27
    Customer Charter                       6    CCTV                              12   Students with Disabilities                   20   Guests                                           27
                                                Childcare                         12   Allocation Policy                            21   Health and Safety                                27
                                                Energy Efficiency                 12   Application Procedure                        21   Inventory                                        27
    Management                              8   Heating                           12   Complaints                                   21   Keys and Locks                                   27
    Accommodation Services                  8   Insurance                         12   Contractual Relationship                     21   Misconduct                                       28
    Estates and Facilities Management       8   Kitchen Equipment                 13                                                     Noise                                            28
    Cleaning                                8   Laundry Facilities                13                                                     Parking                                          30
    Court Reception                         9   Linen and Bedding                 13   Paying for your room                         22   Parties                                          30
    Maintenance                             9   Litter Clearance                  13                                                     Pets                                             30
    Security                                9   Locks and Keys                    13                                                     Posters                                          30
    Finance                                10   Mail and Parcels                  14   Conditions of Residence                      24   Rent                                             30
    IT Services                            10   Personal Belongings               14   Abandoned Property                           24   Room Changes                                     31
    Student Support Services               10   Refuse Collection and Recycling   15   Access to Your Accommodation                 24   Security of Rooms and Property                   31
    Mentoring                              10   Religious Texts                   15   Arrival                                      24   Single Sex flats/floors                          31
    Wardens                                10   Snow/Ice Clearance                15   Bicycles                                     24   Smoking                                          31
    Housing Associations                        Repairs                           16   Business Use                                 24   Sub-letting of Rooms                             31
    (Bellerby Court, International House                                               Cleaning                                     24   Summer Vacation Residence                        31
    & Millennium House only)               11                                          Council Tax                                  25   Television                                       31
                                                Security, Health and Safety       17   Damage                                       25
                                                Emergencies                       17   Data Protection                              25
                                                Electrical Safety                 18   Departure and Giving Notice to Leave Early   26   Useful Contacts                                  32
                                                Fire Safety                       18   Deposits                                     26
                                                Gas Safety                        18   Drug Misuse                                  26
                                                General Health and Safety         19   Electoral Registration                       27

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R ESIDEN TS' GU IDE 2017-2018 - Incorporating the Conditions of Residence - University of Surrey
WELCOME

    Dear Resident,
    Welcome to your new home!

    Staying in University accommodation is a great start to your
    life at Surrey. You’ll be living with students from different
    backgrounds and from different parts of the world, studying
    different courses and with different interests outside their
    studies. It’s a great opportunity to make new friends, expand
    your horizons and create unforgettable memories.

    You’ll be supported during your time here by a full team
    of professionals from across the University. Please inform
    us of any issues you may have so we can work with you to
    overcome any problems quickly and easily.

    All our accommodation is managed in accordance with the
    UUK Code of Practice for the Management of Student Housing.
    Further details relating to the code can be found at:
    www.uukcode.info

    We hope you have an enjoyable and successful stay in your
    accommodation, and we look forward to meeting you.

    The Accommodation Services team

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R ESIDEN TS' GU IDE 2017-2018 - Incorporating the Conditions of Residence - University of Surrey
A C C O M M O D AT I O N S E R V I C E S
    CUSTOMER CHARTER

    The Accommodation Services team are here to help you and offer advice on all
    residential accommodation matters. We are committed to ensuring you receive
    an excellent level of service and to responding positively to your feedback.

    Vision                                            What you should expect from us:                   A comfortable room                                     How you the customer can help us
    To ensure students, staff and visitors to the     As our customer you can expect                    All rooms have either carpet or vinyl flooring         meet our service standards:
    University are accommodated in safe, secure       Accommodation Services to:                        with a bed, desk, chair, shelves, wardrobe and         To help us provide the best possible service,
    premises across a range of budgets.                                                                 curtains. Most standard rooms have a wash              we suggest the following:
                                                    »	Provide a confidential, friendly and efficient   basin. En suite rooms have their own toilet,
    Aim                                                service                                          shower and wash basin. All rooms benefit             »	Inform us as soon as possible of any issues
                                                    »	Offer accurate and up-to-date information on     from our free ResNet service which provides             you may be encountering – reporting faults
    We aim to provide a friendly and
                                                       our website, at our Receptions and in all of     fast and efficient broadband.                           online
    approachable service, actively listening
                                                       our correspondence                                                                                    »	Contact us by email or through a personal
    to you and working with you to create
                                                    »	Allocate accommodation in accordance with        A well-equipped cooking area                            visit in the first instance
    a service based on mutual respect and
                                                       the current Residential Accommodation                                                                 »	In all correspondence quote your Student/
    understanding. We will apply the University’s                                                       In your cooking area, you’ll have a cooker,
                                                       Allocation Policy                                                                                        Staff number
    Accommodation Allocation Policy fairly                                                              fridge, freezer, microwave, kettle, toaster, sink,
                                                    »	Assist with resolving any issue you have in                                                           »	Give as much information as possible
    and consistently, and will work with all                                                            storage space, table and chairs.
                                                       relation to your University accommodation                                                                regarding your situation and requirements.
    the appropriate University departments to
                                                    »	Provide support and guidance if you                                                                   »	Read and understand your responsibilities
    promote a positive living environment.                                                              A clean place to live
                                                       encounter problems with accommodation in                                                                 under the Terms and Conditions of The
                                                       the private sector                               We will clean all communal areas at least               Residents’ Guide
                                                    »	Signpost other services which may be of          weekly, we will also provide you with a              »	Update us with any changes in your status
                                                       use to you during your stay in University        vacuum cleaner, mop, bucket, dustpan and                that may affect your accommodation needs/
                                                       accommodation                                    brush to use during the intervening period.             requirements
                                                                                                                                                             »	Be respectful of your fellow residents
                                                      In providing our services we value:               A prompt maintenance
                                                    »	Meeting the needs of our community               and repair service
                                                    »	The diversity and individuality of people        We’ll deal with maintenance issues promptly
                                                    »	The professionalism of our staff                 and efficiently. Every job will be allocated
                                                    »	Effective communication, including your          a status according to its severity. All faults
                                                       feedback on our services                         can be reported online but in the event of an
                                                    »	Our approachability                              emergency call Security on 01483 683333 or
                                                                                                        extension 3333
                                                                                                        archibus.surrey.ac.uk/studenthelpdesk/
                                                                                                        index.cfm

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R ESIDEN TS' GU IDE 2017-2018 - Incorporating the Conditions of Residence - University of Surrey
MANAGEMENT

      Your accommodation is managed by a University-wide team to ensure you
      receive a professional service in all areas of your accommodation experience.

