. Code of Practice for ‘Living In’ University Accommodation

2009/10

Contact details (24/7 support) Here are the names of people within Residential Services you may wish to contact during your stay.

Halls of Residence DAY­TIME NIGHT­TIME Hall Hall Manager Assistant Hall

Managers Resident Student Assistants

Security

The Forge Sheila Swinney (onsite manager) 0191 515 3618

0191 515 3617 0191 515 3617

forgeresidential services@sunderland.ac.uk forgersa@sunderland.ac.uk Clanny House Sheils Shickle

0191 515 3655 Lynne Howard @ Geraldine Watson 0191 515 3658

0191 515 3654 0191 515 3654

clannyresidentialservices@sunderland.ac.uk clannyresidentialservices@sunderland.ac.uk Panns Bank & Scotia Quay

Ruth Langley 0191 515 3612

June Burnett & Eileen Sills 0191 51 53612

0191 5153652 0191 515 3652

scotiaresidentialservices@sunderland.ac.uk pannsresidentialservices@sunderland.ac.uk pannsresidentialservices@sunderland.ac.uk The Precinct Trudy Doran

0191 515 2935 Mandy Redford & Marie Stobbs 0191 515 3611

0191 5152955 0191 515 2955

precinctresidentialservices@sunderland.ac.uk precinctresidentialservices@sunderland.ac.uk

Any University numbers may be dialled direct free of charge from the telephone in your Hall flat. Use only the last 4 digits of the number.

Security Emergencies Only 4444 24/7 Control Room 2028

Accommodation Office in The Gateway residentialservices@sunderland.ac.uk General Enquiries 0191 515 2943 Residential Services Manager (RSM) Helen Robson 0191 515 2934 Assistant RSM ­ Accommodation Office Manager Denise Ridley 0191 515 2943 Assistant RSM ­ Welfare and Support/Halls Trudy Doran 0191 515 2935

Living in All Saints Contact staff through The Accommodation Office in The Gateway, details above.

Hall addresses The Hall addresses are detailed below. You need to give your room, flat and block number as well as the address to ensure that your mail reaches you.

Clanny House, Peacock Street West Pallion, Sunderland Blocks 1­9, SR4 6US Blocks 10­14, SR4 6UH

Panns Bank Hart Court and Douglas Court Low Street Sunderland SR1 1XS

The Precinct Chester Road SR2 7PS

Scotia Quay Russell House Allen House Russell Street Low Street Sunderland Sunderland SR1 2RH SR1 2RE

All Saints Portobello Lane Sunderland SR6 0DN

Forge Jobling House Neville Road SR4 6PL

Contents

Welcome to the University of Sunderland 1 Communications 2 Summary: Do’s and Don’ts of living in University accommodation 3

On arrival Arrival and key collection 4 Arriving early 4 Bedding packs – Essentials 4 Bicycle storage 4 Car parking and application process 4 Contractual information 4 Going on placement, teaching practice or studying abroad? 5 Termination of contract 5 Abandonment 6

Insurance 6 Inventory and communal inventories 6

During your stay Staff within Residential Services: your 24/7 network of support 7 Access to your room 8 Open days 8 Anti social behaviour 9 Conduct 9 Misconduct 9 Disciplinary procedure 9 Noise 10 Nuisance 10 Social networking sites 10 Cleaning 11 Damages 11 Dangerous and/or unauthorised equipment 12 Disputes between residents 13 Electrical equipment 13 Environment, energy and recycling 13 Extension cables and electrical adapters 14 Fire alarm information 14 Fuel charge and electric keys 16 Furnishings, fixtures and fittings 17 Ground maintenance 17 Guests 17 Health and safety 18 Health and well­being 19 Internet 19 Keys and access cards 19 Laundry 20 Loss of belongings 20 Mail information 20 Money matters, rents and booking fees 21 Owing money (debtor) 21 Parties 22 Personal safety information 22 Travelling around (transport) 22 Safety in your accommodation 23 Pets 23 Posters 23 Property checks 23 Recycling and refuse collection 24

Repairs 24 Restricted areas 25 Room changes 25 Smoking and smoking points 26 Televisions and licences 26 Voltage differences 26 Water hygiene and legionella 26

When you leave Checking your accommodation 27 Comments, compliments and complaints 27 End of tenancy check 27 Extending your stay 27 Key return 27 Leaving early 28 Post 28 Renew your contract for next year 28

Welcome to the University of Sunderland

Welcome to the University of Sunderland. We are delighted that you have made the decision to live in University accommodation. On the inside cover of this booklet you will find the names of some of the staff within Residential Services, please do not hesitate to contact them as they are here to help you. It is our aim to ensure your stay is as comfortable and as enjoyable as possible.

This code has been written to explain the operational arrangements for Living In University accommodation. For those residents who live in All Saints, you will find that most of the information still applies to you. In those situations where there is a variation, the text will state the differences (the text will be shown in italic brown).

When you first arrive at University it is understandable that you may feel a little apprehensive, however, there are many people who feel the same way you do, and you will quickly make new friends. You will be keen to find your way around the campus and the city. Make sure you keep yourself safe and ask a member of staff for general directions before you set off (ask for a map). The campus bus operates from 8am until late in the evening (Mon­Fri). Please use the service to travel around the campus it’s free for all students. You have been provided a copy of the timetable in your on arrival Survival Pack and it is displayed at the transport pick up point.

For residents of All Saints ­ the nearest bus stop for you to travel to other University sites would be St Peter's. However, you can request that the driver drop you off at All Saints.

This Living In Code is a very important document as it forms part of your accommodation contract, you have been asked to read it again so that you understand the content. When you signed your accommodation contract you agreed to abide by this Code. You will find a range of information in this booklet that will help you whilst you are living with us. Please ensure that you pay attention to the sections that relate to: fire safety page 14, noise page 10, cleaning page 11, behaviour page 9 and personal safety page 22. We expect all our residents to behave with mutual respect and consideration for one another and for our staff. Whilst you are living in accommodation you will meet people from different cultures and backgrounds, please respect each others differences and take the time to learn about them. If misunderstandings arise between residents please try to resolve them through tolerance and understanding. If you need assistance in resolving any issues please contact your Hall reception where you will be assisted by the appropriate member of staff.

Our service to you The University has signed up to and is fully committed to the Universities UK Code of Practice for the Management of Student Housing. For further information on the detail of the code visit http://www.universitiesuk.ac.uk/acop/

The following is a list of the benefits that the code provides to residents: •You will receive a clear written contract and statement of costs (containing reasonable terms and no hidden costs) which in return gives you a clear idea of what is expected of you • Your accommodation meets nationally recognised standards • Repairs and maintenance are carried out within advertised timescales • The building meets with and exceeds, the required health and safety standards • You will receive clear and concise information about operational practices within

University accommodation • There is a procedure for dealing with any disputes or complaints • There is an appeals procedure

External auditors review the University’s compliance with the code. An information sheet about the code is available on the home page of the Residential Services website or you can email any questions about the code to residentialservices@sunderland.ac.uk

Students wishing to bring a complaint under the code should follow the complaints procedure: in the first instance see Complaints in this book page 28 and then refer to the University complaints procedure located on the academic section of the website

Communications Why not take a look at the Residential Services website at www.sunderland.ac.uk/residentialservices where you will find Living in pages, What’s New, interactive maps highlighting local banks and supermarkets and

much more information. Later in the year when you are preparing to move out you can usefully refer to our 'Before you go pages' on our web, www.studentpad.co.uk/sunderland a database which provides you with a message board facility, property specifications, photos, rents and guidance on locating a suitable property for your following years of study.

Residential Services has a presence on Facebook which provides you with a chat room, message board facility and a diary of useful dates.

The Hall Champions will soon be in touch with you to encourage your active involvement in and across the Halls, recycling, sport and social programme. Information will be posted to you in a range of ways: via email, website, What's New pages, reception notices and the Hall Champion notice board in the laundries.

Should you need any further information on any aspect of your accommodation please contact a member of staff who will be happy to assist you.

I hope you enjoy your stay with us.

