University Managed Accommodation Residents' Handbook 2019/2020 - St Mary's University
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University Managed Accommodation
Residents’ Handbook 2019/2020
1St Mary’s University Residents’ Handbook 2019/2020 Welcome to St Mary’s University On behalf of Student Services, we would like to welcome you to St Mary’s University managed halls of residence. We hope you will enjoy the experience of living in St Mary’s accommodation. Joining a university community is an exciting experience, and we aim to provide a safe and comfortable environment for you to live and study in. This handbook has been put together to give you useful information that will help you settle in and get the most out of your time living in halls of residence. Please take the time to read through this handbook and the terms and conditions of your Accommodation Licence (found at the back) before you arrive. Contents Accommodation Service 3 Arrival 4 Your accommodation 5 Fire safety 7 Services and facilities 8 Refectory – meal plan 12 Living at St Mary’s 14 Local area 16 General information relating to the residential regulations 17 Your questions answered 19 Useful contact list 21 Campus accommodation licence agreement 22 2
Accommodation Your SLC works closely alongside your
Resident Mentors, Student Services and the
Service Students’ Union, and are a point of contact
for students with any issues concerning their
accommodation, or who require advice or
The Accommodation Service assistance on personal matters. If you would
like to contact the Student Life Team for
provides dedicated support support, or want to find out about events,
for students in university then please get in touch on the contact
accommodation and also helps details below:
students with the transition into studentlife@stmarys.ac.uk
private accommodation. 020 8240 4048
The Accommodation Service is part of The Accommodation Service also includes
Student Services located on the second a team of Resident Mentors and student
floor of J building. Senior Residents, who provide residential
support for students living in university
Opening hours: managed accommodation.
Monday-Friday 9am-5pm
Wednesday 10am-5pm Resident Mentors
Resident Mentors are members of staff
Accommodation Service who reside in the halls of residence. Their
www.stmarys.ac.uk/accommodation role is to support and assist residential
simmspace/services-students/ students living in their halls. For example,
accommodation should you fall ill and need assistance the
E: accommodation@stmarys.ac.uk Resident Mentor should be called. If the
T: 020 8240 4034/4385 Resident Mentor is unable to assist you with
a personal matter, they will advise you on
Going to university and, in many cases, the appropriate support services. Resident
moving away from home for the first time Mentors also ensure that students do not
is an exciting and sometimes daunting cause a nuisance or damage, and have
experience. We aim to help you make that responsibility for ensuring that resident
transition as smooth as possible while you students abide by the terms and conditions
are settling into halls. of the Accommodation Licence.
Student Life Coordinators
Your Student Life Coordinator (SLC) is a
members of Student Services. Your SLC
is on hand to help create a supportive,
inclusive and vibrant student residential
community. They are available to guide,
support and assist you throughout your
St Mary’s journey.
3St Mary’s University
Residents’ Handbook 2019/2020
Student Senior Residents
Student senior residents are usually second Arrival
or third year students who have lived in
university managed accommodation during For most students the moving
their first year, and their role is to assist in date will be Sunday 8th
and support you during the time you live in
university accommodation. September 2019. You will receive
a designated arrival slot and
parking permit.
All members of the Accommodation
Service Team are committed to providing Keys
you with the highest level of support and For some halls you will be given two keys, the
service. With your cooperation, we are outside door key and your room key. Most
confident that you will enjoy your time in halls use proximity card access for the main
university accommodation. door. Bring a key ring with you for your keys
and make sure it’s easily recognisable (but not
with name or room location in case of lost/
stolen keys). If you lose your keys you will
be charged for replacements and in some
circumstances replacement locks. Please look
after your keys at all times.
Inventory
Once you have registered and collected your
keys, you will need to complete an online
inventory. It is important that you check
every item and note anything that is missing
or damaged. This will be compared to the
condition of the room when you leave. You will
be charged for any missing items or damage
from your £200 deposit at the end of your
licence. You will be sent a link to the inventory
when you arrive, and you will have seven days
to complete it.
Resident Mentor/hall meeting
Generally, each hall or group of residences
has a Resident Mentor. You will meet them
in the hall when you arrive (they will give
you your keys). All residents are required to
attend a compulsory hall meeting held by their
Resident Mentor during the first week of term.
This is a good opportunity to meet other
residents.
4You will also be told about any conditions or
regulations which apply to your particular hall
Your accommodation
and any questions will be answered. You will
be required to attend regular hall meetings as Your bedroom is your space
advertised within your hall. where you can relax, study and
socialise.