      Accommodation Services                             Estates and Facilities Management
    »	Accommodation Services takes overall              Estates and Facilities Management (E&FM)
       responsibility for your accommodation,            are responsible for                                  Court Reception                                    Security
       so if you are unsure of whom to talk to or                                                             The Reception is the centre for most Courts.       There are Security staff on duty 24 hours a
       have feedback relating to your experience       »	The management of Court Receptions on               This is where you can:                             day at the main Campus Security Team on
       in accommodation, please contact us. The           Stag Hill Campus                                                                                       the ground floor of Senate House. Manor
       Accommodation Office is open Monday to          »	Delivery of mail (see A-Z Information for         »	Collect post and parcels. On Stag Hill Campus     Park also has a Security Team on duty
       Friday from 10am to 5pm and is located             further details)                                     courier parcels will be delivered to Central      24 hours, that can be contacted by calling the
       in the Philip Marchant Building, Stag Hill      »	Cleaning services                                    Distribution for residents to collect. At Hazel   main campus office on 2002. Hazel Farm has
       campus.                                         »	 Maintenance                                         Farm and Bellerby Court post and parcels will     regular mobile and foot patrols.
                                                                                                               be delivered directly to your accommodation
      Accommodation Services has day-to-day              If you live in Bellerby Court, International       »	Report any issues relating to your cleaning       Our Security team’s main purpose is to
      responsibility for:                                House or Millennium House your Housing                service                                           ensure the security and safety of students,
                                                         Association will be responsible for these          »	Seek support for ResNet via a ResNet Advisor      staff and buildings, with regular patrols
    »	Receiving all accommodation applications,         services. For all queries relating to these        »	Make general enquiries in relation to your        carried out both day and night. If you need
       the allocation of rooms and room transfers        services, please contact your Court Reception.        accommodation                                     help at any time you can contact Security by
    » Invoicing you for your accommodation               If you are in private accommodation, please                                                             going to the office or by calling the numbers
    »	Providing information on renting in               contact your landlord directly.                      Please see the back of this booklet for contact    detailed below. Out of normal opening hours,
       the private sector, providing up-to-date                                                               details and opening times.                         Security also deal with urgent requests for
       information on houses/rooms available in          E&FM also undertake the upkeep of all areas                                                             maintenance and will help you with other
       the private sector via surreystudentpad.co.uk     on campus including grounds, walkways and            Maintenance                                        enquiries you may have.
    »	Management of houses in the Head Leasing          non-residential buildings.                           Maintenance is carried out by University
       Scheme                                                                                                 staff or approved contractors used to working      If you have an emergency the Security team
    » Management of the Reception at Manor Park          Cleaning                                             in the Courts. Requests for repairs should         can be contacted by phoning:
                                                         Cleaning is carried out in the communal              be made online (see Repairs for further            +44 (0)1483 683333
                                                         areas of the Courts, e.g. stairwells, corridors,     details). If you have an emergency situation
                                                         shared bathrooms and shared kitchens (this           (i.e. flood, no power) contact Security on:        This will connect you to the Security Office
      It wasn’t the beautiful campus                     does not include washing of dishes). The             +44 (0)1483 683333                                 in Senate House which is open 24 hours a
      that impressed me the most about                   cleaning schedule will be displayed in your          or extension 3333                                  day. Please remember that this line is for
                                                         kitchen. Any queries relating to this service                                                           emergencies only.
      Surrey, nor was it the breathtaking
                                                         should be made to your Court Reception in
      landscapes that surround it or the                 the first instance.                                                                                     Non-urgent calls to the 24-hour Security
      proximity to London … what really                                                                                                                          Office should be made to:
      drew me in was that no matter how                                                                                                                          +44 (0)1483 682002

      culturally diverse or scarily new it
      all was, Surrey felt like home.

      Em Bollon
      Former President, Students’ Union

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R ESIDEN TS' GU IDE 2017-2018 - Incorporating the Conditions of Residence - University of Surrey
Finance                                          Mentoring                                          Other Support Services
                                                        Student Life Mentors are current students
       The Student Finance Team are responsible for                                                        Student Services Centre,
                                                        who are on hand to support new students
       the collection of your rent. They also provide                                                      Student Information Desk
                                                        through their first year in accommodation.
       guidance should you experience difficulty in                                                        01483 68 68 68
                                                        They visit residences regularly to help with
       making payments. They are located within the                                                        surrey.ac.uk/ask
                                                        everything from settling in and finding
       Student Services Centre and can be contacted                                                        facebook.com/surreystudent
                                                        your way around campus to dealing with
       via email: student-receivables@surrey.ac.uk                                                         twitter.com/surreystudent
                                                        conflict in flats and any wellbeing issues you
                                                        may face.
       IT Services                                                                                         The Centre, located in Hall Complex opposite
                                                                                                           Senate House, is your first-stop shop for
     »	Manage the broadband (ResNet) service           Mentors are well informed about the support
                                                                                                           information, advice and guidance on the
        within your accommodation                       services available across campus and can
                                                                                                           matters below:
     »	Support is provided by ResNet Advisors who      draw on their own experience to act as an
        can be booked via your Court Reception and      approachable and easily accessible welfare
                                                                                                           Student Registry
                                                                                                         »	
        support is available Monday-Friday 5-8pm        presence throughout the year. They also
                                                                                                           General administration and support
                                                        organise social events such as movie nights,
                                                        quizzes, ice-skating trips and sushi making,
       Student Support Services                                                                            Student Money
                                                                                                         »	
                                                        providing you with an opportunity to get to
       Student Support Services bring together                                                             Scholarships/bursaries, funding problems/
                                                        know your flatmates and neighbours better.
       a range of support services to help you                                                             delays, budgeting, discretionary hardship funds
       throughout your time at University. Full
                                                        On the accommodation poster in your
       details can be found at:                                                                            International Student Support
                                                                                                         »	
                                                        kitchen you’ll find details of who your
       surrey.ac.uk/currentstudents                                                                         Support & visa issues
                                                        Mentor is and how to contact them. You
                                                        can also find out more and request a visit                                                                David Carey, Senior Warden,
       Our Warden and Mentoring Teams are a key                                                            Finance Receivables
                                                                                                         »	
                                                        by contacting the Student Life team via                                                                     shares his experiences:
       part of the residential support available.                                                          Problems with paying for fees/accommodation
                                                        surrey.ac.uk/mentoring. See page 33 of this
                                                        guide for further contact details.
                                                                                                           Centre for Wellbeing
                                                                                                           Located in University Court, the Centre
                                                        Wardens                                                                                                  As residential Wardens, we live
                                                                                                           provides information and advice on all issues
                                                        Wardens are members of University staff
                                                                                                           affecting your health and wellbeing.                    among you in the Courts of
                                                        who live permanently in the residences with
                                                        their families to help support the residential                                                         Residence to support your welfare
       Given the high placement in the                                                                     The Guildowns University Medical Practice
                                                                                                                                                                 needs and maintain discipline.
                                                        community. Wardens are here to help you get
       league tables and excellent travel                                                                  Located in University Court, The GP practice
                                                        the most out of your student life at Surrey.                                                            All of the Wardens have day jobs
                                                                                                           provides medical consultations and advice.
       links to London, the University of               Your Warden is a good point of contact if you
                                                                                                           When you arrive, arrangements will be made           in a variety of departments right
       Surrey halls of residence really is              need some help or advice about any aspect
                                                                                                           for you to register with a doctor.                  across the University, so our wide-
                                                        of life in your Court. Wardens are also here
       value for money. With all the bills                                                                                                                   ranging combined experience of the
                                                        to ensure all residents maintain reasonable
       included, it really is a huge worry                                                                 The Chaplaincy Service
                                                        behaviour.
                                                                                                           Located in Surrey Court.                            University as a whole means that
       off your mind, allowing you to                                                                                                                           we are often the first port-of-call
       enjoy the full university experience.            For non-urgent issues you can arrange to
                                                                                                                                                              for information. If we can’t provide
                                                        meet your Warden by emailing the Wardens’          Housing Associations
                                                        court address (see page 33 for your court’s        Bellerby Court, Millennium House and                  exactly what you need, we will
       Lauren Whatley
                                                        email address). For any urgent matters, please     International House are cleaned and                 certainly know who to put you in
                                                        contact Security. They will contact a member       maintained by the Housing Associations who
       BSc Accounting and Finance                                                                                                                            touch with in order to help. We hope
                                                        of the Wardening team immediately. Further         manage these buildings. If you require further
                                                        details can be found online at:                    details please contact Accommodation Services.     you enjoy your time in residences.
                                                        surrey.ac.uk/wardens