Helen Robson

Helen Robson Residential Services Manager September 2009/10

The Do’s and Don’ts of living in University Accommodation

Do’s √ Read this Living In code, “it forms part of your legally binding contract” and helps the smooth running of the residential community and for your enjoyment of University life. √ Complete the inventory (individual and communal) when you first move in and return it to reception (for All √ Saints to the Accommodation Office in The Gateway). √ Familiarise yourself with University staff and the support networks available as they are there to help you. √ Always evacuate if the fire alarm sounds. √ Pay your rent on time. √ Report repairs, faults and problems as soon as possible. √ Report all accidents or suspicious incidents. √ Serious incidents should be reported to the Police (1999 from Halls – (999 when calling from outside the University). √ Want to be kept up to date? Keep an eye on the general and Hall Champion notice boards and “What’s New” on the residential website. √ Use Facebook chat room. √ Use the recycling facilities provided and use your energy wisely. √ Contribute your fair share to the electricity costs (where applicable) and other consumables (cleaning materials).

Dont’s X Smoking is not permitted in any area within University Accommodation. There are designated external smoking points. X Don’t put yourself or others at risk: use the transport available. X Don’t leave doors and windows open when rooms are not occupied. X Don’t let anyone else borrow your keys or access card. If you lose your key, report it immediately. X Health and Safety is everyone’s responsibility. Don’t breach the rules as you may be issued a caution fee. X Don’t be a nuisance to others, respect their needs; in particular don’t create noise pollution. X Don’t keep an untidy flat: set up a cleaning rota with the other residents and ensure you remove rubbish on a daily basis. X Don’t deep fat fry or use chip pans. X Don’t use candles or items with naked flames. X Don’t damage University property, fixtures or fittings, as you will be asked to pay. X Don’t have any pets (except in circumstances of disability). X On leaving the University don’t forget to return your keys/access card (see additional information on page 27).

On arrival

Arrival and key collection You will be issued with the key and access card (where applicable) for your room. We strongly suggest that you do not label your keys so if you lose them they cannot be identified by anyone else. On occasion other residents may have arrived into the flat well before you and the communal areas may not be as tidy as you would like to see.

Arriving early If you arrive early into your accommodation you should be aware that you will be charged for the additional nights, the cost is determined by the reason for the early arrival.

Bedding packs Bedding is not provided, so if you have not brought any bedding with you and you wish to buy a pack please ask at reception. The bedding packs are priced at £20, and consist of a duvet, duvet cover, pillow and pillowcase and a sheet. For hygiene reasons once a bedding pack has been opened it cannot be returned unless it is faulty.

Bicycle storage Cycle storage is available at the Halls of Residence, and there are cycle racks available within the University campuses. Please ask at your Hall reception for a key for the storage facilities. For safety reason bicycles must not be stored inside the Hall. For more information go to www.sunderland.ac.uk/transport

Car parking Students living in Halls of Residence qualify for free parking at their contracted Hall only. The campus circular bus has been timetabled to enable residents to leave their cars at the Hall and travel via bus into University and therefore residents who live in Halls will not be eligible to join the car parking scheme for on campus parking. Residential students may park on campus after 5pm providing a valid residence only permit is displayed in the front windscreen of the vehicle.

Car parking application process Residential students wishing to use the Halls of residences car parks must apply online (this can be done in advance of your arrival): click on the car parking sign at https://my.sunderland.ac.uk The online application will be processed and will be returned to your hall within one week (you will require your insurance details on collection of your permit from reception). You may park in the Hall car park whilst your application form is being processed. Only one permit will be issued per resident and residents are only permitted to park one vehicle in the car park at any time. Residents of All Saints will be advised upon arrival of the car parking arrangements. Please note – fixed penalty notices are issued to cars not displaying a valid permit.

Contractual information Staff within Residential Services will be happy to offer advice and support on any issues relating to your contract and its interpretation. Your room with the University is let to you in accordance with The Housing Act 1988, Schedule 1 paragraph 8, and that possession of the room may be recovered by the University under ground 4 in Schedule 2 of the Act.

Please remember that the contract is a legal document and that by signing it you are agreeing to the terms and conditions of the contract including to pay rent on the room between the dates shown on it (the most common contract duration is 40 weeks) normally September to June. This means that rent may be due after you have completed your course. Even if you hand your keys in you must still pay your rent up to the end date on your contract. You are reminded that in collecting your keys and moving in, the contract begins even if you have not signed the contract.

Residential Services in preparing its offer of accommodation to you, asked a series of questions on the online application form. You were asked to read and confirm your commitment to the Code of Practice for living in University accommodation. We particularly drew your attention to the statement on Equality in Allocation.

You will only be allowed to break the contract in exceptional circumstances, such as:

• You are not completing your course of studies at the University, or

• You have found a suitable student to take over your letting agreement for the remainder of the term. By suitable we mean someone who is not already living in a Hall or All Saints, and someone who is acceptable to the other residents In the circumstances above, you will be charged one month rent (calendar) as an early leaver administration fee, this covers bedroom cleaning and administrative costs.

We recommend that you use the Sunderland section of www.studentpad.co.uk/sunderland the notice board facility to advertise your room availability. It’s a free facility. If you are unable to find a replacement you will be required to pay the rent up to the last day of your contract. It is important that you fully understand the legal status of your contract. We will do all we can to move you to another property if you are having problems.

Please note – if you have a 50 week contract you will be unable to transfer to a 40 week contract (without financial penalty).

Please note – the booking fee of £200 is non returnable, therefore if you sign the contract, pay your fee and later change your mind we cannot refund your payment.

Please note – exchange students leaving early to return home i.e. for exams, this will not be seen as an exceptional circumstance to terminate your contract.

Going on placement, teaching practice or studying abroad? It is important that you inform staff within Residential Services if there is a possibility of you doing any of the above, before you sign your contract. If you sign a contract and go on a placement, teaching practice or to study abroad you will be liable to pay the rent for the full term of your contract.

Termination of contract The University can end the tenancy agreement and recover possession of your room for the following reasons: • you fail to complete your course of study (withdrawal or leave of absence) • you have breached the conditions of your tenancy agreement • if the University terminates your enrolment on disciplinary, financial or other grounds If we require you to leave, for any of the above reasons, we will request that you leave and advise you of the reasons for the request. If you do not leave and we have to issue you with a ‘Notice to Quit’ or we have to apply to the court for possession of the accommodation you may incur legal expenses and any additional costs.

The room you have been allocated is yours for the period of the contract and we would only ask you to move in exceptional circumstances when every assistance will be given in finding alternative suitable accommodation for you. Abandonment If your room is unoccupied for a period of four weeks, without a legitimate reason, the University is able to enforce the Abandonment Procedure. A notice will be left in your room advising you to contact Residential Services within seven days. If we do not hear from you, your room will be cleared and the locks changed. You will be charged for changing the locks. Your belongings will be put into storage for three months and then disposed of through local charities. If we are able to relet your room you will be charged the equivalent of one month rent as an administration fee. If we are unable to re­let the room you will be responsible for the rent up to the end date of the contract.

Insurance The University has arranged as part of your accommodation package, personal possessions insurance for each resident. This is included within your rent. Terms of the possessions insurance cover are outlined in the insurance agreement referred to with your accommodation contract or details can be found on the Residential Services website.

Please note – that the insurance cover is not applicable to short term bookings (less than 18 weeks). For further information contact www.endsleigh.co.uk/student­possessions.html or speak to a member of staff from Residential Services.

Inventory When you arrived in Halls you were issued with an inventory of room contents sheet. If you were not given one or you have lost it please ask for a replacement at reception. As soon as you move into your room please complete the form, making sure that you carefully check the items on the list against the items in the

room. It is easier to complete this form before you unpack as you can clearly see everything in the room. Note any damaged or any missing items on the form so that you are not charged for these when you leave.

Communal inventories As a group within the flat you will be asked to complete an inventory for the communal areas. We ask that all residents within the flat sign and agree to the comments written on the form, before it is returned to reception. You are not permitted to bring in to your accommodation any furniture or furnishings without prior consent from the Manager. The Manager will consider the fire regulations and health and safety guidance before giving consent.

