The Kensington Colleges Resident Handbook 2013
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The Kensington Colleges
Resident Handbook
2013Contents VISION.................................................................................................................................................... 4 MISSION................................................................................................................................................. 4 VALUES .................................................................................................................................................. 4 Conduct Policy ....................................................................................................................................... 5 Non-Smoking Policy............................................................................................................................... 8 Drug Policy............................................................................................................................................. 8 Alcohol Policy ........................................................................................................................................ 8 Living by Mutual Consideration and Respect within The Kensington Colleges................................... 14 Preliminary Action ........................................................................................................................... 16 Stage 1: Advice ................................................................................................................................ 16 Stage 2: - Taking Steps to Address the Discrimination or Harassment ........................................... 16 Stage 3: - Referral to The Head of College ...................................................................................... 17 Academic Robes Policy .................................................................................................................... 22 Management Structure and Administrative Policy ............................................................................. 22 Resident Obligations ........................................................................................................................... 23 Accommodation and Services ............................................................................................................. 24 Emergency Procedures........................................................................................................................ 24 Personal Emergencies and Crisis ......................................................................................................... 25 Lost Key & Lock Outs ........................................................................................................................... 25 Privacy ................................................................................................................................................. 26 Mail...................................................................................................................................................... 26 Request for a Guest to Stay in a Resident’s Room .............................................................................. 26 Catering Service and Meal Entitlements ............................................................................................. 27 Room Inventory ................................................................................................................................... 28
Repairs and Maintenance.................................................................................................................... 29 Hazard, Incident and Accident Reporting............................................................................................ 29 Room Cleaning .................................................................................................................................... 29 Room Heating/Cooling ........................................................................................................................ 30 Posters ................................................................................................................................................. 30 Personal Possessions – Responsibility................................................................................................. 30 House Committee Storage Rooms ...................................................................................................... 31 Semester Arrival and Departure Times ............................................................................................... 31 Parking ................................................................................................................................................. 31 Recess Periods ..................................................................................................................................... 32 Computer, Data, Printing and Internet Services ................................................................................. 33 Photocopying and Faxing Facilities ..................................................................................................... 35 Residency Fees 2013 ........................................................................................................................... 35 Payment of Accounts .......................................................................................................................... 37
VISION
To be the principal residential colleges at UNSW, of the highest standards and quality,
commanding the esteem of the University and the wider community as an inclusive
and inspirational community of scholars that fosters the pursuit of all-round excellence.
MISSION
The Kensington Colleges are open to all members of and visitors to UNSW.
We aim to provide a comfortable, safe and secure residential environment that is
characterised by mutual respect and co-operation. In promoting scholarly achievement
and a range of communal activities, The Kensington Colleges endeavour to provide
an enhanced university experience for all residents.
VALUES
To establish a college culture where all our residents respect:
o our appreciation of and respect for diversity and inclusiveness
o respect for ethical practice and social responsibility, including consideration for the rights
and needs of others
o the pursuit of excellence in scholarly work and in the development of interests, talents
and abilities of all kinds
o our history and our position as an integral part of UNSW
o our international membership and associates
o the opportunities of friendship, support and recognition, and the enjoyment that College
life affords
o a sense of security and pride in belonging to The Kensington CollegesConduct Policy
All conduct within The Kensington Colleges must be consistent with The Colleges’ “Vision, Mission
& Values”, the relevant policies and procedures of the University and the Colleges, and is subject to
the relevant Commonwealth and State laws.
As a resident member of The Kensington Colleges:
You Agree to:
be responsible for your own behaviour and that of your invited guests
ensure, especially between 11pm and 8am, that there is no excessive noise or other
disruption that will prevent other residents, staff and their families from studying and
sleeping
always restore common areas to a clean state after use
ensure that your activity does not conflict with the right of all residents to have access to
clean, safe and hygienic common areas and facilities, and to enjoy their living environment
You Must:
treat other residents, staff and visitors with respect
respect all property
respond immediately to all fire alarms and to directions to evacuate the buildings
be the single occupant of your room
comply with the Drug and Alcohol Policy
comply with the directions of and respect decisions made by administration and resident
staff
not intentionally or negligently cause or permit any damage to property
not behave in a way that will endanger the personal safety of any member of or a visitor to
TKC
not misuse, disable or wilfully damage any fire-fighting, prevention and detection
equipment
not engage in any form of harassment, bullying, discrimination or vilification (including
activities styled as traditions, tests, initiations, etc)
not allow any unauthorised person to use the accommodation services assigned to you
not smoke within TKC buildings and grounds
not bring the reputation of the University or the Colleges into disrepute as a result of your
actions or activities.
Comply with all local policies and procedures and the overarching UNSW Student Code of
Conduct
As a consequence you have an Obligation:
to notify the Duty Tutor, other Resident Fellows/staff or TKC security staff as required
about any undue noise or other disturbance, especially after 11pm
with sufficient notice, to seek permission from the Manager, Resident Life and Learning for
a guest to share your room overnight to approach the Head or any member of the resident or administrative staff about any
matter of concern
Co-operation . . . Consideration . . . Care . . .
Breaches of the Conduct Policy
The Manager, Resident Life and Learning (The Kensington Colleges) may:
refer a minor breach to the House Disciplinary Committee
use a range of penalties, including written warning/ reprimand, community service,
fine, ‘show cause’ notification, removal from elected House Committee positions,
suspension, expulsion or non re-admission to College. (The advance payment and
security deposit will be forfeited if a resident is expelled from College at the
discretion of the administration of the Colleges)
particularly in the case of suspension or expulsion, seek appropriate advice on the
matter
require the immediate exclusion of a resident from College, during which time
appropriate advice may be sought
Appeals Process
You may at any time within 5 days of the Manager’s decision being notified, appeal in writing to the
Head of College
The Head will:
Decide whether to reject your appeal (giving reasons)
Refer the matter back to the Manager, Resident Life and Learning for further
consideration
Following deliberations, inform you and the Manager, Resident Life and Learning of
their decision.