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                                                                                                                                                                                                             11
A – Z I N F O R M AT I O N                                                                              Kitchen Equipment                                   Linen and Bedding
                                                                                                             A fridge, freezer (or fridge-freezer), electric     Bedding (duvet and pillows), bed linen and
                                                                                                             kettle, cooker, microwave, toaster, iron            towels are not provided. You can either:
                                                                                                             and ironing board are provided in each
     Broadband (ResNet)                                 Heating                                              communal kitchen but you must provide             »	Bring with you a duvet, duvet cover, pillows,
     ResNet is your free connection to the              Controls for hot water and heating are
                                                                                                             your own cooking utensils, crockery and              pillowcases and sheets to fit a single bed
     Internet, 24 hours a day. To connect, complete     automatic. If your room is too warm or too
                                                                                                             cutlery. Please note the regulations for any         (approximately 190cm x 90cm for all single
     your online course registration at sits.surrey.    cold, some limited temperature adjustment
                                                                                                             personal cooking equipment (see                      rooms)
     ac.uk. Once the course registration has been       is possible using the control valve on your
                                                                                                             page 18).                                         »	Purchase a bedding pack from the University
     completed it will be possible to connect to the    radiator. Please note, on many radiators this
                                                                                                                                                                  prior to your arrival (which includes all the
     Internet.                                          requires the use of a coin to turn the valve
                                                                                                             All cooking appliances (cookers, hobs,               items listed above and will be delivered to
                                                        towards the thick blue line to cool the room,
                                                                                                             microwave ovens, toasters and kettles) are           your room before you move in)
     All bedrooms have free broadband access.           and towards the thinner blue line for more
                                                                                                             electric. Cookers and hobs have rotary knobs
     The service is subject to an Acceptable Use        heat. If your room remains too hot or too
                                                                                                             for the radiant rings, grill and oven. Please       Packs can be purchased at: store.surrey.ac.uk
     Policy, which can be viewed at:                    cold please report online to the Estates and
                                                                                                             ensure that you switch off when you have
     surrey.ac.uk/resnet                                Facilities Helpdesk using the details at the
                                                                                                             finished using the cooker or hob. When you          Litter Clearance
                                                        back of this booklet on page 33.
                                                                                                             clean the cooker or hob always ensure you
     If you have any problems with this service                                                                                                                  The paths, steps and grounds around the
                                                                                                             turn off the electrical supply by using the
     please contact your Court Reception.               In order to conserve energy and reduce                                                                   residences are routinely swept and litter
                                                                                                             nearby red switch.
                                                        carbon emissions it is University Policy to                                                              removed. Residents are expected to behave
                                                        maintain a normal maximum temperature                                                                    responsibly and avoid dropping litter
     Bus Passes                                                                                              Laundry Facilities                                  including bottles and cans. Cigarette butts
                                                        for any residence of 21 degrees Celsius during
     Bus passes are issued free of charge to            the day and evening. In most buildings               Self-service launderettes for residents are         should be disposed of in the cigarette bins.
     students living at Hazel Farm. A charge of £20     heating is switched off during the night from        provided at:
     will be made for lost or damaged Bus passes.       approximately 2am – 6.30am. Central heating                                                              Locks and Keys
                                                        is normally operated from when the external        »	Stag Hill campus, on the ground floor of the
                                                                                                                                                                 On arrival you will be given a key to the door
     CCTV                                               daytime temperature is below 18 degrees               AA building
                                                                                                                                                                 of your floor or flat, and for your bedroom. For
     CCTV is installed in some areas of the             Celsius.                                           »	Hazel Farm, Hamilton Drive
                                                                                                                                                                 your security and safety, always lock the door
     residences for your security and safety. This is                                                      »	Hazel Farm, Hamilton Place
                                                                                                                                                                 of your bedroom when you go out. You should
     carefully managed by the University Security       Insurance                                          »	Bellerby Court, in Wealden House (externally
                                                                                                                                                                 also be sure to lock your floor/flat front door to
     Department to ensure the privacy of residents.                                                           provided)
                                                        The University accepts no liability for any loss                                                         keep your home secure. Your key must never
                                                                                                           »	Manor Park near Reception and at 71-77
                                                        of or damage to your personal belongings.                                                                be given out to anyone.
                                                                                                              Ronald Ross Road
     Childcare                                          Your belongings will be covered by a block
     The University provides the Campus Kids Day        insurance policy provided by Endsleigh                                                                   If you need a replacement key or security fob,
                                                                                                             Swipe access is required to access the
     Nursery, a professionally-run facility located     Insurance. This provides limited cover for loss                                                          you can obtain this, on payment of £20, at
                                                                                                             launderette. A wash costs £2.20 to £3 and
     on the Manor Park Campus.                          or damage to your belongings if you have                                                                 Accommodation Services or at Manor Park
                                                                                                             to dry an average load costs approximately
                                                        taken reasonable steps to keep them secure.                                                              Reception. Out of office hours you should
                                                                                                             £1.20 to £1.50. All of the machines are
     For more information, see:                         You are advised to check the policy to ensure                                                            go to your Court Reception. When they are
                                                                                                             operated by a ‘top up card’ system. Cards
     kidsunlimited.co.uk/nurseries/                     that the cover provided is adequate for your                                                             closed, the 24-hour Security Office in Senate
                                                                                                             are available from machines located at the
     campus-kids-guildford                              needs: www.endsleigh.co.uk                                                                               House will assist you, usually by letting you
                                                                                                             launderettes and the reception at Manor Park.
                                                                                                                                                                 into your room.
                                                                                                             Mobile app: circuit.co.uk/mobile-app.
     Energy Efficiency                                                                                       For more information please visit:
                                                                                                             circuit.co.uk.
     The University is committed to energy
     efficiency and environmental issues.
                                                                                                             All launderettes are operated by Circuit
     Residents are urged to be responsible in
                                                                                                             Launderette Services. Breakdowns or
     their consumption of energy and water by
                                                                                                             faults can be reported direct to Circuit on
     switching off lights and electrical appliances
                                                                                                             0800 092 4068. Instructions for use of the
     and by turning off taps and showers after use.
                                                                                                             launderette are displayed at each location.