During your stay Staff within Residential Services: your 24/7 network of support

Evenings/throughout the night and weekends We have a Senior Resident Tutor (SRT) supported by a team of Residential Student Assistants (RSAs) who live on­site at each Hall. The Senior Resident Tutor (SRT) co­ordinates the out of hours activities of the Resident Student Assistants (RSAs) and has responsibility for health and safety issues, advice and support to students, and matters of student discipline. The Senior Resident Tutor (SRT) is in authority within the Halls and you must follow any instructions given. The Residential Student Assistants (RSAs) are students who have experience of living in Halls themselves. They are employed to provide information, advice and support to residents and to contribute to the smooth running of the student community. They are also responsible for fire safety, responding to emergencies and maintaining good order in the Halls. There is always a duty RSA on call between 5.30pm and 8am and during the day at the weekend. He or she will be your first point of contact if you need help or advice. You can contact them through the on­site security. The RSA duty rota is displayed in the security reception. The RSAs staff the Hall reception each evening (and weekends) and have designated time available to walkabout the site, meet with residents and provide information. (See the reception for times). The RSAs work very closely with the Hall Manager(s) and Security. They also signpost students on to other University support staff: nurse and medical support, counselling, financial support and the Students’ Union range of services (for further detail see the flat notice board).

All Saints has two onsite Residential Student Assistants (RSA’s) who are available each evening and all weekend. They report directly to a Student Advisor based in The Accommodation Office in The Gateway, see the notice boards in the main entrances at All Saints for contact details and the RSA duty rota.

Security staff Halls of Residence have security staff on duty every afternoon from 2.30pm until 9am the following day, all weekend and bank holidays’/university holidays throughout the year. They are supported by the University Security Control Room (24/7 facility) and mobile security and provide you with support and reassurance. They will also contact the University campus police on your behalf if necessary. You can contact security by dialling the number appropriate for your Hall: Clanny House – 3654 Precinct – 2955 Panns Bank/Scotia Quay – 3652 Forge – 3617 University Control Room (24/7) – 2028 Emergencies – 4444 Police – 1999

Living in All Saints The Mobile Security Team visit All Saints on a regular basis during the day and night.

Security Control Room Staff In the event of an emergency Students living in All Saints can contact the Security Control Room (0191 515 2028) for help from either the on duty Residential Manager or Senior Resident Tutor. They will also contact the University Police on your behalf and give guidance if necessary.

The Hall Manager and Assistant Hall Manager Day­time Monday to Friday 9am – 4.30pm. The Residential Services Team will welcome you into your Hall. The Assistant Hall Manager looks after the care and well­being of all residents and during the day is likely to be your first point of contact. They are also responsible for the cleaning services, for registering students arriving in Halls, and assisting in the co­ordination of the security, maintenance, recycling and porterage tasks. The Assistant Hall Manager(s) act as the Hall Manager Deputy. All issues relating to damage or repairs should be reported in writing and left at the security reception, for the Assistant Hall Manager(s) attention. The Hall Manager is there to ensure a happy and well cared for student community, in which all residents can play, relax and study. This is not always an easy task as this may involve student discipline and the issue of warnings and caution fees.

Residential Services Manager(s) Please see the inside front cover for contact names and numbers. Responsibilities include room allocations, contracts, rent collection and legal issues in connection with your accommodation contract. They will assist with the interpretation and application of the University’s Code of Practice. The Residential Services Manager will manage all formal complaints.

Student Advisers There are a number of Student Advisers based in The Accommodation Office in The Gateway. The Student Advisers are able to offer advice and support. The advisers are your first point of contact during office hours for any queries or problems relating to your accommodation contract.

Access to your room Whilst every effort is made to respect your privacy there are times when access into your flat or room is unavoidable. The Residential Services staff have access to your bedroom but will not enter your room unless under one or more of the following circumstances: • For maintenance queries or when repairs are being carried out. These are carried out by the University Maintenance Team or by an approved contractor and you normally will be aware that this work is taking place. The All Saints Landlord will make arrangements and advise you • During property visits – where you will have been previously notified • To investigate a Health and Safety issue (i.e. Fire Drills) • During an investigation into an act of misconduct • Where we have reason to suspect you may need help from us (illness for example) If we have the need to enter your room a calling card will be left to advise you of the reason we have entered. Please note – we are unable to give your friends access to your bedroom or flat.

Open Days To enable new students to view university accommodation during occupied times and in particular University Open Days (Oct/Feb and June) you may be invited to volunteer to show your flat. For offering your support it’s likely that vouchers will be offered as a thank you.

Anti social behaviour ­ conduct and noise disturbance

Conduct We hope that you find your accommodation to be a good environment for both study and leisure. In making a choice to live here you must understand that you are part of a community, and as such must observe any regulations that have been agreed to make living there a pleasant experience for everyone. There is a standard of conduct expected in all University accommodation. The purpose of this is to: • Enable all students to enjoy living in the accommodation • Ensure that the health and safety of all residents is protected • Ensure the smooth running of a large community • Protect University property • Ensure that local residents are not disturbed or inconvenienced Your conduct could impact upon later applications to live in university accommodation.

Misconduct Some types of behaviour are unacceptable to the University. Misconduct is treated very seriously and may result in the University’s disciplinary procedure being invoked. Serious or repeated acts of misconduct could result in suspension and/or exclusion from the University. If the law has been broken the police will be informed.

Please note: Illegal substances ­ The use of illegal substances will not be tolerated in University accommodation. If there is reason to believe that illegal substances are being used, disciplinary action will be taken, and the Police will be informed.

Offensive weapons ­ Offensive weapons such as knives or air guns and replica firearms are not permitted on University premises. If found they will be removed immediately and disciplinary action will be taken. In both of the above cases the disciplinary action could result in you being excluded from University accommodation, irrespective of any action the University or the Police may wish to take.

The following list, which is not conclusive, gives examples of unacceptable behaviour:

• The misuse or removal of safety equipment, particularly fire extinguishers and fire alarms, and the removal or defacing of safety notices • In keeping with University policies: sexual, racial, physical or other harassment or behaviour that causes fear or distress to others, including threatening or abusive or disorderly, irregular or unreasonable behaviour (i.e. propaganda) • Theft or any criminal or serious offence on University premises • Damage to, or wrongful treatment of, the property of the University or any of its staff, students or visitors • Any action likely to cause injury to any person or impairing the safety of the premises or its occupants • Negligence which causes loss, damage, injury or puts others at risk

Disciplinary procedure Following the outcomes of a full investigation you may receive a verbal or written warning if your conduct is considered to be unacceptable. In more serious cases the University disciplinary procedure may be invoked. If an allegation of misconduct is made against you, which is likely to lead to disciplinary action, you will be referred to the University procedure on the accommodation website or we can arrange to send full written details of the procedure. If the misconduct is considered to be serious enough you could have disciplinary action taken against you without ever having received a verbal or written warning. This would obviously depend on the seriousness of the misconduct. The aim of the disciplinary procedure is to ensure that: • All students are aware of what constitutes unacceptable behaviour so that it can be avoided in the future • To charge for damage or a breach in safety regulations to ensure that all students behave responsibly (caution fee) • In more serious cases to enable the University to move students to a new location • In very serious cases to enable the University to remove students from the accommodation or the University for the safety or well­being of other residents

Whilst living in a University accommodation you are bound by the terms and conditions in this Code of Practice. If you feel that staff have not acted fairly, or have not acted in accordance with the procedures detailed in this booklet, you should raise any concerns with the Residential Services Manager or the Students’ Union both of whom are able to offer you impartial advice and support.

Noise This is our biggest complaint from residents. Please show consideration for others: • Keep music, games and TV volume low – or use headphones especially late at night • Do not shout out of or up to windows • Do not shout within the buildings • Do not shout or play games within the courtyards of the buildings • Limit the number of friends you invite back to your flat and remember when they leave, to leave quietly • Remember if you are asked to turn the volume of your music, TV or computer down you do so, other residents may be studying or trying to sleep

It is important that you are aware that any building housing a lot of young people will tend to be noisy even during normal activity. If you require a quiet environment please discuss this with a Student Adviser, or alternatively if you like to play your music very loud then perhaps University accommodation may not be right for you. Large music systems are not suitable for University accommodation, please leave them at home. You were asked to think about this carefully before you signed your contract.

Nuisance Residents must not engage in any behaviour constituting a nuisance or annoyance to any other residents or interfere with the quiet and comfort of other residents or users of neighbouring property. Please remember to consider the effect your actions may have on any neighbours living within your community.

Social networking sites Such as Facebook: You are asked to remember the public nature of such an environment and anything you may choose to write there, in particular indecent, defamatory or not in keeping with the University Dignity and Respect policies, could be used as evidence within the disciplinary policy.