Student Equity & Disabilities Unit (SEADU)
SEADU may be contacted if you are aware of or subject to
harassment, bullying, discrimination or vilification of any kindPhone: 9385 4734
www.seadu@unsw.edu.au
This policy may be reviewed from time to time as requiredNon-Smoking Policy Smoking is not permitted within The Kensington Colleges buildings and grounds. Penalties may apply for residents breaching this policy. Refer to the UNSW ‘Designated Smoking Zones’ map (http://www.facilities.unsw.edu.au/Maps/pdf/Kensington_Designated_Smoking_Zones.pdf) for appropriate areas to smoke . Covering of smoke detectors in rooms will result in a fine to be determined by the Manager, Resident Life and Learning. This fine may be applied retrospectively if the equipment is found to have been tampered with after the room occupant has vacated. Drug Policy The Kensington Colleges has zero tolerance of illegal or illicit drug use or possession of illegal or illicit drugs within TKC buildings or grounds. Any resident found to be in possession of or using illegal or illicit drugs within TKC buildings or grounds will be expelled. Any resident supplying or manufacturing illegal or illicit drugs within TKC buildings and grounds will be expelled and UNSW and legal authorities will be informed. Alcohol Policy The Kensington Colleges is a living and learning environment where every resident must be considerate and respectful of the needs of others, especially in the pursuit of their educational goals. Alcohol consumption in The Kensington Colleges must be seen in the wider context of a community recognition and concern about the harmful physical, behavioural and social effects of excessive alcohol intake. While The Kensington Colleges recognises that there is social and legal recognition of responsible alcohol consumption by adults, this policy has been developed with residents responsible to ensure all is done to adhere and enforce this Alcohol Policy. Resident activities conducted on the University campus are covered by relevant Commonwealth and State laws, the University policies and procedures and The Kensington Colleges own policies and procedures, including its statement of Vision, Mission and Values. Residents should be mindful that this includes breach of the University Student Code of Conduct and may lead to expulsion from the University or the Colleges.
1 Principles
1.1 Responsible consumption of alcohol is permitted in The Kensington Colleges. ‘Responsible
consumption’ means drinking in moderation within the limits prescribed in clause 3
below. Subject to this requirement:
1.1.1 Individual residents are permitted to have and consume alcohol in their
rooms.
1.1.2 Individual and casual group drinking is permitted in common areas. This does
not include corridors, hallways, thoroughfares and walkways.
1.1.3 Other than in residents’ rooms, alcohol may only be consumed after 11pm in
designated common areas determined by the House Committee of each College
and which meet the approval of the Head.
1.2 Each College may determine more particular requirements in relation to the responsible
consumption of alcohol in designated common areas not inconsistent with this Policy.
1.3 Residents who prefer not to drink will be supported and the organisation of house events
will reflect this.
1.4 Licensed events must be held in accordance with this policy.
1.5 BYO events are permitted, but should be considered as exceptions and must generally
reflect the requirements of licensed events including the responsible service of alcohol.
Resident BYO events that contravene these guidelines will be shut down immediately.
1.6 Drinking must not interfere with the interests and welfare of others, damage property or
bring the reputation of the Colleges or the University into disrepute.
1.7 Any behaviour that causes harm to individuals, property or the reputation of the Colleges
or University is unacceptable. This includes any form of harassment and behaviour that
interferes with the reasonable expectation of an environment conducive to study and to
sleep or that disregards the appropriate responsibilities and strategies for conducting
events and functions.
1.8 House Committee funds are not permitted to be spent on alcohol except with the written
approval of the Head of College or their delegate
1.9 No events or gatherings involving alcohol will be held in the Colleges during ‘stuvac’ or
examination periods.
2 Limits
2.1 Residents under the age of 18 must not consume alcohol.
2.2 Residents will not drink with the aim of becoming intoxicated.2.3 Residents who are intoxicated will not continue drinking.
2.4 Residents and staff must not provide or serve alcohol to anyone who is intoxicated.
2.5 Residents must not be subjected to any unreasonable pressure to drink.
2.6 Drinking games/competitions are banned within The Kensington Colleges and its precincts.
2.7 Any forms of "bastardisation" are unacceptable and may be illegal. Perpetrators may be
referred to the police for appropriate action as well as dealt with in accordance with
University policies and procedures.
2.8 In all areas (including residents’ rooms) and at all times, unreasonable behaviour (e.g.
excessive noise) that disturbs or interferes with others is inconsiderate and unacceptable.
Any resident who repeatedly creates disturbances while under the influence of alcohol will
be removed from College.
3 Visitors to the Colleges
3.1 Visitors, including ex-residents, to The Kensington Colleges are subject to the Policy.
3.2 Residents are responsible for ensuring that visitors comply with the Policy.
3.3 Residents who fail to ensure their guests adhere to the policy will be subject to penalties.
4 Advertising and Promotion
4.1 No event is to advertise or promote the provision of an unlimited amount of alcohol (e.g.
"all you can drink").
4.2 Sponsorship of TKC/individual college events must be in accord with the policies and rules
of the University and approved by the Head of Colleges or the Manager, Resident Life and
Learning
5 Licensed Events
5.1 All events involving the supply and/or service of alcohol within The Kensington Colleges are
to be licensed in accordance with the liquor licensing laws.