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Mail and Parcels                                                                                  Refuse Collection and Recycling                     Religious Texts
                                                     »	Stag Hill campus residents’ mail should be
     We would recommend the use of your                                                                In student residences (other than family            In a number of our rooms you’ll find a gift
                                                        addressed with the name of your Court, flat
     student number, alongside your full name, to                                                      flats), refuse is removed from kitchens daily,      of a bible given by Gideons International.
                                                        and room number, followed by University of
     ensure mail reaches you in a timely fashion.                                                      Monday to Friday. Three types of refuse are         If you do not have a copy and would like
                                                        Surrey, Guildford and the relevant postcode
                                                                                                       collected. These should be kept separated           one, please contact the Chaplains:
                                                        for your Court:
     Stag Hill Campus Residents                                                                        using facilities provided: general waste, dry       chaplaincy@surrey.ac.uk.
                                                        Battersea Court        GU2 7JQ
     Royal Mail items are delivered to Court                                                           mixed recycling and glass.
                                                        Cathedral Court        GU2 7JH
     Receptions during the morning, Monday to                                                                                                              If you would like to return your, copy please
                                                        Guildford Court        GU2 7JL
     Friday, and are available for collection by                                                       In some kitchens a fourth recycling bin             hand it in at your Court Reception.
                                                        International          GU2 7JL
     residents in the afternoon. Courier items are                                                     is available for food waste (which should
                                                        Millennium             GU2 7JN
     delivered to Central Distribution.                                                                otherwise be disposed of with general waste).       If you wish to discuss any religious matters or
                                                        Stag Hill Court        GU2 7JG
                                                                                                       This is also collected daily, Monday to Friday.     are interested in reading other religious texts,
                                                        Surrey Court           GU2 7JW
     Manor Park                                                                                        At weekends all refuse should be deposited          please contact the Chaplains:
                                                        Twyford Court          GU2 7JP
     All mail items are delivered to Manor Park                                                        in the bins provided at waste disposal sites        surrey.ac.uk/chaplaincy
                                                        University Court       GU2 7JN
     Reception, Monday to Friday. Emails will                                                          outside residence buildings. Further details
     be sent to residents when post is ready for
                                                     »	Manor Park residents’ mail should be
                                                                                                       regarding recycling can be found on the             Snow/Ice Clearance
     collection.                                                                                       various bins and receptacles provided and           The University Estates and Facilities
                                                        addressed with your full name, flat and room
                                                                                                       residence Reception staff can provide advice        Management Department is responsible for
                                                        number, road name and block name, Manor
     Hazel Farm and Bellerby Court residents                                                           as required.                                        dealing with snow and ice clearance.
                                                        Park Student Village, Guildford, GU2 7YW
     All mail items are delivered directly to
     houses.                                                                                           If you live in a family flat, you are responsible   In winter weather conditions, the paths and
                                                     »	Hazel Farm residents’ mail should be
                                                                                                       for removing your refuse to the collection          steps round the residences will be gritted and
                                                        addressed with the house and room number,
     General                                                                                           points. Recycling bins for paper, cardboard,        snow and ice cleared as required.
                                                        road name, Worplesdon, Guildford, and the
     No mail is delivered to the University on                                                         glass and tins are provided at central points
                                                        relevant postcode for your road:
     Saturday, Sunday, Public Holidays and                                                             outside residence buildings.                        If there is significant snowfall, announcements
                                                        Hamilton Drive         GU2 9PL
     University closure days.                                                                                                                              will be made on the University’s website to
                                                        Hamilton Place         GU2 9GX
                                                                                                                                                           inform you of any special arrangements:
                                                        Hamilton Close         GU2 9GU
     If your Court Reception receives an item                                                                                                              surrey.ac.uk/alert.
                                                        Oregano Way            GU2 9YT
     requiring a signature, you will receive an
     email to your University account advising
                                                     »	Bellerby Court residents’ mail should be
     you to go to your Reception with your
                                                        addressed with the flat and room number,
     student ID card to collect the item.
                                                        name of house, Rosalind Franklin Close,
                                                        Guildford GU2 7XR
     After students have left University
     accommodation, any uncollected mail will
                                                       Residents are advised not to use the
     be returned to sender (where possible).
                                                       University postcode (GU2 7XH) for personal
     When leaving University accommodation, we
                                                       mail.
     recommend you set up a mail redirection to
     your new address online:
                                                       Personal Belongings
     royalmail.com/personal/receiving-mail/            Residents are reminded that other people’s
     redirection                                       belongings (including food and kitchen
                                                       utensils) must only be used or borrowed with
     Envelopes containing valuables may be liable      prior permission.
     to being stolen from the Court Reception
     pigeon holes. If you intend to have such
     items delivered, we strongly advise that you
     arrange for them to be sent by recorded
     delivery.

14   surrey.ac.uk                                                                                                                                                                          University of Surrey   15
Repairs                                              A Maintenance Calling Card will be left
                                                          by Maintenance Staff once work has been
                                                                                                             S E C U R I T Y, H E A LT H
     Faults must be reported as outlined in the
     table below.
                                                          completed. If you feel the reported fault has      AND SAFETY
                                                          not been resolved to your satisfaction, you
                                                          can add your comment to the card and leave
     If you report a fault in your accommodation,
                                                          it at your residence Reception, or email it to:
     you give permission for Maintenance
                                                          efmenquiries@surrey.ac.uk
     Staff/Contractors to enter to rectify the fault
     and you do not need to be present when they                                                             You are required to conduct yourself responsibly and in a safe manner
                                                          We endeavour to carry out planned
     attend.
                                                          inspections and maintenance of buildings so        that is compatible with the health, safety and wellbeing of your fellow
     As outlined in the table below, Maintenance
                                                          as to minimise inconvenience to residents. We      residents and the buildings in which you live.
                                                          will normally give notice of any planned work
     Staff prioritise work according to its Repair
                                                          at least 48 hours before it is carried out.In an
     Response Classification and always aim to
                                                          emergency, for example a fire or flood, we may
     resolve faults in a timely manner.
                                                          need to enter your accommodation without
                                                          giving notice.
                                                                                                             It is an offence in law to interfere with or   Emergencies
                                                                                                             misuse anything provided in the interests of
                                                                                                                                                            In case of an emergency please contact
                                                                                                             health and safety, including fire-detection
                                                                                                                                                            Security on extension 3333 (from a
     FAULT                                   REPORTING                     RESPONSE                          systems, fire alarms and fire-fighting
                                                                                                                                                            University telephone) or +44 (0)1483 683333
     EMERGENCY                               Notify your Court reception   Monday to Friday 9am – 5pm        equipment. The University will take
                                                                                                                                                            (from external lines and mobile phones).
     Matters giving rise to an immediate     and call Security on          we will respond within 1 hour     disciplinary action against any resident
     risk to life, health & safety and       +44 (0)1483 683333 or                                           found to be endangering the welfare of other
                                                                                                                                                            On Stag Hill campus/Manor Park, in an
     building integrity or an unacceptable   extension 3333                Outside of these hours we will    residents or members of the University
                                                                                                                                                            emergency (medical, fire, assault etc) always
     security risk                                                         respond within 2 hours            community.
                                                                                                                                                            contact Security. They will then come directly
                                            Lift entrapment, please use                                                                                     to the incident and will also contact the
                                                                                                             A copy of the University Health and Safety
     e.g. Gas leak, flood, dangerous        the alarm phone in the lift                                                                                     Emergency Services for you, directing them to
                                                                                                             Policy can be viewed at: surrey.ac.uk/hsd
     electrical equipment, lift entrapment,                                                                                                                 the precise location of the incident.
     access system failure
                                                                                                                                                            At Hazel Farm and Bellerby Court please call
     URGENT                                  Monday to Friday 8am – 5pm    We will respond within a
                                                                                                                                                            999 for the Ambulance Service, Fire Brigade
     Matters that prevent students, staff    call Estates and Facilities   maximum of 24 hours either
                                                                                                                                                            or Police. As soon as possible afterwards,
     or the University from conducting       Helpdesk on +44 (0)1483       fixing or implementing                                                           please contact University Security to inform
     core operational activity               689230 or extension 9230      a temporary solution. A                                                          them that the Emergency Services have been
                                                                           permanent fix may take up to                                                     called.
     For example loss of utility supplies    Outside of these hours please 7 days.
     e.g. electrical including cooker and    call Security on +44 (0)1483
     or fridge, water and heating            683333 or extension 2002
     NON URGENT                              Log online at:                Aim to respond within 3
     Routine matters that impinge upon       surrey.ac.ukreportrepair      working days either fixing
     the proper working of the facilities                                  or implementing with a
                                                                           temporary solution. A
     e.g. faulty showers, taps, toilets,                                   permanent fix may take up to
     lighting, fixtures and fittings                                       14 days.