Health and safety
All residents are asked to attend a fire Your room
You will be notified of your room number
briefing during the first few days in
in your offer which forms part of your
residence. Information will also be provided Accommodation Licence.
on health and safety issues and personal
safety. Your Accommodation Licence
Please ensure you read your licence fully. This
is a legally binding contract which outlines
your responsibilities to the University and
other students within your hall of residence.
The licence period is shown in your allocation
letter; for most students this will be 37 weeks.
In some cases, depending on the course of
study and term dates, this may need to be
extended. Please check your term dates and
notify the Accommodation Service as soon
as possible if you require an extended licence
period and where possible we will assist you.
Additional payment will need to be made for
any extra days in halls.
Please note that the Christmas closure
period is from Sunday 15th December
2019-Friday 3rd January. Residents are
required to vacate by 12 noon on Sunday
15th December and will not be permitted to
return before 12 noon on Friday 3rd January.
With the exception of 16 Strawberry Hill
and Benedict XVI House, all catered halls of
residence are closed during the Christmas
closure period. Students are able to leave
their belongings in their room, however, the
University takes no responsibility for any
personal belongings.
5St Mary’s University
Residents’ Handbook 2019/2020
Furnishings What to bring with you:
The residences are fully furnished, however, • Linen – duvet cover, pillowcases, sheets
you will need to bring some personal items and towels
with you. Set out in this section are details of • Kitchen equipment – crockery (plate,
what is provided and what you will need to bowl, cup/mug), cutlery (knife/fork/spoon),
bring. microwavable dish, washing up cloth and
tea towel
All bedrooms contain:
Desk and chair • Limited consumables, i.e. tea/coffee, sugar
Single bed and mattress and cereals
Wardrobe • A duvet, pillows and bed linen (please note
Drawers/bedside table that these are provided for international
Waste bin students).
Some rooms contain: You may also want to bring some of your
Shelving own personal items with you such as a TV or
A washbasin photos, to make you feel more at home, but
En-suite please be aware that the University takes no
Notice board responsibility for your possessions.
TVs and electrical equipment
Communal facilities Please note that a television licence will be
There are communal kitchenettes available in required if you are watching TV live online or
halls. These provide snack making facilities if you are watching on Catch Up too, as it
i.e. microwave, kettle, toasters and fridges. is with a television set. Approved electrical
The kitchens also have irons and ironing equipment is subject to ‘PAT’ testing by our
boards. Students must not bring any cooking university electricians. For more information
equipment into the halls of residence, on approved equipment, please contact the
however, small (mini) fridges are permitted. Accommodation Service.
There are shared bath/shower/toilet facilities
Please refer to the website for further
in non en-suite halls of residence.
information: www.tvlicensing.co.uk.
Storage space
Personal possessions insurance
Space in your bedroom and in shared areas,
Cover is provided by the University and the
such as fridges, may be limited so don’t bring
cost is included in the rent. Additional cover
too much with you. Supplies are available
may be purchased as an option. If you need
locally and you can always bring more from
to make a claim, please visit www.endsleigh.
home at a later date if needed.
co.uk/reviewcover or call 0844 472 2507.
6Fire safety
Fire safety is an essential part of
communal living.
It is important that you familiarise yourself with
the fire notices in your halls and that you are
St Mary’s University is a member of aware of your escape routes.
Universities UK Code of Practice for
University Managed Accommodation In the event of a fire
(the Student Accommodation Code). More If you discover a fire, activate the alarm
information about the code can be found immediately by breaking the glass in red call
at www.thesac.org.uk. points located throughout the residences. You
should then exit the building and make your
way to your assembly point.
Complaints When the fire alarm sounds you must leave
We are committed to delivering a high the building immediately, following the fire
standard of service to our residents and are exit signs, and make your way to the nearest
confident that any issues you may experience assembly point. Once at the assembly point,
will be relatively minor. students should await further instruction
from the St Mary’s Security Team and/or the
Everyday issues should be raised informally London Fire Service, which should arrive
with the person directly involved. Contact within five minutes. Students do not have to
details for university departments are included call anyone as all alarm activations alert the
later in this handbook. You should also make Security Office.
your Resident Mentor aware as they will be
able to support you in resolving the matter.
Fire alarms are tested weekly to ensure
Where a problem has not been resolved by
informal means or you feel is too serious, then that they are working correctly. On these
a formal procedure is available which can be occasions you do not have to evacuate
found on SIMMSpace (student intranet). The the building unless the alarm sounds
University’s Students’ Union and Conduct continuously.