5.2 The Caterer for The Kensington Colleges (currently Alliance) holds a liquor licence for the
purposes of complying with the law in regard to the management of The Kensington
Colleges functions involving the service of alcohol.
5.3 Requests for licensed events must be prepared and submitted in the form of a
‘Management of (Licensed) Events Form’ and in a timely way that allows for the final
approval to be given no later than 3 weeks prior to the event. The Management of Events
Form must contain the following information:
5.3.1 Approval of the Head of TKC and the Licensee. Approval by the Head of TKC will
include confirmation that the appropriate administrative arrangements in
accordance with this Policy are in place.
5.3.2 Variation to the timing of submission for approval may be revised from time to
time.5.3.3 Names of at least two (2) people involved in the organisation of the function who
are to abstain from drinking alcohol and assist the licensee in the management of
the event;
5.4.1 Management will provide organisers with a copy of the approved ‘Management of Events
Form’, the receipt of which is the final authority for the organisers to proceed with the
event.
6 BYO Events
6.1 BYO events are gatherings within TKC to which residents bring alcohol for their own
consumption.
6.1.1 A BYO event is any event involving the consumption of alcohol by residents that is
(a) organised, and (b) promoted/ advertised.
6.1.2 BYO events do not include informal gatherings at which residents consume their
own alcohol. Such gatherings will be private (i.e. not in any way promoted or
advertised), normally relatively small (such that it causes no disturbances to the
College), and will comply with standards of conduct specified in the TKC Alcohol
Policy and Conduct Policy.
6.1.3 Residents will not supply privately produced and/or mixed alcoholic drinks to other
residents at BYO events.
6.2 Requests for BYO events must be prepared and submitted in the form of a ‘Management of
(BYO) Events Form’ and in a timely way that allows for the final approval to be given no
later than 2 weeks prior to the event. The Management of Events Form must contain the
following information:
6.2.1 Approval by the Head of Colleges or the Manager, Resident Life and Learning.
6.2.2 Designated Function Officer who is responsible for the conduct of the event and
who liaises with the duty tutor and/or security if necessary.
6.2.3 Details of notice to Security and/or confirmation of security employed.
6.2.4 Names of at least 2 responsible members of particular College who will be present
at the event and will not drink alcohol and are able to assist in supervision.
6.2.5 Start and finishing times which must be advertised and adhered to.
6.2.6 Arrangements for the closing of the event.
6.2.7 Arrangements for adequate amounts and variety of food and non-alcoholic drink
(including water).
6.2.8 Arrangements for cleaning-up immediately at the conclusion of the event.
6.2.9 BYO Inter-College events are not permitted.7 Breaches
7.1 Breaches of the Alcohol Policy will be managed under the provisions of the TKC Conduct
Policy.
7.2 In the event of a breach of the Alcohol Policy by a House/House Committee the Head of
TKC or Manager, Resident Life and Learning will normally consult the Colleges’ Executive
Team. The range of responses available include:
7.2.1 A reprimand to the House
7.2.2 Imposition of a probationary period
7.2.3 A fine to be paid by the House
7.2.4 Cancellation of a House function or functions
7.2.5 Costs paid by the house for damage/cleaning/repairs.
Following consultation, the Executive may determine that one or more of the following is
warranted:
7.2.6 Disciplinary action against individual members of the House/House Committee
7.2.7 An alcohol ban in the College concerned
7.2.8 An alcohol ban across the three Colleges
8 General
8.1 There will be no more than one internal alcohol event each week in every college.
8.2 Those responsible (Social Directors and House Executive) for organising and managing
events must ensure that this Policy and the Management Events Plan are adhered to.
8.3 All members of The Kensington Colleges have responsibility for ensuring that residents are
aware of their obligation to be considerate, to live in harmony with one another and to
meet their responsibilities under the TKC Alcohol Policy.
8.4 The resident staff in each college are authorised to secure compliance with the
requirements of this Alcohol Policy and, if necessary, discontinue any event involving the
consumption of alcohol.
8.5 Costs of cleaning and repairs or replacement of damaged property will be borne by those
who are directly responsible for the mess or damage. If these people cannot be identified
the House will be charged.
8.6 All due care must be taken in the organisation of events/functions that are held off campus.
If organised by/in the name of The Kensington Colleges or of a particular College, then the
event is the responsibility of the Colleges/College, and must comply with RSA
requirements. A UNSW Risk Assessment must be completed for any event held off campus
and approval given by the Head.8.7 The Manager, Resident Life and Learning will report to Head of College on the operation of
the TKC Alcohol Policy at the end of each semester. The Head will report on the operation
of the TKC Alcohol Policy to the appropriate University Officer.
8.8 The Alcohol Policy will be revised at least annually.
Revised. February 2013Living by Mutual Consideration and Respect within The Kensington
Colleges
The Kensington Colleges support a college environment that treats all residents, staff and visitors
with respect and is fair to all, regardless of a person’s race; ethnic or ethno-religious origin or
nationality; sex or sexual preference (including transgender); marital status; status as a carer;
pregnancy or potential pregnancy; age; disability; religious; trade union or political affiliation.
Furthermore, TKC will endeavour to ensure the College environment is free from unlawful
discrimination, harassment or vilification.