     Decoration, fixtures and fittings/      Log online at:                These faults are classified as
     furniture repairs, uneven paths/        surrey.ac.ukreportrepair      ROUTINE. We aim to respond
     roads, structural defects etc.                                        within 20 working days
                                                                           and resolve the fault in line
                                                                           with our established routine
                                                                           maintenance programme.

16   surrey.ac.uk                                                                                                                                                                          University of Surrey   17
Electrical Safety
       All electrical supplies in the residences operate     The fire-fighting apparatus is supplied for
       at 230 volts and if used incorrectly can give         use only in an emergency. If you do have to
       fatal electric shocks. Faulty or damaged              use this equipment, please report this to your
       electrical equipment can also cause fires.            Court Reception as soon as possible so it can
                                                             be replaced. Tampering with any fire-safety
       The electrical equipment provided by the              equipment (misuse of fire alarms, propping
       University is routinely checked to ensure it          open fire doors, covering smoke detectors,
       is safe. If you bring electrical equipment into       and so on) is a serious offence. Any resident
       the residences it must be in good condition           found misusing safety equipment will be
       and be fitted with a UK 3-pin plug with a fuse.       fined, may be required to leave the residence
       Continental two or three-pin plugs and adaptors       and could be reported to the police for
       should not be used. The University reserves the       criminal investigation.
       right to remove, without warning, electrical
       appliances it deems to be unsafe or appliance         Fire-evacuation practices are arranged during
       leads that are not CE or BS kite-marked.              the First Semester. You are required to co-
                                                             operate with the instructions of University
       For your own safety and that of your fellow           staff during practice evacuations. If you have
       residents, you must stop using equipment              a disability, the University Fire Safety Officer
       immediately if you notice the following               will advise you about safe evacuation in the
       danger signs:                                         event of a fire. Please note that fire escapes/
                                                             exits should only be used in emergencies.
     »	Plugs or wall sockets which are overheating
        or are scorched or cracked                           Nearly all the fires in student housing start
     »	Cables or wires which are loose, exposed or          in the kitchen, and most involve cooking.
        fraying                                              You must take reasonable steps to prevent a
     »	A burning smell when appliances are                  kitchen fire:                                        General Health and Safety
        switched on
                                                                                                                »	If you have an accident, a ‘near miss’ or you       »	You may not bring weapons or replica weapons
     »	Fuses which blow frequently                        »	Never leave cooking unattended
                                                                                                                   spot a safety hazard, you should report this to        into the Courts, including guns, air guns,
                                                           » Never fill a pan more than one-third full of oil
                                                                                                                   your Court Reception or to Accommodation               swords and knives
       If you are concerned about any of the electrical    » Keep grill pans clean
                                                                                                                   Services or University 24-hour Security Office
       installations or appliances in your residence,      »	Do not put tea towels on a hob directly after
                                                                                                                »	All accidents must be formally reported on a          Residents who have children are responsible
       please speak to your Court Reception.                  use
                                                                                                                   University Incident Report Form                       for their safety whilst in University buildings.
                                                           »	Be especially cautious if under the influence
                                                                                                                »	Bicycles, additional furniture or other large         English Law does not specify a particular age
       Fire Safety                                            of alcohol or any other medication
                                                                                                                   items may not be brought into residence               at which a child can be left unsupervised, but
       If you find a fire, sound the alarm                                                                         buildings; they must not be stored externally         parents may be prosecuted if they leave a child
       immediately by hitting the nearest red alarm          Gas Safety                                            where they obstruct access to doors or stairs         alone ‘in a manner which is likely to cause
       call point - they are usually near the entrance       If you smell gas, report it immediately to         »	You must not obstruct doors, corridors, stairs or     unnecessary suffering or injury to health’
       to your flat/floor.                                   University Security. Dial: 3333 (from any             communal areas                                        (Children and Young Persons Act 1933).
                                                             University phone) or +44 (0)1483 683333            »	You may not burn candles, joss sticks or use
       A loud continuous electronic siren anywhere           (from external lines and mobile phones)               naked flames or ‘hookah’ pipes in residences          University residences should be regarded as
       in the University triggers a fire evacuation.                                                            »	The use of candles or other naked flames in           high-risk areas for young children. Babies
       You and any guests must leave the building            Gas appliances in the residences are serviced         University accommodation is prohibited                and toddlers should never be left alone in any
       immediately and go to your designated                 and safety checked annually by ‘Gas Safe’          »	Residents are not allowed to bring into the           circumstances.
       assembly point or Court Reception if                  qualified contractors. Landlords Gas Safety           Courts any substance or equipment which
       directed to do so. You must only return to            Certificates are displayed in relevant                might be hazardous to health or safety, (such as      University staff have the right to carry out their
       the building when a Fire Officer or Security          buildings and are also available to view by           petrol, solvents, Nitric Oxide Synthase (NOS),        duties without fear of intimidation and abuse.
       Officer instructs you to do so. The University        prior arrangement at the Accommodation                so-called legal highs, laboratory equipment,          Such behaviour, directed at staff, is a very serious
       considers a failure to evacuate satisfactorily to     Office.                                               etc)                                                  offence and will lead to disciplinary action.
       be a disciplinary offence.
18     surrey.ac.uk                                                                                                                                                                                         University of Surrey   19
POLICIES

                                                                                                          Allocation Policy                                Complaints
                                                                                                          The ‘Accommodation Allocation Policy’            If you have a complaint about your
                                                                                                          is reviewed annually by the University           accommodation, you should first try to resolve
                                                                                                          in conjunction with the Students’ Union.         it informally. Please see the front of this Guide
                                                                                                          Changes of the policy are recommended to         for details of which area to contact. If you
                                                                                                          the Executive Board which normally decides       are unsure, please contact Accommodation
                                                                                                          the policy in December.                          Services.