Team can support you through the complaints
procedure.
7St Mary’s University
Residents’ Handbook 2019/2020
Remember:
• Never wedge fire doors open Services and facilities
• Do not leave cooking unattended
• Smoking is not permitted in any campus Living in university managed
buildings accommodation is very
• Do not leave material items (for example, convenient, with a full range of
clothes and towels) next to hot electrical
items, such as straighteners or lamps
services and facilities available
• When using aerosols, ensure they are
to you on your doorstep.
not pointing at the detector
Cleaning
• Keep the bathroom door shut in order A cleaning service is provided in halls of
to prevent steam entering your room or residence. En suite bathrooms are cleaned
corridor when showering every three weeks, however the cleaning
Candles/naked flames of non-ensuite bedrooms is the students’
Due to the potential fire risk and risk of responsibility.
damage to property the burning of candles
or any naked flames is strictly prohibited. Daily cleaning is provided for accessible
communal areas, including shared
Tampering with fire safety equipment bathrooms. Students are expected to
Anyone who is identified as recklessly maintain rooms to a tidy manner and keep the
or maliciously tampering with fire safety floors clear of any obstructions; this includes
equipment will be fined a minimum of £100. all washing up, wiping surfaces and mopping
All such cases will be dealt with in accordance spills.
with the University Disciplinary Procedure and
any relevant legal procedures. If you have any queries or comments
regarding housekeeping you should contact
The following are examples of tampering with the facilities helpdesk.
fire safety equipment:
St Mary’s is committed to recycling wherever
• Obstructing fire exits possible; waste bins are provided in each
resident’s room which should be emptied
• Wedging open fire doors regularly. Please note these bins are for
• Sounding the alarm when there is no fire recyclable waste as directed only. Food or
• Interfering with the fire extinguishers or other waste that does not meet the recycling
blankets criteria should go in the kitchen and pantry
• Covering fire detectors bins.
8If food waste or other contaminants are We have different response times based on
placed in recycling bins, your bin will not be the nature of reported maintenance requests
emptied. A guide to what you can recycle as outlined below (examples are provided
can be viewed on the sustainability pages to demonstrate categories but are not an
on SIMMSpace. exhaustive list):
Maintenance
Target
If any items in your room or the communal Category
response time
areas are broken or faulty it is your
responsibility to ensure that this is reported. Critical Within 2 hours
This should be done by contacting the Repairs required (including
facilities helpdesk. to enable continual weekends and
occupation, e.g. total Bank Holidays)
Facilities helpdesk
loss of power, major
E: fmhelp@stmarys.ac.uk
leak or flood.
T: 020 8240 4036
The helpdesk is open Monday-Friday Emergency Within 24
8am-5pm Repairs to defects that hours (including
prevent the effective use weekends and
When reporting a fault, please ensure you of the premises, e.g. no Bank Holidays)
include your name, RegNum, room number hot water.
and hall of residence in addition to the Urgent Within 5 days
full details of the problem. If you require Repairs to defects which (not including
assistance with reporting a repair you should materially affect the weekends and
contact your Resident Mentor. comfort of the users, Bank Holidays)
e.g. broken toilet seat,
faulty internal light.
Emergency maintenance
If there is a fault such as a flood or loss of Day-to-day Within 10 days
power that occurs out of the above opening Common reactive (not including
hours, you should contact security on repairs, e.g. faulty blinds, weekends and
repair furniture. Bank Holidays)
020 8240 4335.
In reporting a repair you are consenting to St Mary’s security
St Mary’s staff or contractors entering your We have on-campus security in operation 24
room or hall to assess and/or carry out the hours a day, seven days a week, to ensure a
repair. Remember that you have the right to safe and secure living, working and studying
ask for proof of identification. If you wish, you environment.
can ask for notice to be given of when the
repair will be attended to, but this can extend
the timescale of the repair.
9St Mary’s University
Residents’ Handbook 2019/2020
The Security Team patrols the campus, However, room security is your responsibility
monitors CCTV, responds to emergencies, and you do need to be careful. Simple
and can offer advice on how to prevent precautions which won’t cost you much in
crime. If you see or hear anything suspicious time or money can help to keep you and your
happening on or off campus please contact belongings safe.
the Security Office to report it. This is located
adjacent to the main reception and can be • When you leave your room in halls, always
contacted directly, either in person or by the lock the door and shut your window, even
telephone number below. if you are only popping out of your room for
a short time.