Living by Mutual Consideration and Respect, the Kensington Colleges Discrimination and
Harassment Grievance Procedures have been developed to provide a fair and transparent process
for dealing with matters of unlawful discrimination and harassment. The grounds for unlawful
discrimination and harassment have been set out in the NSW Anti-Discrimination Act and the
Commonwealth Human Rights and Equal Opportunity legislation. The grounds include:
Race or ethno-religious background
Sex (male or female), sexual harassment
Age
Disability
Homosexuality (male or female, actual or presumed)
Transgender or trans-sexuality (actual or presumed)
Marital status
Pregnancy or potential pregnancy
Political affiliation, views or beliefs
Religious affiliation, views or beliefs
These Procedures should be read in conjunction with the Kensington Colleges Code of Conduct for
students and the UNSW Student Discrimination and Harassment Policy and Procedures. There are
also a number of related UNSW Policies including:
The Student Misconduct Policy
UNSW Privacy Management Plan
UNSW Occupational Health and Safety Policy
Acceptable Use of Information and Communications Technology Resources
Who do the procedures apply to?
Residents and staff of the Kensington Colleges. These procedures apply to events and activities
associated with the Kensington Colleges. Where a complaint involves an event outside of the
Kensington Colleges, but is associated with the University, the appropriate UNSW policy will apply.What is Discrimination? 1
The Anti-Discrimination Board of NSW says discrimination occurs when someone is treated unfairly
because they happen to belong to a particular group of people or have a particular characteristic.
Many people have fixed ideas about groups of people who are different from themselves. If we
aren’t careful, this can lead us to discriminate against people who belong to those groups.
There are two types of discrimination that are unlawful in Australia, direct discrimination and
indirect discrimination.
Direct discrimination
means someone is treated unfairly compared to someone else in the same or similar
circumstances, and this is because of their sex, pregnancy, race, age, marital status, homosexuality,
disability, transgender status or carer’s responsibilities. For example, if an employer won’t hire
someone just because they are a woman this is likely to be direct sex discrimination.
Indirect discrimination
means a requirement (or rule) that is the same for everyone but has an effect or result that is
unequal and unreasonable having regard to the circumstances. For example, an employer who says
that they need a person over 180 cm tall to do a certain job could be indirectly discriminating
against women and some ethnic groups, who are less likely to be this height than men or people
from other ethnic groups. They could claim indirect sex or race discrimination if they could show
that the job does not really need someone that tall to do it.
What is Harassment?
Harassment is behaviour that:
another person does not want and does not return,
offends, humiliates or intimidates the other person/s and that, in the circumstances, a
reasonable person should have expected would offend, humiliate or intimidate them, and
targets them for less favourable treatment because of their (or their friends’ or relatives’)
sex, race, disability, homosexuality, age, pregnancy, etc.
Harassment may occur even when there was no intention of causing offence.
Sexual harassment can include such behaviour as physical contact (patting, touching), 'leering',
repeatedly asking for dates (especially after prior refusal) and asking for sexual favours. However,
it may also include sexually related behaviour that makes the college or study environment
uncomfortable such as displays of sexual or sexist materials, emails or pictures, sexist or sexual
jokes or comments that stereotype people on the basis of their sex.
1
Source: The Anti-Discrimination Board of NSW, November 2007, Discrimination and the Anti-Discrimination
Board General Factsheet, http://www.lawlink.nsw.gov.au/lawlink/adb/ll_adb.nsf/pages/adb_general#w,What can I do if I think I have been harassed or experienced discrimination?
The following steps outline the procedures for making a complaint about unlawful discrimination
or harassment. The person making the complaint is called the complainant. The person or persons
being complained about are called the respondent. The purpose of these procedures is to provide a
clear and transparent process that is:
Fair to all parties involved
Provides a process that is consistent and timely
Ensures procedural fairness is followed at all times
Ensures confidentiality
Prevent victimisation of any parties involved with the complaint.
Preliminary Action
Before initiating the grievance procedures, the complainant should try to resolve the grievance
directly with the person/s concerned. This would usually be the other student/students in case of a
student to student issue, or the staff member concerned.
If this is not possible or appropriate, the complainant should proceed to Stage 1 of these
Procedures. All matters involving serious harassment, such as sexual assault or other criminal
offences, should proceed to Stage 3 of these Procedures and be referred to The General Manager.
Stage 1: Advice
The aim of stage one is to clarify the problem as perceived by the complainant, to advise the
complainant of the options available to them (including options for directing the matter to an
external agency) and to ensure the complainant is provided with support and advice to decide
whether, and if so, how, they wish to proceed with the complaint. All matters will be treated
confidentially. If a matter is of a serious nature, it will be referred to the appropriate senior
member of College staff. In most cases this will be the Manager, Resident Life and Learning.
The complainant can seek advice from the Head of Colleges, Deputy Head of Colleges, Manager,
Resident Life and Learning, Resident Fellow, or the Student Equity and Disabilities Unit (SEADU) at
any stage.
Stage 2: - Taking Steps to Address the Discrimination or Harassment
Where the student has been unable to resolve the grievance themself, they should take the matter
up with the Manager, Resident Life and Learning. Where the grievance involves that person, the
student should refer the matter to the next most appropriate member of staff, e.g. Deputy Head of
Colleges or Head of Colleges. Where the grievance involves students or staff from different college,
the matter should be referred to Head of Colleges who will follow the steps outlined below.