                                                                                                          The current policy can be viewed at:             If you are not satisfied with the outcome
                                                                                                          surrey.ac.uk/accommodation                       you may make a written complaint to
                                                                                                                                                           Accommodation Services. A response will
                                                                                                          Application Procedure                            normally be given in five working days.
                                                                                                          New students are invited to apply for
                                                                                                                                                           If you are unhappy about the way your
                                                                                                          accommodation from March each year.
                                                                                                                                                           complaint has been dealt with you may submit
                                                                                                          Undergraduate students have places
                                                                                                                                                           a formal University complaint. Details of this
                                                                                                          confirmed during August and September.
                                                                                                                                                           process can be found online at:
                                                                                                          Postgraduate students have places confirmed
                                                                                                                                                           surrey.ac.uk/currentstudents/study/
                                                                                                          after the University receives an agreed
     Policy for Accommodating                                                                             proportion of your course fees, usually during
                                                                                                                                                           complaints_appeals/
     Students with Disabilities                                                                           August and September.
     There are study bedrooms designed for              Students with significant special needs are                                                        Contractual Relationship
     students with disabilities and other special       advised to visit our campus prior to arrival to   The majority of applications are made using      Students living in University-owned / managed
     needs within most of the Courts of residence.      discuss their requirements and view the type      an on-line system and confirmations of           accommodation are licensees. Your licence is
     These include rooms for wheelchair users,          of facilities available.                          allocation are emailed to you.                   granted because of your intention to follow a
     deaf students and for students whose                                                                                                                  course of study at the University. If you cease to
     disability requires additional space for special   The existence or pre-existence of disorders       Eligible returning students are able to apply    follow a course of study at the University you
     equipment.                                         that are well controlled and have responded       for accommodation online during March.           will be required to leave your residence.
                                                        to medical treatment, even though there is a      Details can be found online at:
     The University recognises that in exceptional      continuation of medical treatment, does not       surrey.ac.uk/accommodation                       Your contractual agreement is for a fixed
     cases students who are severely disabled           necessarily constitute grounds for University                                                      period and if you decide to leave your
     or suffer from mental-health disability or         accommodation. Examples of conditions             Returning applicants will be informed if they    residence before the end of that fixed period
     severe medical impairment could not attend         not normally considered are urinary tract         have been successful by mid May.                 you will still be required to pay rent for the full
     University unless they are offered University      infections, irritable bowel syndrome, asthma,                                                      duration.
     accommodation. Accommodation Services              dyslexia, eczema, well-managed diabetes or
     will consider applicants recommended by            epilepsy.                                                                                          When you apply for accommodation you
     Additional Learning Support in accordance                                                                                                             have to agree to abide by the ‘Conditions
     with University policies and subject to                                                                                                               of Residence’ set out below. These are an
     suitable accommodation being available.                                                                                                               important part of your licence agreement or
                                                                                                                                                           tenancy.

                                                                                                                                                           Please read the Conditions of Residence
                                                                                                                                                           carefully, on pages 24 to 31 of this guide

20   surrey.ac.uk                                                                                                                                                                             University of Surrey   21
P AY I N G F O R Y O U R R O O M

     When do I need to pay for my room?
     We will send an invoice to your University Email Account
     within 14 days of arrival. This will show your Pay-by date.

     What should I do if I do not receive an invoice?
     Wait for 14 days after you have arrived and re-check your
     University Email Account. If the invoice has still not been
     emailed to you, contact Accommodation Services (details are
     at the back of this booklet).

     How do I pay my Residence Fees?
     When you receive your invoice, read both pages of the invoice
     carefully as these will have all the information you need to pay.

     Method 1:
     Pay in full by the “Pay by” date shown on page 1 of your
     invoice by card on our website: surrey.ac.uk/accommodation/
     payment

     Method 2:
     If you are staying for more than 16 weeks you will be offered
     the chance to pay in instalments. See page two of your invoice
     for details.

     Contact Accommodation Services if you have not received
     your invoice within 14 days of arrival, or have a query
     regarding the rent you have been charged. If you have
     concerns about your ability to pay please contact the Student
     Finance Team in the Student Services Centre.

     Please see the back of this booklet for contact information.

22   surrey.ac.uk                                                        University of Surrey   23
CONDITIONS OF RESIDENCE

     The Conditions of Residence are the rules and policies of residence. When
     you accept your accommodation you agree to abide by the Conditions of
     Residence and these are an important part of your licence agreement or
     tenancy (see Policies/Contractual Relationship).

     The University reserves the right to introduce such changes to the
     Conditions of Residence as may be necessary or desirable.

     Abandoned Property                                Arrival
     You may not leave property behind anywhere        Arrival instructions will be sent to you
     in the Court after you vacate your room. If       via email. You’ll normally be allocated a        The University reserves the right to charge      Residents will be charged for non-return or
     any property is found in or about your room       room from the weekend before your course         residents for excess cleaning if hygiene and     loss of keys, for the need to return furniture
     after you have left (including property left in   starts. Please check your Acceptance Email       cleanliness fall below a reasonable standard     to its original position and for deterioration
     or around any other part of the University,       to confirm your arrival date. International      in bedrooms and/or communal areas. The           of furniture, fittings or structure of the room
     such as cycles in Court cycle sheds) then the     students may be admitted up to four days         accommodation is periodically checked and        or communal areas not due to fair wear and
     University may dispose of such property in        earlier, if they are participating in the Meet   a full inspection is made prior to departure.    tear, and any additional cleaning required.
     the manner it finds appropriate.                  and Greet or International Orientation           Residents will be charged for excess cleaning.   Rooms/flats are inspected at intervals
                                                       Programme.                                                                                        throughout the year, and before departure.
     Access to Your Accommodation                                                                       Council Tax                                      Any charges due will be invoiced.
     If you report a fault inside your bedroom         Bicycles                                         Full-time students living in University
     or flat, you automatically give permission        Bicycles may not be brought into Residence       residences are exempt from Council Tax.          Data Protection
     for maintenance staff/Contractors to enter        buildings. There are lockable bicycle stores     Residents of family accommodation are liable     Personal data collected on your
     and rectify the fault. If we need access to       available in each Court of Residence.            to pay Council Tax which is collected by the     accommodation application will be held on
     your accommodation to carry out routine                                                            University with, and in addition to, rent. The   the University database for administrative
     maintenance or inspections, for example           Business Use                                     amount of Council Tax depends on the size of     purposes. It will be processed in accordance
     annual electrical-equipment testing, we’ll                                                         the flat and circumstances of the family.        with the statutory Data Protection Principles
                                                       Residents may not operate a business in or
     give you at least 48 hours’ notice of when                                                                                                          and the University’s registration under the Data
                                                       from University accommodation.
     this is due to happen. In an emergency, for                                                        Damage                                           Protection Acts 1984 & 1998. The University is
     example a fire alert or flood, we may enter                                                                                                         required to disclose your name and campus
                                                       Cleaning                                         You’ll be held responsible for damage in your
     your accommodation without giving notice.                                                                                                           address to Guildford Borough Council to
                                                                                                        room beyond fair wear and tear. Rooms are
                                                       You are expected to keep your room and                                                            enable the electoral roll to be confirmed.
                                                                                                        inspected prior to departure and you’ll be
     The University reserves the right to enter        communal areas in a clean, tidy and hygienic
                                                                                                        invoiced for the cost of repairing any damage.
     your accommodation if they have reasonable        condition, and equipment is provided for
                                                                                                        You are expected to maintain the security of
     grounds to suspect that there is a breach         this purpose. Most communal areas are, in
                                                                                                        communal areas by locking outer doors when
     of the Conditions of residences or that           addition, cleaned periodically by cleaning
                                                                                                        you go in or out. Damage in communal areas
     the welfare of any resident is at risk. In        staff. When you depart you must leave your
                                                                                                        is the responsibility of the whole floor or
     exceptional circumstances the University          room (and shower room where applicable)
                                                                                                        house and will be charged accordingly.
     may conduct a search of a room.                   clean, tidy and empty of rubbish.