Security Office • Never let anybody into your block by
E: security@stmarys.ac.uk allowing them to follow you in, unless you
T: 020 8240 4335 know them or have checked their ID card.
• Think about the risks before inviting
someone that you have just met into your
In case of an emergency call security room.
on 020 8240 4060.
Accommodation keys
If your accommodation keys are lost or stolen,
Personal safety please report to the Security Office. Please
Whilst St Mary’s campus and surrounding note that charges do apply for replacement
areas are relatively safe, it is important that keys.
you are always aware of your own personal
safety, especially when you are in a new
environment with new people. By taking some Anti-drug policy
simple, basic precautions you can easily Any connection or suspected connection
reduce the risks and take control of your own with the possession, use, buying or selling of
safety. drugs will result in the immediate termination
of residence. The University will not condone
• Ensure that someone knows where you any illegal practices, and any matters
are and when you will return. concerning these are reported to the police.
The University also prohibits the use of legal
• Where possible avoid travelling alone, highs.
especially late at night and keep to well-lit
areas. Any students found to be in breach of the
• Don’t be tempted to use unlicensed taxis; terms and conditions of the Accommodation
pre-book with a reputable company. Licence or of the University Regulations,
or found to be involved in any criminal
Room security activity, will be subject to disciplinary action
We are committed to providing students with which may result in the termination of your
a safe and secure living environment in our accommodation licence, suspension or
accommodation and thankfully the risk of you possible exclusion from studying at
suffering from any crime in halls is very low. St Mary’s University.
10Health services Student Services
The Health Centre, a branch of The York The Student Services Team is available to
Medical Practice, offers a medical service assist, guide and support students with any
on campus weekday mornings during term minor hassles or major headaches that may
time. Appointments can be made at The crop up along the way. We have a range of
York Medical practice at other times. You can advisory and professional services available.
expect to receive the full range of services
from our Health Centre. Please visit the The Student Services Centre is located on the
website for further information: www.stmarys. second floor of J Building and is accessible
ac.uk/student-life/living-on-campus/health- by lift. Services available are:
centre.aspx.
Student life:
Resident students are required to register • Accommodation and residential life
with either the university Health Centre or a • Student funding
local doctor of their choice. One advantage • Pastoral support/advice and guidance
of registering with the Health Centre is the
avoidance of long queues in local surgeries Wellbeing:
and in having familiar staff in attendance if • Counselling
there are any medical problems. • Disability and dyslexia
• Mental health
Health Centre • Wellbeing/pastoral support
E: healthcentre@stmarys.ac.uk
T: 020 8240 4100 Student services
E: studentservices@stmarys.ac.uk
Students’ Union T: 020 8240 8238
The Students’ Union is the main
representative organisation on campus for
students. The SU provides advocacy and
advice for students and represents the views
of students to the University, local community
and nationally.
There are a number of regular events that the
SU organises including weekly entertainment
and major events such as Welcome Fortnight,
RAG Week and the Summer Ball. There are
also a variety of clubs and societies available
to join. The President Team is always pleased
to welcome students and is happy to answer
any questions you may have.
www.stmaryssu.co.uk
11St Mary’s University Residents’ Handbook 2019/2020 Refectory – meal plan All catered accommodation includes 14 meals per week during term time only, which are taken as seven evening meals, five breakfasts and brunch at the weekend. There is no catering available during the following dates (inclusive): Christmas closure period: Sunday 15th December 2019-Friday 3rd January 2020 Easter closure period: Thursday 9th April-Monday 13th April 2020 There is also a reduced service during the Christmas and Easter breaks. The University reserves the right to substitute the evening meal for a meal to be taken at lunchtime or with a packed meal (e.g. bank holidays, University Feast Day, Summer Ball, Christmas and Easter breaks, etc). A guide to your meal points Items listed are provided as a guide only Breakfast Monday-Friday 8-10am 3 points (your entitlement) Cereal with milk 1 point Croissant or Danish pastry 1 point Yoghurt 1 point Toast (2 pieces) with butter portions 1 point Bacon (2 rashers) 1 point Sausages (2 pieces) 1 point Orange juice 1 point Tea or coffee 1 point Brunch Saturday-Sunday 10.30am-12.30pm 7 points (your entitlement) Cereal with milk 1 point Croissant or Danish pastry 1 point Yoghurt 1 point Toast (2 pieces) with butter portions 1 point Egg 1 point Baked beans 1 point Hash browns/curly fries 1 point Bacon (2 rashers) 1 point Sausages (2 pieces) 1 point Orange juice 1 point Tea or coffee 1 point 12
Dinner
Monday-Friday 4.30-7.30pm
Saturday-Sunday 4.30-6.30pm 7 points (your entitlement)
Soup 1 point
Bread roll with butter portion 1 point
Main course 3-5 points
Meat or veg pie 3 points
Sausage roll 2 points
Jacket potato with filling 3 points
Potato accompaniment 1 point
Vegetable accompaniment 1 point
Salad accompaniment 1 point
Salad bowl (medium) 2 points
Hot or cold sweet 2 points
Fruit 1 point
Dispense drink (small) 1 point
Some guidelines:
Each student is entitled to only one main course per meal.