The Manager, Resident Life and Learning should address the grievance with a view to resolving it as
quickly as possible and normally within two calendar weeks of receiving the complaint. To do this
the Manager, Resident Life and Learning would normally:a. carefully listen to the student’s concerns and their desired outcome. The complainant
should be offered appropriate support and advice, for example being allowed to bring a
support person to any meetings associated with the grievance, referral to the UNSW
Counselling Service.
b. provide the student with a copy of this document, explain the grievance procedures and
the range of options open to them;
c. consult with the Student Equity and Disabilities Unit (SEADU), then seek to resolve the
matter, or, if this is not possible or suitable, refer the matter to Stage 3 of these
Procedures. In a particularly sensitive case, the Manager, Resident Life and Learning may
wish to ask the SEADU to attend the interview with the student;
d. in any action taken the Manager, Resident Life and Learning should ensure confidentiality
and procedural fairness for all parties involved, which would normally include such steps
as fully informing the respondent of the allegations made against them, if appropriate
providing them with a written summary of the allegations and providing them with an
opportunity to respond. The respondent should be offered appropriate advice and
support, for example being allowed to have a support person attend any meetings
associated with the grievance;
e. keep all those involved informed about the progress of the matter; and
f. monitor the situation during and after the resolution process. No person should be
victimised because they raise a grievance or are associated with a grievance in good faith.
In some instances it may be appropriate for the Manager, Resident Life and Learning to offer
mediation to parties to the grievance at an early stage of the grievance resolution process.
Participation in mediation is voluntary and all parties need to agree to participate in mediation
before the process can proceed. For information on options for mediation or a suitably trained
mediator, contact the Student Equity and Diversity Unit.
At the end of their direct involvement with the matter the Manager, Resident Life and Learning
should make appropriate file notes on the grievance resolution process and outcomes, which
should be stored in a separate and confidential grievance file. The Discrimination and Harassment
Grievance Report Form (see Guidelines for Staff Handling Discrimination and Harassment
Grievances) will also need to be completed and forwarded to the Director, SEADU.
Stage 3: - Referral to The Head of College
If the student believes the grievance has not been resolved to their satisfaction during Stage 2 or if
residents or staff from more than one College are involved, the complaint should be referred to the
Head of College. At this stage the complaint would need to be put in writing. The Head should
consult the SEADU before taking any action and may also wish to consult the UNSW Student
Conduct and Appeals Officer. The Head would then normally try to resolve the matter within four
calendar weeks of receiving the grievance, following similar processes outlined in Stage 2. If the
matter involves a formal investigation, this would normally be undertaken in consultation, or as a
joint investigation, with the SEADU and/or the UNSW Student Conduct and Appeals Officer.
What Happens if a Complaint is Withdrawn?
In serious matters the University has a duty of care to conduct an investigation into the complaint.OUTCOMES
Outcomes will vary from case to case depending on the nature and circumstances of each
grievance. Outcomes could include:
the complainant gaining a better understanding of the situation and no further action being
taken;
the respondent gaining a better understanding of the situation and no further action being
taken;
a decision or outcome which was the subject of the grievance being affirmed as the
appropriate decision in the circumstances, or being revised or rescinded;
the complainant receiving a verbal or written apology;
the respondent receiving a verbal or written reprimand;
one or both parties agreeing to participate in some form of counselling ;
disciplinary action where a UNSW policy or rule were found to have been breached, and/or
where misconduct/serious misconduct or unsatisfactory performance has occurred.
Disciplinary action may also be taken where:
a grievance is found to have been false, malicious or vexatious;
a person victimises another person because of their involvement in the grievance;
unnecessary disclosure of information (a breach of confidentiality) has occurred.
False, Malicious or Vexatious Complaints
Using these procedures to make a false, malicious or vexatious complaint is a serious matter.
Raising a false, malicious or vexatious complaint devalues the purpose of the complaint procedures,
constitutes an inappropriate use of resources and may damage the reputation of individuals
involved, the Kensington Colleges or The University of New South Wales. Disciplinary action will be
taken in cases where a false, malicious or vexatious complaint was raised.ADVICE AND INFORMATION
The following areas of the University can be contacted for advice and information:
The Student Equity and Disabilities Unit (SEADU 9385 5210)
Student Counselling Service : Kensington (9385 5418), COFA (9385 0733)
ARC Student Advocates (9385 7700) and International Student Services (9385 5333)
The Anti-Discrimination Board of NSW
The Human Rights and Equal Opportunities Commission
Definitions
Direct discrimination is where someone is treated less favourably because of their sex, age, race,
disability, pregnancy or any of the other grounds covered by anti discrimination legislation.
Indirect discrimination is where everyone is treated the same, but in a way that is, or is likely to,
disadvantage students of one sex, race, etc., and that is not reasonable. For example, a decision to
insist that all students complete an examination in a set time, may indirectly discriminate against a
student with a vision impairment.
Harassment is behaviour that:
another person does not want and does not return,
offends, humiliates or intimidates the other person/s and that, in the circumstances, a
reasonable person should have expected would offend, humiliate or intimidate them, and
targets them for less favourable treatment because of their (or their friends' or
relatives') sex, race, disability, homosexuality, age, pregnancy, etc.
Harassment may occur even when there was no intention of causing offence.
Sexual harassment can include such behaviour as physical contact (patting, touching), 'leering',
repeatedly asking for dates (especially after prior refusal) and asking for sexual favours. However,
it may also include sexually related behaviour that makes the college or study environment
uncomfortable such as displays of sexual or sexist materials, emails or pictures, sexist or sexual
jokes or comments that stereotype people on the basis of their sex.