                                                       Residents of family flats are responsible for
                                                       removing waste to external collection points.

24   surrey.ac.uk                                                                                                                                                                         University of Surrey   25
Departure and Giving Notice to                                                                       Electoral Registration                             Health and Safety
     Leave Early                                       If you cease to be a student, because you
                                                                                                          Students in residence in the middle of             Residents are required to conduct themselves
                                                       withdraw from your course or the University
     You are required to vacate your                                                                      October will be included on an annual return       in a responsible and safe manner at all
                                                       terminates your course, your licence to
     accommodation and return keys by midday                                                              made to Guildford Borough Council, which is        times. The instructions and guidance in the
                                                       occupy University Accommodation and
     on the end date stated in your Acceptance                                                            used to prepare the Electoral Roll. You need       ‘Security and Health and Safety section of the
                                                       therefore your liability for rent ceases when
     Email or Accommodation Agreement. There                                                              to also register to vote at both the University    ‘Residents Guide’ form part of the ‘Conditions
                                                       you are no longer enrolled on your course,
     are no on-campus storage facilities for                                                              and your home address in case an election          of Residence’.
                                                       have vacated your accommodation and
     residents’ belongings, but Accommodation                                                             occurs during a vacation.
                                                       returned your key to your court Reception.
     Services can supply details of local storage      Please ensure you notify Accommodation                                                                Inventory
     companies.                                        Services in writing of your intended move-         Electrical Appliances                              An inventory form will be emailed to you
                                                       out date so all necessary arrangements can         Residents may not install or use any heater,       and you are advised to record the condition
     If you decide to move out of residence before     be made.                                           iron, kettle, fridge, freezer, washing machine,    of the room and furniture when you arrive.
     the end date of your licence or tenancy you                                                          microwave or other cooking equipment               The inventory can either be emailed to
     must give notice to leave by letter, email or                                                        in their bedroom or family flat. Under no          Accommodation Services or returned to your
     by using a Withdrawal Form available at
                                                       Deposits / Prepayments
                                                                                                          circumstances should electrical outlets or         Court Reception.
     Accommodation Services. University staff          Deposits are only required for those renting
                                                                                                          appliances be interfered with or overloaded.
     may enter your room from 12 noon on the           family properties or houses that are part of
                                                                                                          Multi-socket adapters should be CE or BS kite-     Keys,Locks and Lockouts
     agreed end date of your withdrawal form or        the Property Managed Scheme. All residents
                                                                                                          marked and have a fuse and ‘on’ indicator light.
     licence end date.                                 are required to pay an advanced payment of                                                            A charge of £20 will be made if you fail to
                                                                                                          Kitchen appliances must have a 3-pin UK fused
                                                       £250; this will be credited to your rent invoice                                                      return your room key or security fob when
                                                                                                          plug. Unfused continental plugs and adaptors
     Residents may give notice to leave their          after you move in. If you do not move in,                                                             you vacate your room. If keys or security fobs
                                                                                                          are not permitted. The University reserves
     residence at the end of the First Semester.       the advanced payment will be used to offset                                                           are lost or broken, a charge of £20 is made for
                                                                                                          the right to remove, without warning, any of
     Notice must be received in writing no later       any loss of rent until a replacement tenant is                                                        replacements. An additional charge of £75 is
                                                                                                          the appliances listed above, unsafe electrical
     than 1 December 2017 and you must vacate          found (including an administration fee).                                                              made if a lock change is necessary. Residents
                                                                                                          appliances or non-UK standard appliance leads
     your room by 27 January 2018.                                                                                                                           may not change locks or add locks or alarms
                                                                                                          that are not CE or BS kite-marked.
                                                       Drug Misuse                                                                                           to their rooms.
     If you wish to vacate your room earlier than      The possession of illegal drugs is a criminal      Furniture                                          If you need a replacement key or security fob,
     28 January you can advise Accommodation           offence and possession with intent to supply
     Services of your intentions. Please note that                                                        Items should be kept in the room in which          you can obtain this, on payment of £20, at
                                                       is a more serious offence. It is also an offence
     you may be liable for the payment of your                                                            they are provided. You are expected to return      Accommodation Services or at Manor Park
                                                       for the University to allow drugs to be used in
     room rent up to 27 January 2018 unless we                                                            all furniture to its original position when you    Reception. Out of office hours you should
                                                       premises it owns or manages. It is therefore
     are able to re-let your room earlier. In the                                                         vacate your accommodation. Students are not        go to your Court Reception. When they are
                                                       the policy of the University not to tolerate
     event that we are able to arrange a re-let, you                                                      permitted to bring their own furniture.            closed, the 24-hour Security Office in Senate
                                                       the use of illegal drugs in student residences.
     need only pay until the date that the new                                                                                                               House will assist you, usually by letting you
                                                       Students found to be using or in possession
     tenant moves in.                                                                                     Guests                                             into your room.
                                                       of any illegal drug, including cannabis, or
                                                       who allow illegal drugs into their rooms will      You are responsible for the behaviour of
     If notice is not received on or before                                                                                                                  The University expects no more than three
                                                       be subject to disciplinary action. This may        your guests and must accompany them at
     1 December 2017, no rebate of rent will be                                                                                                              lockouts requiring assistance in any academic
                                                       include a substantial fine, a final warning and    all times, ensuring that they comply with all
     given if you decide to leave before the end                                                                                                             year. The University reserves the right to take
                                                       instructions to cease their illegal activities     relevant parts of these Conditions. Guests
     date specified in your Acceptance Email                                                                                                                 disciplinary action (including fines) against
                                                       immediately. If the student’s behaviour also       are not permitted in your accommodation
     unless we are able to re-let your room. This                                                                                                            residents for repeated lockouts.
                                                       indicates that they are unsuited to communal       between 11pm and 8am. Disciplinary action
     applies even if your move-in date is after        living, they may be required to leave residences   may be taken against you as a result of the
     1 December 2017. If you leave before the end      (see Misconduct).                                  conduct of your guests. Guest rooms may be
     of your licence or tenancy you’ll be required                                                        booked via Accommodation Services.
     to continue paying until your account is          The University will inform the police of any
     cleared in full.                                  student suspected of dealing in drugs. The
                                                       University also reserves the right to provide
                                                       information to the police about students found
                                                       to be using or in possession of illegal drugs.

26   surrey.ac.uk                                                                                                                                                                            University of Surrey   27
Misconduct                                         Noise
     Full details of the University’s disciplinary      There is a level of noise associated with living
     procedures may be found on the University          in a communal environment, but noise can
     website: surrey.ac.uk/quality_enhancement/         become an issue when many people live in
     regulations                                        close proximity to each other. You must not
                                                        make excessive noise at any time of the day
     Misconduct relating to incidents in or around      or night. In addition, there should be minimal
     the Residences is dealt with through an            noise audible outside the room you are in
     escalating system of penalties issued by the       between 11pm and 8am (quiet hours).
     Wardens and Security staff.
                                                        When deciding if noise is excessive, the
     An offence may lead to a Warning and may           following points will be considered:
     be accompanied by a fine of up to £200
     per offence, depending on the seriousness        »	Has a complaint been received?
     of the offence. The Wardens also have the        »	Possible impact on other residents and
     authority to move a student to alternative          members of the University/local community
     accommodation, with immediate effect.            »	Level of noise being created and the time
                                                         of day
     If, through an act of serious misconduct or      » Have previous complaints been made?
     through repeated misconduct, a student
     demonstrates they are not suited to                If in the judgment of a member of University
     communal living, they will be required to          staff (usually a member of the Wardening
     leave residence. If a penalty is issued, there     Team or Security Department) noise is
     exists a provision for appeal.                     deemed to be excessive and/or intrusive, the
                                                        level of noise must be reduced immediately.
     Under no circumstances may a student who           The item creating the noise can be confiscated
     has been required to leave residence re-apply      and further disciplinary action may be taken
     for University accommodation during that           if appropriate.
     academic year, and they may be excluded
     from applying for future years if deemed           To ensure that the above conditions are
     appropriate by a Student Disciplinary Panel.       met, we recommend that headphones are
                                                        used for listening to music and other audio
                                                        output during quiet hours, and that residents
                                                        consider their use if they wish to listen to
                                                        items at high volume at any time. Subwoofers
                                                        should not be used.