Meal points not used at breakfast can be carried forward to dinner (weekdays only).
There are no refunds for meals not taken.
The dining room is a self-clear area.
ID cards are not transferable and cannot be used by other students for meals.
Meal points over your entitlement will incur a charge.
No ID card, no meal.
Students can also use the Catering Cashless App (SIMMPay) to manage their catering account.
Please note that there is a code of conduct when using the Refectory. Details are given on notice
boards displayed in the area.
The Catering Service will cater for a variety of dietary requirements. If you have special dietary
needs, you should contact a member of the Catering Management Team as soon as possible to
discuss these. You should also contact the Wellbeing team to register with their service, should
you need any assistance with putting any reasonable adjustments in place.
Catering Service
E: catering@stmarys.ac.uk
T: 020 8240 4069
13St Mary’s University
Residents’ Handbook 2019/2020
Living at St Mary’s Post collection
Each student in university managed
accommodation will be able to collect their
Living at St Mary’s can be a post from the campus post room located in
E40 ground floor of the main building.
great way to meet new people
and make friends for life. Any signed for parcels and letters will also
be held in the post room. You will be sent
There is a real sense of community that an email with a parcel number, notifying you
develops between students in university that a delivery has been received. Items
accommodation; there are also many facilities can be collected Monday-Friday 8am-5pm.
close by such as the sports facilities, the You will need to quote your parcel number
Health Centre and places to meet up with and present your ID card; failure to provide
friends. this information could prevent you from
receiving your item.
St Mary’s residential community All mail and parcels must have your full
There are lots of people living around you and name, regnum and address (including
everything you do will affect them so please your room number and hall name). If this
be considerate to your fellow residents. information is not present on your item,
it will be refused and returned to sender.
You should avoid: All letters, packages and parcels will be
returned to sender after one month of the
• Playing loud music or making unnecessary student receiving a notification email. The
noise (especially after 11pm) address for any correspondence to be sent
• Leaving dirty dishes to you is:
• Behaviour that could be classed as bullying Name // Regnum
or harassment Room number // Hall
Please note: Visitors are not permitted in the St Mary’s University
halls of residence after midnight. Waldegrave Road
Strawberry Hill
Twickenham TW1 4SX
If you are experiencing problems in your
halls, you should in the first instance try Students staying in 16 Strawberry Hill
Road and Benedict House will have their
to talk it over with your fellow residents.
mail delivered directly to their house at the
If the problem persists contact your following addresses:
Resident Mentor or the Student Life
Coordinator for an informal conversation; Name // Room number
they can advise you regarding the best way 16 Strawberry Hill Road
to deal with Strawberry Hill, Twickenham TW1 4PT
the issues.
Name // Room number
Benedict XVI House, 7 Waldegrave Gardens
Strawberry Hill, Twickenham TW1 4PQ
14Parking Sport St Mary’s
There are a limited number of spaces for Whether you want to improve or maintain
registered users at our Teddington Lock your fitness or are thinking of taking up a
and Naylor Library car parks (charges and new sport, Sport St Mary’s offers many
restrictions apply); but are not able to bring opportunities to get involved. The St Mary’s
their own cars onto main campus at any ‘sports village’ is situated on campus and
point, with the exception of when they are includes a floodlit running track, a fitness
moving in and out of halls. The University and conditioning suite and a state-of-the-art
provides extensive bike storage and is well performance hall that caters for a range of
connected to local towns and central London activities including five-a-side football, netball,
by train and bus. basketball and badminton.