Other common types of harassment are racial or homosexual harassment, which typically include
such behaviour as: verbal racist or homophobic comments, derogatory name calling, offensive
labelling of all people who belong to the same group, offensive graffiti or written comments,
distributing offensive material, making threats against particular people or groups because of their
race, colour or sexuality.Vilification is generally any act that happens publicly as opposed to privately, and that could incite (encourage, urge or stir up) others to hate, have serious contempt for, or have severe ridicule of you or a group of people, because of race, colour, nationality, descent, ethnic, ethno-religious or national origin, homosexuality (lesbian or gay), HIV or AIDS status or transgender status. This includes vilification because you are thought to be lesbian, gay or transgender, or to have HIV or AIDS Bullying is actual hurtful behaviour directed by more powerful individuals or groups against those who are less powerful. It is not the same thing as fighting or quarrelling between people of about the same strength. It is typically repeated, often enjoyed by the bully or bullies, never justified. It is experienced as oppression.2 A 'grievance' under these procedures is any complaint or incident of harassment or discrimination that occurred at or in connection with an endorsed Kensington Colleges-related activity, on or off campus. ‘Complainant’ refers to a student who alleges discrimination or harassment and who then makes a complaint. Respondent’ refers to the student or staff member against whom a complaint is made. 'Victimisation' includes any unfavourable treatment of a person as a consequence of their involvement in a grievance under these Procedures. Unfavourable treatment could include such things as adverse changes to the living or study environment, denial of access to resources, learning or research opportunities or ostracism. Procedural fairness’ refers to a process that displays fairness to all parties. It includes the right to be heard, the right to be treated without bias, the right to be informed of allegations being made and to be provided with an opportunity to respond to them and the right to be able to find out about the status of the grievance. Natural justice is another term commonly used for procedural fairness. ‘Confidentiality’ means limiting disclosure of information relating to a grievance to as few people as possible, and only to those who are legitimately involved in the process of resolving the grievance. The information gathered during the course of a grievance is treated in a confidential manner. Information to be reported for statistical purposes will as far as practicable and reasonable be in a de-identified form. UNSW staff are also bound to ensure that 'privacy' principles are upheld when collecting personal information. For example students and staff should be informed about what information is being gathered about them, how it is to be used, who will have access to it and how it will be stored. ‘Complainant’ refers to the student/s making the complaint and ‘respondent’ refers to the individual/s against whom the complaint is made. Conciliation and Mediation Conciliation refers to the process where the complainant and respondent are assisted to reach a solution to their problem that will allow the parties to continue to work or study in a manner satisfactory to both. The purpose of conciliation is to find a resolution, to ensure that any inappropriate behaviour does not happen again and to remedy, where relevant and possible, any 2 Source: Dr Ken Rigby, November 2007, Bullying in Schools: Guidelines for Effective Action, University of South Australia, http://www.education.unisa.edu.au/bullying/bguide2.htm,
disadvantage suffered. The focus of this process is settlement of the complaint or grievance rather
than fact finding or allocation of blame. Conciliation under the UNSW Discrimination and
Harassment Grievance Handling Procedure may be undertaken by the relevant senior manager or
specialist unit such as the SEADU. Conciliation may take place:
As a series of separate meetings between the conciliator and each party, where the conciliator
acts as a go-between; or
In meetings where the complainant and respondent meet face to face with a conciliator in a
joint session; or
A mix of the two.
In some circumstances it may be appropriate to offer parties the opportunity of Mediation.
Mediation occurs where parties meet in a joint session with a neutral third party mediator, to seek
a mutually acceptable resolution to their concerns. Mediations should only be conducted by an
appropriately trained and experienced mediator and on a voluntary basis, with the agreement of
the parties concerned. Mediations are usually conducted on a confidential, ‘no-fault’ basis, with
the outcome recorded as an agreed report or, where no agreement was reached, a statement of
the remaining differences between the parties, with recommendations for further action, drafted
by the mediator with the parties.Academic Robes Policy
Residents will be provided with academic robes at the start of each session for use at formal
occasions. The use of academic robes carries with it significant tradition and honour, and as such:
Academic gowns are only to be worn at formal occasions as directed by the Head of
College. Advanced notice will be given to all residents of events where robes are
required.
Wearing the robes outside of these times or in any way likely to bring discredit to the
reputation of the individual concerned, The Kensington Colleges or the University of
New South Wales is strictly prohibited.
Entrance to events where robes are required may be refused by the Head if robes are
not worn or not in satisfactory condition.
Residents are required to take personal responsibility for the care and maintenance of
their robes.
The failure to properly abide by this policy will be dealt with using the procedures in
the conduct policy.
Each resident is required to purchase a robe when they enter College.
Management Structure and Administrative Policy
The Kensington Colleges (“the Colleges”) is a group of residential colleges – Basser College,
Goldstein College & Philip Baxter College – within and managed by the University of New South
Wales (UNSW). The University’s codes, rules and by-laws apply to life in the Colleges, as do the
codes and rules of The Kensington Colleges. All activity should be consistent with the Vision,
Mission and Values of the Colleges. These are reflected, for example, in the Colleges’ policies on
standards of conduct, on the use of alcohol, and in the obligations outlined in the ‘Resident
Obligations’ section.
The ethos of the Colleges requires that residents act responsibly in their participation in all aspects
of college life, and with sensitivity, tolerance, co-operation and civility towards each other. This
expectation is consistent with a community that seeks to work collaboratively in the management
of its affairs.
Management Structure
The Director of UNSW Residential Communities is responsible to the Vice President , University
Services for oversight of the operations and activities of the Colleges. In 2013 the Director of UNSW
Residential Communities also holds the post of Head of Colleges and is responsible for the overall
leadership and operational management of the Colleges as well as the welfare of the residents of
the College; the supervision of the management team that co-ordinates Colleges’ resident
residential staff (Resident Fellows) and facilities management; the development of the academic
and community life of the Colleges, and for the maintenance of good order within them. The Headis assisted in these responsibilities by the administrators of the Colleges, the resident staff and by
the elected House Committee of each College.