                                                        Within any large organisation there will on
                                                        occasion be events, incidents or works that
                                                        may cause disruption to other members
                                                        of the organisation. Whilst the University
                                                        will seek to minimise these occurrences
                                                        and to inform residents whenever possible,
                                                        there may be times where disruption is
                                                        unavoidable.

28   surrey.ac.uk                                                                                          University of Surrey   29
                                                                                                                                  29
Parking                                           Pets                                                  Room Changes / Swaps                               Smoking
     There is no parking for residents on Stag Hill    You may not keep pets in your residence.              You may not change rooms without the               Any persons staying in our accommodation
     campus or Manor Park.                                                                                   agreement of Accommodation Services.               may not smoke or use an electronic cigarette
                                                       Posters                                               Residents who swap rooms without prior             on University grounds or inside or near any
     As a condition of having a place in Residence,                                                          permission will face disciplinary action           University buildings, this includes Residents
                                                       You may not post notices, other than
     student residents in all Courts (except Hazel                                                           that could include a fine or exclusion from        bedrooms. Smoking is only permitted
                                                       those for RAG publicity or student election
     Farm) may not bring a car or other four-                                                                accommodation in future years. Room                in designated areas and these are clearly
                                                       campaigns, in your windows or in any other
     wheeled motor vehicle on to the University                                                              swaps, where two residents agree to swap           labelled on our sites.
                                                       part of the Court except on notice boards.
     grounds and, while in residence, undertake                                                              rooms with each other, are permitted with
     not to keep one on the public roads within                                                              the agreement of the Accommodation Office          Sub-letting of Rooms
     Guildford.                                        Rent                                                  from late October. Further details will be
                                                                                                                                                                Accommodation is available for the exclusive
                                                       You will receive an email to your University of       emailed to residents, or you can contact
                                                                                                                                                                use of the person to whom it is let whilst
     Students resident at Hazel Farm may park          Surrey email account from Accommodation               Accommodation Services. An administration
                                                                                                                                                                they are a full-time registered student of the
     free of charge in designated spaces at Hazel      Services containing your rent invoice. The            fee of £50 is charged per resident for a room
                                                                                                                                                                University. You may not sub-let or allow anyone
     Farm. Residents of Hazel Farm are not eligible    invoice includes details of how to go online          swap.
                                                                                                                                                                else to use your room. Failure to comply with
     for permits to park on Stag Hill campus           and make payment. If you don’t get this email
                                                                                                                                                                this regulation will result in disciplinary action
     during office hours. There is a limited number    within 14 days of moving in, please contact           In exceptional circumstances, with support
                                                                                                                                                                being taken. Please see the Misconduct section
     of spaces for students resident at Bellerby       Accommodation Services. Contact details are at        from Additional Learning Support or Student
                                                                                                                                                                for more details. Overnight guests should be
     Court, who may apply for a parking permit         the back of this handbook.                            Money, a room change may be permitted. For
                                                                                                                                                                booked into guest rooms. Please note that
     from the contractor who is responsible for all                                                          further details and to collect the appropriate
                                                                                                                                                                random spot-checks occur throughout the year
     parking matters in the vicinity of the Court.     Rents are payable for the whole period specified      form, please visit Accommodation Services.
                                                                                                                                                                to check the ID of residents.
                                                       in your Accommodation agreement. No rebate
     Student residents may park a motorcycle on        is given if you arrive late or leave before the end   In exceptional circumstances, and with
     any University campus if it is registered with    of the period specified in your Accommodation         prior consultation, the University reserves        Summer Vacation Residence
     the Security Department and is parked within      agreement.                                            the right to move residents to alternative         You can apply for residence during the
     a marked motorcycle bay.                                                                                accommodation.                                     summer vacation. Applications can be made
                                                       Rent may be paid in full for the year or in                                                              through the online store after the Easter
     *Full details of the University Parking           instalments. You are encouraged to use the            Security of Rooms and Property                     Vacation. Further details can be found on the
     Regulations can be found at:                      University online payment system to make                                                                 Accommodation web pages. No reduction of
                                                                                                             Whenever you leave your room you should
     surrey.ac.uk/currentstudents/campus/              payments.                                                                                                rent is given for periods spent away from the
                                                                                                             lock your room door and the outside or
     transport                                                                                                                                                  University in vacations. Normal Conditions of
                                                                                                             staircase door. If your room is on the ground
                                                       You are responsible for payment by the                                                                   Residence apply to vacation periods.
                                                                                                             floor you should also latch your window
     Parties                                           dates indicated on the invoice. If payment is
                                                                                                             closed. This ensures security for everyone.
                                                       not received within 28 days of your taking                                                               Television
     The Residences and surrounding areas are                                                                The University accepts no liability for any loss
                                                       up residence, your licence to occupy may
     not suitable for large parties. If you wish to                                                          of or damage to your personal belongings.          There are TV rooms in the Residences, with
                                                       be terminated. If you are having difficulties
     hold a party within or outside your Court for                                                                                                              Bellerby residents able to use facilities
                                                       paying your rent you must contact the Student
     small groups of friends you must first obtain                                                           Single Sex flats/floors                            at Manor Park. If you own or operate a
                                                       Finance Team as soon as possible. Contact
     permission one week in advance from your                                                                                                                   television in your room you must have your
                                                       details are at the back of this booklet.              Students occupying rooms in single-sex flats
     Warden, who may grant permission subject                                                                                                                   own TV licence. A TV licence is also required
                                                                                                             or floors may not have visitors of the opposite
     to rules such as accepting liability for any                                                                                                               if you watch BBC iPlayer or live TV.
                                                       Rents are reviewed annually by the University         sex after 10pm on any night of the week
     charges resulting from the party. Parties are
                                                       and are confirmed by the Executive Board.             (please note that staff or contractors entering
     allowed on Friday or Saturday nights only,                                                                                                                 You are not allowed to attach aerials or
                                                       Rents normally increase in September and are          the flats may be of the opposite sex).
     outside of designated exam periods. A full                                                                                                                 satellite dishes internally or externally to any
                                                       in force for the following academic year.
     copy of the party regulations is available from                                                                                                            residence buildings.
     the Wardens’ website.
                                                       Accommodation Services reserves the right to
                                                       withhold University accommodation from a
                                                       student who, it has been established, owes rent
                                                       to the University or a private landlord.

30   surrey.ac.uk                                                                                                                                                                                 University of Surrey   31
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