Cleaning Your accommodation is your home for the next few months, and you are responsible for the cleanliness of it. You are expected to clean your own bedroom and to keep all of the shared areas clean. This includes – kitchen, (including the fridge freezer, cooker and microwave) living/dining area, toilets, showers and bathroom. You have been provided with cleaning equipment, a guidance leaflet on cleaning and a starter pack of cleaning products to help you along. Once it’s finished you and your fellow residents will need to purchase your own cleaning items. As you and the other residents in your flat are equally responsible for cleaning the communal areas it is a good idea to agree a cleaning rota to ensure everyone does their fair share of cleaning. See the residential cleaning guide for ideas and remember the RSA’s can help in making arrangements. Listed below are general guidelines to help keep your temporary home in good condition: • Change the vacuum bag on a regular basis to ensure the vacuum will work effectively. Replacement bags are available from reception • Do not vacuum liquid spillages or broken glass • Remove spillages from the cooker as they happen and thoroughly clean the cooker every week. A dirty cooker (particularly the grill pan) is a common cause of fires • Defrost the freezer once every term • Clean the showers, baths and toilets after use • Check that the shower and sink plugholes are free from obstruction such as hair • Bag all refuse as it is produced and remove it from the flats into the central refuse points. Remember to use the recycling facilities • Keep the bench tops and sink area clear – wash up your dishes after every meal • Sweep and wash PVC floors, vacuum carpets On a fortnightly basis Residential Services staff will access your flat, to check the sanitary areas for cleanliness and defects. You will be notified in advance of the day this will happen.

Exceptions to the above: the self­contained units for couples/families, two bedded flats, the Forge and All Saints, are not cleaned by the University staff but they are checked each term for defects, damages and health and safety compliance. Cleaning is the residents responsibility.

Damages You are responsible for the fixtures and fittings in your room and communal areas within your flat. The University charges residents for vandalism and damage caused during the year, however, we know that accidents happen and you may not be charged if we feel that something has been damaged accidentally. Please tell us about any damage so that we can repair it and investigate the cause as soon as possible. The University operates this policy to maintain the high standards of the accommodation, ensuring future students can enjoy the benefits of good quality accommodation too. Items which need replacing as a result of fair wear and tear will not be charged to residents, however all damage even if it is accidental will be charged. In addition to this we will charge for any additional work that is carried out by staff should the cleanliness of your flat not be acceptable. Fixtures and fittings used in the Halls are manufactured to a higher specification than those you would find in at home, therefore the costs for replacement are significantly higher.

How are damage charges issued? • Once damage is identified the Hall Manager (or Student Advisor for All Saints) will conduct an investigation into how the damage was caused and if possible who caused it. If it is applicable a 7 Day Notification of Damage form will be raised and issued to the resident or residents involved in the damage • Where an individual cannot be identified the cost will be shared amongst all of the residents within the immediate area • You are responsible for any guests you invite into the Halls, if they damage anything while they are here you will be liable for the costs • The residents have 7 days to respond to the notification. After this time an invoice will be raised for the cost of the damage. You are advised to use this time to raise your concerns or provide more information. Do not ignore the 7 Day Notification as charges do result from these forms (if no explanation is provided)

Caution fees The University will issue a caution fee where they feel a resident is putting their or others health and well­ being at risk through their actions. In most cases residents will receive a ‘warning’ before they receive a caution fee, however, there are some actions that will receive an immediate fee and in some cases disciplinary action. Actions where warnings will be issued include, non removal of refuse or excessive noise. Actions where immediate caution fees will be issued include, not evacuating during a fire alarm, smoking within accommodation, having items stored in

your bedroom or flat which may cause a health and safety risk such as petrol or other flammable materials, blocking fire doors or propping open fire doors.

Please note – these lists are not exhaustive and warnings and caution fees may be issued by the Hall Manager as deemed appropriate. A full list of prices relating to damage can be found in the Health and Safety leaflet, on the notice board in reception or on our website.

Dangerous and/or unauthorised equipment There are certain types of equipment which are not permitted for use within the Halls of residence. The list below is provided as a guide but is not exhaustive. • Candles, flares or joss sticks (or any item with a naked flame) – please do not bring them into your accommodation even if you do not intend to burn them. The flame may be small but five fires a day are started by candles. It only takes a moment’s distraction for a fire to start but the consequences can be tragic • Flammable equipment such as petrol or other fuels • Barbecues • Fireworks • Fire arms i.e. guns • Chip pans and deep fat fryers: Deep fat frying is not allowed in university accommodation as it poses a serious risk of fire. Should any ‘make do chip pans’ be found in your kitchen the residential staff will remove them. They can be collected when you vacate the property. If you do deep fat fry and cause a fire, you will be charged accordingly for any damage and for the call out of the Fire Service • Heating appliances • Kitchen electrical equipment • Halogen bulb desk/table lamps, owing to the risk of fire the use of lamps with halogen bulbs is not permitted in university accommodation.

Any dangerous equipment in your room/flat will be removed by University staff, in most cases items will be stored and returned to you upon your departure however there are exceptions to this such as: • Any item which is illegal will be handed over to the Police • Items which are difficult to store due to Health and Safety regulations such as fireworks; petrol or other fuel will be disposed of and will not be returned to you when you leave

You may have caution fees raised against you and disciplinary action taken where you have breached the health and safety guidelines.

Large items which may require storing on your behalf will be stored off University premises and associated costs passed on to you. For more information please talk to a member of staff from Residential Services.

Disputes between residents Students are expected to attempt to resolve disputes amongst themselves, if possible. If the dispute becomes difficult to resolve the Resident Student Assistant (RSA) will offer support (they can be contacted using the Hall security number). Where the dispute has become irresolvable or where there has been a serious breach of the Code of Practice the matter will be elevated to a Residential Services Manager to further investigate. This could ultimately result in one or more of the residents being relocated into another University property (we have a guidance leaflet on this).

Electrical equipment All electrical equipment that is supplied by the University is regularly tested and meets the current British Standards Institute (BSI) guidelines (Kitemark). Any electrical equipment that you bring to use in University accommodation must carry the BSI Kitemark and be in good working order with a current Portable Appliance Test Certificate (PAT).

Please do not bring with you additional kettles, fridges/freezers, toasters, microwaves, irons or other kitchen equipment as we provide it for you (use in your bedroom is not allowed as they may overload the circuit and the electricity will fuse, and more than likely will set the fire alarm). These items should only be used in the kitchen where there is the correct type of sockets and fire detection equipment. Fridges/coolers are not allowed in bedrooms except for those supplied by the University in Scotia Quay and any which have been authorised for medical purposes. Please do not use any kind of additional heating appliance in any part of University accommodation as they may present a fire risk. They can also have an adverse effect on other heating systems. Any heating appliances found whether in use at the time or not will be removed. If you are cold or having problems with heating please discuss with a member of staff.

Environment, energy and recycling The environment and climatic change impacts on us all so we have introduced schemes to help reduce our carbon footprint: • Every Hall of Residence (and All Saints)has a bank of blue recycling wheelie bins, to enable you to recycle paper, glass plastics, cardboard and cans. The bins are clearly labelled and signed • Conserve energy by – switching off lights when they are not needed, especially when you leave your room, not leaving electrical appliances on standby – switch off your television, stereo, PC especially overnight and if you are away at the weekend • Excessive or wasteful use of resources will be brought to your attention and where appropriate charges will be passed on to residents (in particular energy use) • Conserve water by – turning off hot and cold taps; not washing your hands under a running tap; reporting dripping taps and leaks via the defect reporting system

For more information and to see what else the University is doing to help the environment please visit www.sunderland.ac.uk/environment

Extension cables/electrical adapters Please note – that electrical adapters are unsafe and cannot be used in Halls. You can use multi­socket extension leads, which meet BSI 363A, 1984 standards, which have a fused junction, so long as they are used carefully (not overloaded) and leads are not stretched across rooms or doorways – as this could cause a tripping hazard. You must never use a continental type two­pin plug in a three­pin socket – this can be extremely dangerous. If you are unclear on what you are allowed to use please contact your Hall reception or for All Saints a Student Advisor where a member of staff will be happy to advise you.

Fire alarm information Fire safety If the fire alarm sounds you must evacuate the property immediately. Instructions specific to your property are displayed on fire notices throughout the accommodation and will be explained to you during your orientation. Security and the RSA’s are designated Fire Wardens, and therefore if the fire alarm sounds you must follow their instructions. You are asked to provide as much information as you can associated with the alarm activation to the staff investigating the incident. This will help save valuable minutes.