House Committees are elected by each College at the beginning of the year, with elections at the
end of the year for the following year’s House President, Secretary and Treasurer. Each College is
represented on the Colleges’ Team Meetings, which also includes the Head of Colleges, Deputy
Head of Colleges, Resident Fellows and administration of the Colleges.
The office staff are available during office hours to provide services to residents. These services
include management of facilities, College property, financial payments, re-imbursements, room
lock-outs and any other questions that residents may have. Please note: the office does not accept
cash payments over $10. Payments over $10 can be paid using eftpos, mastercard or visacard.
Outside office hours, there are seven Resident Fellows who are rostered each day to act as a duty
tutor (including day/night weekends). The duty phone number is posted in the Colleges and the
duty tutor/RAS should be contacted if any problems arise.
Resident Obligations
A resident of The Kensington Colleges will:
comply with the undertakings signed on accepting a place in the Colleges;
keep the premises of the Colleges, including any accommodation assigned to the resident,
reasonably clean;
notify the relevant College as soon as practicable of any damage to any accommodation
assigned to the resident;
not intentionally or negligently cause or permit any damage to the Colleges;
not alter any part of the premises without the prior permission of the Colleges;
when vacating, leave the accommodation assigned to the resident’s use as nearly as
possible in the same condition apart from fair wear and tear as set out in the room
inventory report
permit the Colleges’ representative to inspect any accommodation assigned to the
resident’s use at all reasonable times
not permit any unauthorised person to use any accommodation assigned to the resident,
and abide by the Colleges’ “Single Occupancy Accommodation” Policy;
not change any lock in the premises of the Colleges;
behave, in the premises of the Colleges, in a manner which takes sufficient account of the
purposes for which the Colleges are conducted and the welfare and amenity of other
residents and staff of the Colleges;
comply with any lawful directions from the Colleges relating to the reporting of incidents
involving residents or other persons on College premises or damage to College property;
not keep animals or birds on the premises.Note: Residents at the Kensington Colleges must be full time students or cadetship students
enrolled at the University of New South Wales. Residents whose enrolment status changes during
their period of residence must immediately notify the Head of Colleges and discuss their situation.
Accommodation and Services
The following accommodation and services are provided:
Single occupancy rooms
Regular cleaning of rooms
Weekly change of laundered linen and towels
Meals are provided during the University semester for resident consumption only
Residents will have access to network connectivity in bedrooms. Users must comply with the
relevant University policies and rules for the use of data networks.
See http://www.comms.unsw.edu.au/policies
Emergency Procedures
Rehearsal of emergency fire and evacuation procedures will be carried out during O-Week and at
the beginning of each semester. Residents must vacate the building during fire drills. Penalties will
apply to any resident who fails to vacate. Report all accidents and major incidents to Security and
the duty tutor or the Head of Colleges in the out of office hours period. Seek their assistance in
emergencies if time permits.
Emergency Numbers (residents – please program into your mobile phone)
Front Office
Monday to Friday 8:30am – 4:30pm 9385 4346
UNSW Security 9385 6666
Duty Tutor 9385 9786
Contact Security on 9385 6666 as the first course of action in an out-of-hours emergency if time
permits. They are there to assist. The full list of contact numbers is as per the Duty Tutor roster.
Following the call to UNSW Security you must also inform the DutyTutor on 9385 9786.
In the event of a fire -
The safety of all Residents depends on people behaving responsibly and with care. Report all fire incidents immediately to Office in Office hours and to the Tutor on Duty or
Security out of hours.
Raise the alarm and evacuate the building. Go to the marshalling area which is on the Quad
Lawn.
Do not take risks trying to put out a fire that may be out of control
Fire extinguishers and hoses are available to assist in situations where a small fire can be put
out without risk.
*Egress routes for evacuation are posted in your room. Please evacuate promptly.
Personal Emergencies and Crisis
If you are feeling unwell or at unease, there are a variety of options available whom you may seek
assistance from:
The Duty Tutor
Resident Fellows
The Deputy Head of Colleges
The Head of Colleges
UNSW Student Counselling Unit (Level Two of the East Wing in the Quadrangle Building) or
the University Health Service (Ground level of the Quadrangle Building) depending on the
nature of the emergency
The above represents a help network within which your concerns will be treated with the strictest
confidence and professional assistance.
Lost Key & Lock Outs
If you are locked out of your room:
Monday to Friday 8:30am – 4:30pm Contact the Front Office (9385
4346)
After Hours and Weekends Contact the Duty Tutor (9385
9786)
When a key is misplaced, a resident may request for the spare room key. Similarly, where a card is
replaced, a fob will be issued. The resident will be given two days to return and sign back the spare
key and/or fob. In the event that this does not occur the key and/or fob is assumed lost.
When a key is lost the lock will be replaced. This prevents a person who comes into possession of a
lost key subsequently gaining access. The charge to Residents is $125 (inc. GST) for a replacement
lock. When an ID card is lost the replacement charge will be $25. These charges are payable
immediately.
Please refer to advice on penalties for repeated lock-outs in ‘SECURITY AND ACCESS’ section.Privacy
The Colleges strive to respect your privacy and provide quiet possession of your room. Staff will
make every effort to give you forewarning if entry to your room is required for maintenance,
cleaning or some other matter. Staff hold a master key for use in case of emergencies.
Mail
Address
Incoming mail should be addressed to:
Resident Name
Name of College
UNSW Residential Communities
University of New South Wales
Sydney NSW 2052
AUSTRALIA
Any deliveries or visitors should be directed to:
UNSW Residential Communities
University of New South Wales
C/-The Office, Goldstein Hall
University Gate 4
High Street
Kensington NSW 2052
Incoming Mail
Incoming mail is sorted by the office and placed in alphabetised mailboxes located in the college.
Residents are advised to check their mail boxes regularly, and clear it often. Mail not collected
within 14 days will be returned to sender. Residents receiving packages or registered mail will be
left a collection notice in their mail box which they must present at the office in order to collect
their item.
Outgoing Mail
Stamped addressed envelopes may be posted at the UNSW Post Office behind the UNSW Library or
left at the Office for dispatch via the University mail system. Stamps may be purchased from the
UNSW Post Office.
Mail For Ex-Residents
Once you conclude your stay at the Kensington Colleges, you will need to re-direct all mail delivered
to the Kensington Colleges to your new address as it is not practical for us to provide a redirection
service given the volume of mail we receive. Mail received over the summer break will be held until
the commencement of Semester 1 and then will be returned to sender.
Request for a Guest to Stay in a Resident’s Room
Residents may not allow any unauthorised person to use any accommodation or services assigned
to the Resident. Residents may, however, in exceptional circumstances, seek authority for a guest
to share their room overnight. Such requests must be submitted with sufficient notice for approvalby the Manager, Resident Life and Learning. TKC reserves the right to withhold authority for a
guest to stay within the Colleges. Maximum stay for a guest is 3 nights.
Approved forms must be submitted to the office at least 2 working days in advance for mattress
requests to be granted.
(The Guest Request Form is available from the Office and the college’s website in the Current
Resident Section of each college.)
Accommodation charges will apply if an unauthorised guest is found to have occupied a room.
Catering Service and Meal Entitlements
The Kensington Colleges provides catered meals daily (hot food service and choice of salad bar)
during the university semester. Residents are also expected to attend a number of formal dinners
and other specially catered functions each semester as part of the Colleges’ social calendar. The ID
card each resident is issued with is required to gain access and to obtain service.
Breakfast 7:00am – 10.00am
Lunch 12:15pm – 2:15pm
Dinner 5:00pm – 7:00pm
Brunch (Sat and Sun) 9:00am – 2:00pm (7am opening for cereal & toast)
No crockery or cutlery is to be removed from the Dining Hall. House Committees’ will be charged
for missing crockery and cutlery from the Dining Hall.
Catering Services – Entitlement and Access
Entitlement to use the Dining Hall is controlled by the issue and the use of the Resident Identity
Card. Meal entitlements are not transferable.
The ID card must be produced when attending the Dining Hall during meal times, and registered by
the proximity scanner. Any resident who does not have their ID card with them when attending the
Dining Hall will be refused access by the attendant on duty and asked to return with your ID card. If
their ID card is lost their name will be given to the office to issue the resident with a new
replacement ID card at a cost of $25, payable to the office immediately.
Special Dining Arrangements:
> Take-away Meals
Residents are asked to consume meals in the Dining Hall. This helps develop a community spirit and
limits the cost of the catering service. When necessary, residents are entitled to take meals away
and disposable containers are available for this purpose. When you enter the Dining Hall servery
you will be given the option of eating in or taking away (you may choose only one option, not both).
>Packed Lunch
Where a resident is unable to return to college during the designated lunch hours (excluding
weekend), they are able to submit a form in the morning to the Caterers and are then eligible to
create a sandwich packed lunch. This then is able to be taken during the breakfast dining time.
>Late Dinners
Late dinners are available every night for residents who are unable to return to college. You will
need to fill in the provided labels at the dining hall so that you are able to pick up your dinner when
you return to college, at the Dining Hall.>Vegetarian and Special Eating Needs At the commencement of your stay at the Kensington Colleges, you may fill out a form providing details of your special dietary requirements, the information would then be passed onto the Catering Manager. The caterers will endeavour to assist your needs, and there is a vegetarian option at every meal. Guest use of Dining Hall Residents may bring their guests to the Dining Hall occasionally (not on an ongoing basis) where guests must be accompanied by the Resident at all times. If a resident wishes to bring a guest to the dining hall they must purchase a meal ticket (cost of $6 per meal) at the office and present this to the dining attendant on duty at the proximity scanner. Resident food entitlements cannot be transferred to guests. Residents are reminded that the Colleges are a cooperative of shared cost. Misuse of meal entitlements, apart from being dishonest, is a breach of the College ethos. It is an Occupational Health and Safety requirement that footwear must be worn at all times in the Dining Hall. Room Inventory When to complete the form: Within 5 days of check in It is a record of furniture, furnishings and condition of your room when you arrive and when you leave. Room Condition and Inventory forms are an important means of ensuring that you are not charged for any pre-existing damages or problems with your room. These forms will be distributed to residents upon check in. All residents must complete and return these forms to the Office within 5 days of check in. Any residents not returning the completed form will be accredited as occupying a fully complemented room and liable for any damages or missing inventory items. Upon vacating your room at the end of semester it will be inspected by a staff member against the Room Condition and Inventory Form. Charges will apply to any missing or damaged items, or for any additional cleaning and rubbish removal which is required. The cost will be taken out of your security deposit. Rooms must be fully cleared and be left in a clean and tidy state. Garbage bags will be distributed to each room at the end of the semester so you can dispose of any rubbish appropriately. You may leave personal belongings in College storerooms but we cannot guarantee their safety or provide insurance for them. Please note that any personal items left in rooms will be disposed of and a removal charge will be applied to your security deposit. Please remove all marks, posters, stickers and BluTtak from walls, ceilings and doors to avoid an additional cleaning fee.
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