Please ensure that you leave the building as quickly as possible and wait outside at the designated assembly point until you are told it is safe to go back inside. Any resident who fails to evacuate during a fire alarm or fire drill will receive a caution fee and you could face disciplinary action. Every time the fire alarm sounds, except during fire drills and testing the Fire Brigade will come to the Halls to see what has caused the full alarm activation. The fire alarms will be tested weekly. Please see notices in your Hall (All Saints) for specific times.

How the alarms work The kitchens have heat detectors installed and they will only cause the fire alarm to activate when excessive heat builds up in the kitchen area. All bedrooms and corridors are fitted with smoke detectors. When they sense smoke near them the fire alarm will activate.

Please note – the sensor heads can not tell the difference between smoke from a fire, smoke from cigarettes, hairspray or deodorant, and steam from the bathroom or anything else that is similar to this, all of these will cause the alarms to sound. Do not cover the detector heads – you are putting your life and other people’s lives in danger and significant caution fees will be imposed for doing this and you could face disciplinary action.

Door closers All kitchen and most bedroom doors have self closing arms fitted to them. It is essential that these doors are not tampered with in any way. The arms should not be removed and the doors should not be propped open in any circumstances.

Common causes of false fire alarm activation The following list highlights the most common causes of fire alarm activations and what to do to avoid setting the fire alarms off. Common causes of activation • Kitchen door being wedged open to let smoke out of kitchen when cooking • Smoking in the bedrooms (this is a no smoking environment and smoking will not be tolerated) • Steam from showers • Spraying aerosols such as deodorant and hairspray

How to avoid • Open the windows, and use the extractor fan whilst cooking or using the shower. • Where possible open the windows, do not leave shower doors open • Avoid spraying under detectors

Fire service call out Any call out of the Fire Service is a very serious matter. At least three appliances are sent to University accommodation leaving the nearest Fire Station without the resources to attend another emergency. • If there was a fire or a genuine belief that there was a fire in the property you must call out the Fire Service – there will be no charge made • If the call out is as a result of careless behaviour – careless use of aerosol sprays near to a detector, or the breaking of the glass panel on a fire alarm through reckless behaviour you will be given a caution fee (particularly where the Fire Service attend unnecessarily). These charges can range from £20 up to £200 and worst case scenario issued with NTQ (Notice to Quit, leaving your accommodation) • If you call the Fire Service out unnecessarily to a false call you will be charged £200 plus administration costs and could also be subject to the University’s disciplinary procedure. The Manager(s) will be fair and reasonable when issuing caution fees for breaches of health and safety regulations, but they have a responsibility to ensure the health and safety of all residents within your accommodation

If you dispute the charge you should discuss this in the first instance with the Hall Manager, but if you are unable to do so or are unhappy with the outcome, you can write to the Residential Services Manager giving the specific details of your concerns.

Basic fire regulations Student responsibilities • You must not tamper with fire safety equipment • Report any defective equipment to a member of Residential Services staff as soon as possible. If it is out of office hours, to security • Ensure that all corridors and stairways are clear • Treat all fire alarms seriously • Participate in all fire drills (twice a year) • Be aware of the evacuation process – information is displayed in each room • Ensure you familiarise yourself with the different types and uses of fire extinguishers • Follow instructions given to you by the Fire Warden when leaving or returning to the property • Provide any information you may know to staff investigating an alarm activation

Please advise the Hall Manager or for All Saints the Student Advisor if you have a disability which may affect how you are able to respond should the fire alarm be activated.

University responsibilities • To maintain all fire safety equipment to the satisfaction of the Fire Safety Officer • To inform residents of the fire safety and evacuation procedures • To appoint Fire Wardens and Senior Fire Wardens • To carry out regular fire drills (for further details on fire drills take a look at our website: www.sunderland.ac.uk/residentialservices • To have a viable fire safety procedure • To ensure that the whole building is evacuated in the event of a fire alarm sounding

Fire alarm procedure Always evacuate the building if you hear a fire alarm – you may think that it is a false alarm, but you could be wrong. • If you discover a fire, sound the alarm • When the alarm sounds evacuate your room and go to the designated assembly point • Assist any students with mobility problems • Do not return to your room – remain at the assembly point until given the all clear by the Fire Warden or Fire Officer • If you are aware that anyone is remaining in the building because of illness or incapacity you must advise the Fire Warden or Fire Officer immediately

• Residents of All Saints If you discover a fire, sound the alarm and contact the Fire Brigade on 999 and wherever possible the University Security on 0191 515 2028. Then follow instructions as above.

If you see a fire or accidentally start a fire, sound the alarm by breaking the glass call point and leave the building immediately. Please ensure that you are familiar with the evacuation procedure, details of which are available in your room.

Fuel charge and electric keys The student group in each flat share the cost of electricity. By signing a contract for University managed accommodaiton, you are agreeing to pay your share of electricity charge. If the group disagrees about payment this should be resolved by discussion with the Resident Student Assistants (RSAs). Refusal to pay your share of the fuel charges is a serious matter and would be regarded as a breach of contract, which could lead to disciplinary action being taken against you. The Forge, All Saints and Scotia Quay have electricity key meters. In Scotia Quay there is an individual meter for each room. The key to your electricity meter is unique and a valuable item. You need to keep them safe. Residents are responsible for recharging their key(s) as required, we advise that you maintain a payments book to easily check everyone is fairly contributing.

At the end of the occupancy, the key must be accounted for: Lost keys will be recharged to residents.

Electricity keys may be recharged at the payment desk in The Gateway, except during holiday periods when the University is closed. A list of other outlets supplying this service is available on www.paypoint.co.uk or from Residential Services.

Inclusive (rent and energy combined) For properties who have an inclusive energy rental we have in place a “fair energy in use policy”, simply this means as part of our environmental commitment to reduce waste, we monitor your energy use against a weekly allowance, those groups of residents over using the provision will be contacted and advised of the consequences ( over use will be charged). Help and advice will be provided to enable residents to reduce waste.

Furnishings, fixtures and fittings You are asked not to tamper with the facilities as they are provided e.g. do not disconnect: water heater, wireless connections etc. Rooms are furnished with a bed, wardrobe, a wash hand basin, mirror, desk/table, and chair. The furniture and furnishings within your accommodation are fire retardant – please do not bring any furniture or electrical appliances into your property, as they could constitute a fire hazard. Additional soft furnishings brought into your property must be in good order, meet British Standards and bear the BSI Kitemark. You are asked not to alter your room, its décor or physical attributes. Your assistance is appreciated in helping to maintain the grounds by not dropping litter and in particular leaving the refuse points tidy and free from loose debris.

Grounds maintenance Maintained to ensure a good appearance at all times. You are asked not to drop litter and to dispose of waste sensibly (see Recycling and Refuse page 24).

The salting, gritting and snow clearance policy is displayed in reception. “Our service is proactive and in alignment with our winter and road gritting provision: The Met Office send bespoke forecasts each day on a regional basis. The trigger for the service is frost, ice or snow of any significance.”

Guests Study bedrooms are for occupation by one student only, with the exception of the small number of shared rooms and family units within the Halls. The restrictions placed by Environmental Health Legislation do not allow two people to occupy a single study bedroom, even in the case of couples.

Guests are able to stay with you in your room for up to three nights on occasion, provided that:

• You accept total responsibility for the behaviour, actions and safety of your guest. If he or she breaks the terms of your contract as detailed in this Code of Practice, you yourself risk disciplinary action • You do not give the keys or entry card to your guest • You and your guest behave in a responsible manner within the property and surrounding area (particularly with regard to noise) • You ensure that your guest is aware of any health, safety and fire regulations

• Your guest may be asked to leave at any time by the Senior Resident Tutor or Security staff if they consider his or her behaviour to be unacceptable with regard to the Code of Practice

There is no charge for having a guest in your room so long as you and your guest observe the regulations as listed in the Code of Practice.

The Senior Resident Tutor or Residential Service Manager has the right to prevent you having guests to stay if there have been problems relating to your conduct in the past.

You cannot have a lodger or sub­let your room. This is a breach of your contract and will result in action against you and your guest (if he or she is a student). A guest becomes a lodger when they have stayed with you for more than three consecutive days or on a ‘regular’ basis. This does not mean that you can have the same person staying with you every week, it means that you can occasionally have a guest to stay with you for up to three days – not more than once per month. This regulation applies whether the guest stays overnight or spends the greater part of the day with you. Non residents, with the exception of bona fide overnight guests, cannot use the accommodation facilities, i.e. the kitchen, lounge or shower etc, and if found to be using these facilities will be asked to leave and you could be charged for their use.

Please note no one may stay in your room whilst you are away from the University. If we do discover that you have had a guest staying with you on a regular basis you will be charged double rent for the time the guest was in residence and disciplinary action may be taken against you.

Health and Safety Breaking health and safety rules and regulations is a serious matter, which could lead to disciplinary action being taken against you. In your actions you need to consider not only your own health and safety, but also the health and safety of others. Please report any potential hazards to any member of Residential Services staff.

Please note that University staff (security) carry out weekly Health and Safety checks in communal areas of flats. This is a legislative requirement and access is required to do this. Findings will be reported back to residents for corrective action.

BBQ’s we class as a high risk activity for a range of reasons and they are not encouraged. If you are thinking of arranging one, please contact reception who will explain the issue. A satisfactory risk assessment will be required.

The following list gives examples of the type of behaviour which constitute a breach in health and safety rules and regulations. The list is provided as a guide and is not conclusive: • Misuse of a fire alarm • Misuse of fire fighting equipment, such as fire extinguishers • Damage to or the removal of door and window closers – especially those on fire doors • Failure to evacuate immediately the fire alarm sounds or returning to the building before permission has been given • Propping open of fire doors – any door with a closer or a sign on is a fire door • Removing or defacing notices relating to health and safety • Blocking corridors, stairways or fire exits with equipment or stores • Allowing a room or a flat to become so unhygienic that it may cause a risk to health • Behaving in a manner to cause risks to themselves, other students or staff, i.e. storing items externally on window sills, throwing items from windows • Storage of flammable materials is not allowed e.g. petrol, solvents, and fireworks • Causing a fire alarm activation due to non attendance of food whilst cooking • Use the laundry to wash and dry clothes. Drying wet clothes in your room will encourage damp

Any student breaching health and safety rules and regulations will have to pay the full cost to repair and/or replace any damaged safety equipment. Once again if the investigation of the incident does not identify the student or students involved, then each student within the property will be charged. Caution fees can range from £20 to £200 or the full cost involved in the call out of the Fire Service.

Please note that a warning with an explanation of the breach in code is given for a first incident, this is to ensure you are fully aware of the impact of your actions. Depending upon the seriousness of the breach in health and safety regulations you could be given a caution fee for a first offence.

Health and well­being Health You are reminded of the need to register with a local doctor and dentist during your stay in Sunderland. This is free of charge for all students. If you do not register and you require medical care in your accommodation, this will not be possible. Details of local doctors and dentists can be found in your Hall reception and the website. If you have a medical condition it would be helpful to let the residential staff and your flat mates know, so every assistance can be offered to you at times of need.

Accident reporting You are asked to report all accidents on­site to a member of staff, as well as completing a University accident form.

If you require an ambulance or the Fire Brigade Depending upon the seriousness of the situation, you are asked to keep the RSA and/or security staff advised if you are feeling seriously unwell. This is so we can offer support as appropriate. In case of emergency please contact the University control room on ext. 4444. For All Saints tel: 0191 515 2028. Should you require an ambulance or the Fire Brigade please dial 1999 (internal phone). Use 999 if making the call from outside of the University (i.e. All Saints).

Internet Students with access to the campus network and to the Internet via JANET are to note that you will have to supply your own PC and adhere to the University and JANET ‘acceptable use’ policies. For Information on how to connect to the Internet see pre­arrival information on getting started or please pick up a leaflet from your Hall reception. With the exception of Scotia Quay, Internet is made available through wireless. Scotia Quay has a wired provision and residents are advised that use of wireless is not supported. All residents are reminded that tampering and interfering with internet connectivity is a breech of your tenancy agreement. Residents of All Saints: the Internet is provided by an external company 'Spectrum'. On arrival you will be issued with user instructions including login and passwords.

Keys and access cards You will now be in possession of a key for your room and access card.* It is essential that you look after this at all times.

*Access cards are only issued at Clanny House, Panns Bank and Scotia Quay. We strongly suggest that you do not label your keys so if you lose your keys they cannot be identified by anyone else.

If you loose your keys the following charges will be applied: • Lock change and new key £50 • Replacement key £17 • Replacement Access card £10

Charges will depend on where you lost your keys and if they were identifiable.

If you misplace your keys a member of staff will let you into your room providing that we can identify you. This means we will check photograph ID or your signature.

Please don’t wait for a long time to report the loss of the keys, if you think you know where the keys are we can loan you a spare key until you get yours back.

Do not lend your keys to anyone else, not even your friends.

In All Saints, if you lose your keys you must inform the RSA and Accommodaiton Office in The Gateway immediately. If you lock yourself out of your room, contact The Accommodation Office in The Gateway during normal office hours. The RSA (Residential Student Assistant) (up to 9.00pm at night) may be able to let you in. An administration charge of £20.00 will be charged for call outs. If you are unable to contact anyone you can call Security Control Room (0191 515 2028) for assistance they may be able to offer you temporary accommodation.

Laundry There are laundry facilities onsite. The Halls and All Saints have coin operated washing machines and dryers. Please do not leave your washing unattended as personal insurance is unlikely to include laundry losses.

Loss of belongings If any of your personal belongings go missing you should speak to the Senior Resident Tutor/Hall Manager/Student Adviser or to the Police as soon as possible. Theft is a criminal offence and should be dealt with via the Police, although disciplinary action may be taken by the University where it is deemed necessary. You are advised to report all concerns to a member of the Residential Services staff who will help investigate the matter. Property found in the grounds and stairways which is handed in at reception will be recorded and kept for 28 days. After this time any item not collected will be appropriately disposed of (via local charities).

Mail information Please ensure that all letters and parcels are addressed correctly to allow them to be delivered to you. Premise addresses can be found in the front of this booklet. Please remember to include your room, flat and block number when giving anyone your address. Letters are delivered directly to you via Royal Mail. They will be posted through the letter box in your flat front door. If you have ordered something to be delivered as a parcel, it’s always a good idea to make yourself available for the delivery. In particular home grocery deliveries, as the University is unable to receive food and grocery deliveries. Parcels that are sent via Royal Mail are delivered by the postman, who will try to deliver them to you, but if you are not available they will leave you a calling card, leaving them at the Halls reception for you to collect.

All Saints, the card will be posted in your post­box.

Parcels delivered via a courier will also be left at your Hall reception with the exception of Panns Bank and Scotia Quay where they are left at the Bonded Warehouse for you to collect.

All Saints – Undelivered parcels and any registered mail will be returned and will normally be available for collection from a local collection point – a card detailing this information should be posted through you postbox. Please make sure that you have some valid identification with you, otherwise we are unable to issue parcels. See notice boards for collection times. Please make sure that you have some valid identification with you, otherwise we are unable to issue parcels. Letters and parcels are only accepted for current residents. After you leave Halls letters and parcels are returned to sender. The University cannot accept responsibility for undelivered mail. Please let anyone who writes to you know the date you expect to leave your accommodation or you can pay at the Post Office to have mail redirected to your home address.

Money matters You will be required to pay your rent from the day your contract starts to the day it is due to end, as listed on your contract. This applies whether you remain in your room or not. Please remember it is your responsibility to ensure that you pay your rent on time. Reminder notices are used, but we do not send out reminders unless you become a debtor. Students with unpaid bills will be referred to a debt recovery agent annually. All accommodation transactions fall under the University financial regulations. You can now check your own finance balance using Evision. Rents are due as follows:

Payment period Date rent due Last date for payment First As soon as you move in 1st November Second Beginning of January 1st February Third Beginning of April 1st May

Rent can be paid in the following ways: • At The Gateway, ground floor between 9am and 6pm Monday to Thursday and 9am to 5pm on a Friday • By post to The Accommodation Office in The Gateway, University of Sunderland, City Campus, Chester Road, Sunderland, SR1 3SD • By debit or credit card over the telephone on 0191 515 2943

• By a recurring debit/credit card arrangement over the three instalments indicated above (other payment patterns may be available, ask us about them) • Through the ‘University Electronic Gateway’ (http://online­payment.sunderland.ac.uk)

You can pay your rent by cheque, made payable to the University of Sunderland, debit or credit card or cash. We would prefer you not to pay by cash, but if you do please ensure that you have the exact amount of money.

Please note – it would help us to provide a better service if you bring with you your contract, confirmation letter or registration number when paying your rent.

Paying a booking fee Every resident must pay a booking fee of £200 to secure a room. The £200 is later taken off your rent payments.

You are advised that if you pay a booking fee to secure a room and then do not take up the offer of University accommodation the £200 will be non refundable.

You do not need to pay the booking fee if you are moving into a property and you are paying your rent in full at the time you sign your contract or before.

Owing money (debtor) Non­payment of debts to the University may result in a range of sanctions which can include formal de­ enrolment from the University (i.e. cancellation of your registration, revoking of access rights to library, IT, notification to SLC/LEAs that you are no longer a student etc) and debt recovery procedures via a credit agency or legal action. If you are an international student, de­enrolment may result in you being in breach of your visa conditions. Debtors may not receive any certification of their awards, and may not be permitted to attend the awards ceremony.

You will not be able to book University accommodation if you have a debt.

The University offers a financial counselling service for those experiencing financial difficulty or wanting advice: Please call 0191 515 2700 or drop in to The Gateway to make an appointment. Home students who are experiencing hardship may be able to get financial help towards living costs from the Access to Learning Fund – again call into The Gateway for an application form or advice. You will find further useful information here: http://welcome.sunderland.ac.uk/fees.asp

If you are having difficulty paying your rent please contact the Finance Officer in Residential Services for advice (0191 515 2943). Don’t delay – it’s easier to pay a small debt rather than a large one. Let us know if you are unable to pay on time. If you do not let us know you will be treated as a debtor.

Parties If you are thinking of arranging a party with your flat mates, you are asked to complete a party request form available at security reception or the All Saints RSA (usually a minimum of 48 hours notice is required). Only when you receive your approval form should you hold your party. You are responsible for any damage caused by your guests and if you are asked to stop the party because you are causing a disturbance please do so.

Personal safety information Please take some time to read the following personal safety information.

Get to know the area When you first arrive, you will be keen to find your way around the campus and the city. Make sure that you keep yourself safe and ask a member of staff for general directions before you set off (maps are available in reception). Sunderland has a comparatively low rate of crime affecting students and we believe students have a safe and secure environment. It is, however a large city with a mixed and varied population and some students may become a victim of crime. Please follow the advice below to help yourself to stay safe whilst you are here. We offer lots of crime prevention and personal safety advice on our campus watch website: www.sunderland.ac.uk/campuswatch

When walking, avoid any shortcuts through dark alleys, parks or waste ground. Walk confidently and make sure that you do not have valuables on display such as mobile phones, money, jewellery, laptops or MP3 players. Try to disguise your items especially laptops in different bags rather than a carry case. The University of Sunderland has an arrangement with Northumbria Police in order that two police officers are allocated to the University to target crime affecting the University students and staff. Should you need to speak to either of the campus police officers you can do so in one of the following ways, by contacting security either in the Hall reception or via the Central Control Room on 0191 515 2028 (4444 in an emergency) or via Sunderland Central Police Station 0191 454 7555.

Travelling around When you are travelling around the campus or city please stick to main roads and well lit paths. Try to avoid being out and about after dark especially if you are on your own, use the campus bus whenever you can and never get into a strangers car no matter how nice they seem.

Campus bus Use the campus bus whenever you can. Spare timetables available at reception or The Gateway, City Campus. It is also displayed at every transport pick up point.

Student emergency taxi scheme If you find yourself stranded with no money Station Taxis will provide transport. Simply sign the drivers account slip, and hand him your Students’ Union membership card. Your card will be returned by the Students’ Union on payment of the fare. The telephone number for Station Taxis is 0191 565 6565.

Driving When driving stay on routes you are familiar with and ensure that you have enough petrol to complete the journey. Park your car in a well lit car park, where you know people will be around when you return. Reverse your car into the space so that it is easy to drive away when you return. Do not leave valuables inside the car where people can see them, lock them in the boot where they are out of sight.

Safety in your accommodation •Never leave your window open even if you only leave your room for a few moments. Windows are fitted with restrictors to prevent them from over opening. Please do not remove the window restrictor • Lock your room door when you go out • Do not give your keys to anyone else • Do not let strangers in to your flat (or the block communal entrances) and if there is someone who you do not recognise ask them who they are or report it to security •Please report anything that you think is suspicious to security, who will attend either in person or by monitoring the CCTV and taking the appropriate action •Security mark your possessions with your home postcode. UV pens are available at your Hall reception or ask the RSA •Do not leave cheque books, credit cards or money lying around Pets No pets at all are allowed in University accommodation – except in the circumstances of disability. Please liaise with staff within Residential Services.

Posters (items displayed) Please ensure that if you are putting posters etc up on your walls that you use a fixative that will not damage or mark the walls, such as Blu Tac or something similar. Please do not use tape, nails, screws or staples which will damage surfaces. Please do not attach anything to ceilings, furniture, woodwork, windows or doors.

Property checks Each term Residential Services staff will check your room and communal areas for damage and repairs – you will be advised of the date and time of this check in advance. If when areas are checked, staff consider there are risks with regard to health and safety or hygiene, you will be advised of the necessary action to be taken by yourself and a date when the area will be checked again. Serious breaches of health and safety or hygiene regulations could result in a caution fee or ultimately disciplinary action being taken against you. On occasion it may be necessary to remove unauthorised items for safe keeping, you will be notified of this. You can make arrangements to collect the items(s) when you vacate the property or as agreed. All students sharing a communal area are responsible for keeping that area clean, tidy and free from refuse, and you should resolve any disputes about cleaning amongst yourselves. If you are unable to resolve any issues you should consult the Resident Student Assistants for advice and support.Groups of students who regularly leave the communal areas in a dirty condition will be charged for additional cleaning.

Support for residents living in All Saints: Accommodation staff carry out property checks at least three times a year, giving you written notice in advance of their visit. For your own safety always check staff identity before allowing them into your accommodation.

Recycling and refuse collection You are asked to recycle waste, making use of the container provided in the flat recycling point. Please ensure you read the more detailed guidance note on Recycling and Waste. The University pays for the disposal of landfill waste (this means non recycled waste) by weight so the more waste disposed of through recycling, less money is wasted paying for landfill.

Non recyclable refuse (landfill) is collected twice weekly from your accommodation. Please see your resident information Hall for collection days.

Please ensure that you remove the refuse from your flat as soon as the kitchen bin is full, securely fasten, and place all bags into the external bins located throughout the grounds ready for the collection. Please do not put refuse bags on the floor next to the waste bins as they will not be collected.

Repairs If you find that something is broken or missing in your flat you must ensure it is reported so that it can be repaired. Do not assume that someone else will report it. In reception you will find defect repair forms. Please fill these in with as much detail as possible so that it is clear what and where the fault is. You can also email your defect request to the address shown on the inner page of this document, please make sure that you put as much detail as possible in the email so we can find the reported fault (i.e. room number and location). Although we try to ensure that all faults are repaired within 20 working days, it sometimes takes longer if parts are needed to complete the job. Whenever possible you will be notified of delays. Repairs are undertaken by University staff or authorised contractors between the hours of 9am – 5pm. If you feel you need to be present during the repair this can be arranged (it’s likely that this will cause a delay to the repair). The length of time you have to wait for a repair to be completed will depend on the nature of the repair. The Facilities department will assess each job and place it into one of the following categories. Residents of All saints should report all repairs to the Accommodation Office in The Gateway (Tel: 0191 515 2943, e­mail: residentialservices@sunderland.ac.uk). Any emergency repairs that occur when the University is closed (and cannot wait) can be reported either via the RSA or by contacting University Security on 0191 515 2028.

Timescales for repairs: Emergency requests Repairs will be carried out within 2 hours of Facilities receiving the request.

Examples of this – loss of electrical power (not caused through supplier or residents not charging meters); heating failure to a whole building or area; dangerous structures such as broken glass and so on; failure of a WC or water supply where an alternative is not available.

Urgent requests Repairs will be carried out within 12 hours of Facilities receiving the request.

Examples of this – water heater not working; toilet blocked; no electricity in the kitchen; door closer not working; flat door not latching.

Priority requests Repairs will be carried out within 7 working days of Facilities receiving the request.

Examples of this – grill on cooker not working; sink leaking; bathroom fan not working; shower not working; bad smell from drains and so on.

Scheduled requests Repairs will be completed within 20 working days of Facilities receiving the request. Examples of this – routine repairs such as dripping taps; handles missing from cupboards; shaver lights not working; blinds to re­fix; drawers jamming and so on. If you have reported a repair and it has not been repaired within 20 working days please contact reception.

All Saints Repairs are undertaken by the Landlord and not the University, the repairs standards above may vary in job content only. Please see the detailed schedule and contact telephone numbers in your property Welcome Pack. The Student Advisor will contact the Landlord on your behalf to report damage or faults for you and monitor the quality and timing of repairs. If the damage or defect occurs during the evening, at the weekend, or during a holiday period, please contact the resident RSA and advise The Accommodation Office as soon as possible. Do not attempt to undertake repairs yourself. If repairs are not carried out, you must contact Residential Services who will investigate and feedback to you.

Restricted areas Roofs, cleaner or landlord cupboards, offices, security lodges, boiler rooms, teaching areas and catering areas ­ during officially closed periods, are all out of bounds to students.

Room changes We ask that you remain in the room you have been allocated unless there are exceptional reasons for you wishing to move. We do not encourage room changes except in exceptional circumstances. The following list, which is not conclusive, gives examples of what those circumstances may be: • Proven irreparable breakdown of the relationship between residents • A situation which has or could result in the deterioration of the student’s health or study programme; (professional advice will be sought)

You will be asked to provide supplementary information or evidence in support of your request. In the first instance contact the Hall Managers(s) to discuss the matter.

You are reminded that your tenancy contract is a legally binding document and once you have signed and accepted the terms of the contract you cannot terminate the contract unless you leave your course at the University. You will not be able to change your room if you owe the University outstanding rent.

Mutual exchanges You can exchange your room with another student in a Hall or All Saints, provided that: • you both have paid your rent and bills are up to date • you are not in breach of any of your letting conditions • your contract runs for the same period e.g. a student leaving in December cannot exchange with a student who is leaving in June All exchanges are to be arranged through The Accommodation Office, and an official amended contract must be obtained.

You are not to change rooms or keys without a revised contract, as you will be in breach of contract. Both of you need to go to the Hall Manager(s)/Student Advisor to sign for the change of keys in the key register. There is a £20 administration charge for all room changes.

Smoking and smoking points – the University has a no smoking policy All University residences including All Saints are smoke free. This includes, laundries, offices, stairways, kitchens, lounge/dining areas bathrooms, and smoking is not permitted within 10 metres of flat entrances. Residents are advised that they or their guests are not permitted to smoke in any area within the flat. Disregard for the policy will lead to a caution fee and possible further disciplinary action. If you activate the alarm by smoking you will be liable to receive a caution fee. Within the grounds, there are designated smoking points providing an ashtray facility. Locations are marked on the site map or ask staff for assistance.

Televisions and licences If you are using a television set or anything else to receive or record television programmes (such as DVD/video recorders, set top boxes, or a PC with a broadcast card) you must have a TV licence. You can obtain a licence by completing and sending off a paper form available from your Hall reception or by logging onto www.tvlicensing.co.uk There is a charge for the licence but you are able to claim a refund for any unused quarters (3 consecutive months).

Televisions are not provided by the University. Television aerial points are only available in bedrooms at Scotia Quay. In other accommodation there is an aerial point in the communal living space. You are advised to arrive and check the quality of the TV reception before committing to the purchase of a TV/License.

Voltage differences The supply voltage in the UK is 240v and you connect to the power supply using a 3 pin 13 amp plug. Please do not use any other plugs i.e. two pin as this can be dangerous.

Water Hygiene and legionella Our maintenance team have an in depth range of water tests and treatments which they routinely undertake throughout the year in all of our properties. You have role to play in maintaining the highest levels of water hygiene:

• For rooms left for a period of more than 7 days, require all water outlets to be flushed (this is the slow running of water for 3 minutes) • On arrival into your room following a period of absence (this may be a holiday or study period away from the University) you must flush your taps in your bedroom

• During University vacational periods we will gladly do this on your behalf if you advise us of your planned absence (we will send out reminders).

• We will manage the water outlets in the communal area’s

• Ensuite showers may be found without the head and hose, for safe practice this has been removed by staff until you return to your room (please contact reception)

• In ensuite rooms (particularly) you are asked not to tamper with water heaters

When you leave Check your accommodation You will receive a reminder before your departure giving you guidance on what you need to do before you leave.

Please ensure that when you leave you clear your accommodation of your belongings, ensuring it is left in a clean and tidy condition with all rubbish disposed of. Any items suitable for re­use such as unopened tinned or dried food items (which need to be in date) can be taken to reception. Arrangements will be made with a local charity to re­use the goods. It is essential that you switch off lights, sockets and taps, you close and lock the windows and lock the door before you return your key (and access card) to reception. If you are in any doubt, discuss this with a member of staff.

Comments, compliments and complaints (3C's form) We welcome your comments

If you would like to make any comments on any aspect of your accommodation or the service you have received please make use of a 3C’s form (available from the Halls or Accommodation in The Gateway receptions, also available to download from our website or we will be happy to post one out to you).

If you are unhappy with any of the services you have received from the University you should address your comment or complaint in the first instance to the department providing the service i.e. Residential Services or Finance Department. If your complaint is about your accommodation (repairs, damages, another resident or a group of residents) you should contact the Hall Manager directly to discuss the matter so that an amicable solution can be found.

If you are not satisfied with the outcome of this process you are advised to complete a 3C's form. You will receive feedback within 5 working days.

If you are not satisfied with the outcome you will be advised how to refer to the University Complaints Procedure.

End of tenancy check It is not possible for all rooms to be inspected before you leave. The property will be inspected when the last person has left the flat. If you are all leaving the property at the same time, it may be possible to arrange a final inspection when you are all present. To arrange this appointment it is advisable to give 7 days advance notice. Please remember that inspections can only take place Monday to Friday during normal office hours.

Extending your stay If you need to stay past the end of your contract date you must inform Accommodation in The Gateway as soon as possible. You may have a re­sit exam or require accommodation throughout the summer? Please do not assume that you will be able to stay in your room as it may be booked to someone else.

Key return Ensure that your room is locked when you leave. Return your key and access card to reception ensuring that you sign the key signature book. Please do not leave your key with a friend or in your room or flat. If you have lost your keys you should report this immediately. If you leave keys lying around and they go missing you will be charged the cost of replacing the locks. If you take keys home with you as soon as possible please contact your Hall reception and advise them as time delays incur charges. They should be returned by recorded delivery to the Hall Manager.

Residents of All Saints should return keys to the Accommodation Office in The Gateway – during out of hours, and by prior arrangement keys can be left with the RSA or University Security.

If you do not return your keys on the last day of your contract and there is no explanation, a £50 administration charge plus room rental will be charged on a daily basis until the keys are returned or the locks are changed.

Leaving early For the majority of students there is no notice period in your tenancy agreement which means you will not be released from your contract to live in non­university accommodation, whether privately rented or your home address. If you leave the University accommodation for non­university accommodation, you will remain responsible for your rent until the end of your contract or until the room is re­let to another student

who is not already contracted to University accommodation. You will remain liable for the rent until the new occupant moves in. Accommodation in The Gateway will assist you in finding a suitable replacement, however, there is no guarantee a replacement will be found.

Post Please let anyone who writes to you know the date you expect to leave your accommodation or you can pay at the Post Office to have mail redirected to your home address.

Renew your contract for next year Students wishing to secure a room for the following year are advised to contact Residential Services or see the Residential Services website www.studentpad.co.uk/sunderland This shows all available properties and their details.

Note – available bed numbers are limited and certain restrictions will apply. On the website you will also find information on summer accommodation and storage facilities.

Please be advised that you are responsible to clarify your understanding of the terms of your contract.

Accommodation Office The Gateway University of Sunderland City Campus. Chester Road Sunderland SR1 3SD

Tel: 0191 515 2943 Fax: 0191 515 2902 Email: residentialservices@sunderland.ac.uk

Web: www.sunderland.ac.uk/residentialservices