To ensure parking restrictions are followed SIMMSactive is a recreational sports
correctly, unauthorised vehicles parked within programme which provides all students with
the University car parks will be issued with weekly drop-in sessions that are relaxed,
a penalty charge notice (PCN). The Security social and student led, including open
Team undertakes regular patrols and PCNs gym sessions, football, netball, volleyball,
issued will require payment. basketball, self-defence, rounders, touch
rugby and much more. The programme aims
Blue-badge holders are exempt from parking to get more students active and offers a
restrictions on campus. Please contact the diverse selection of sporting activities which
Security Team to discuss further are affordable, easily accessible and open to
all abilities.
Launderette
Open 24 hours a day. General enquiries
There is a launderette on campus which E: sportsvillage@stmarys.ac.uk
is provided by the SU on behalf of Circuit T: 020 8240 4334
Laundry. If you experience any problems with
these facilities, please contact the SU.
Students’ Union University smoking policy
E: smsu@stmarys.ac.uk Students are asked to note that smoking
T: 020 8240 4312 is not permitted in halls under any
circumstances and, in addition, all University
Dolce Vita café buildings have been designated ‘smoke-free’
As well as the Refectory, there is an on-site as required by law.
café available for a variety of drinks and
snacks.
Campus bar
The campus bar is situated on the ground
floor of the J Building and has a fully licensed
bar with screens for viewing sporting events.
15St Mary’s University
Residents’ Handbook 2019/2020
Local area
Shops Leisure facilities
It is only a five-minute walk to the shops and Other than the extensive sport facilities
Post Office in Strawberry Hill. There are a provided at St Mary’s, there are a number
few other local shops on Waldegrave Road. of local gyms in the area and a public
Shops in Twickenham or Teddington are just a swimming pool in Teddington.
15-minute walk away. There are newsagents,
supermarkets and chemists in all main Bars and restaurants
shopping areas. There are many local bars, restaurants,
cafés and fast food outlets within walking
Other local shopping areas such as distance.
Richmond, Kingston, Kew Retail Park and
central London are only a short journey away Respect for local residents
by public transport. Students are expected to behave in
a respectful manner, not only whilst
Transport on campus, but also when leaving or
Strawberry Hill station to London Waterloo is returning to the campus (especially late
about a 30-minute train journey, and passes at night).
through Kingston and many other convenient
locations. Buses to Teddington, Twickenham,
Richmond and Kew Retail Park pass the
University.
Student Oyster cards are available from the
Transport for London website.
16General information Right of entry
The University reserves the right to enter
relating to the all areas of campus accommodation for
the purpose of carrying out repairs and
residential regulations maintenance or for safety and fire checks.
Inspections to check the general condition of
rooms may also take place. Prior notice will
There are approximately 700 student generally be given unless in an emergency
residents living in close proximity to one or in response to a maintenance request or
another. To ensure the residences run as incident.
smoothly as possible, every resident enters
into a legally binding contract (the Licence Visitors
Agreement). In addition to this residents are If you invite friends around, please be
expected to comply with university policies aware that you will be expected to take
and regulations. full responsibility for their actions. For your
own safety and wellbeing of others, you
are advised not to bring guests into your
Unacceptable behaviour which contravenes residences unless they are known to you.
the values and regulations of the University
is likely to result in action under the Student
Disciplinary Procedure. No guests are allowed in university
accommodation between midnight and 8am.
Misconduct
Serious or persistent breaches of the
Early termination procedure
contractual obligations outlined in the
You are legally bound by your
Accommodation Licence and in the
Accommodation Licence to pay rent for the
Universities Disciplinary Procedure
full duration of your contract, even if you
could result in the University terminating
vacate your room before the end of your
your Accommodation Licence. In these
licence period. Release from your contract will
circumstances, if we are unable to re-let your
only be possible if you have withdrawn from
room, you will remain responsible for the full
the University or found a suitable replacement
licence fee.
to take over your contract. Please note
that this is subject to agreement from the
Vandalism and damage Accommodation Service and early termination
If you are found to be responsible for any charges apply.
damage – accidental or deliberate – which
exceeds reasonable wear and tear, you will be
Moving rooms
liable to pay for the costs and labour involved
We do not usually allow room moves during
in making good the damage. We will also
the first four weeks of the licence period.
recover any costs of emergency call-outs
resulting from carelessness. Residents will be
After this time you can register for a room
charged collectively for repair of such damage
move by contacting the Accommodation
where the person responsible cannot be
Service. Where we agree to offer a room
identified.
move, you will incur a £50 admin charge.
17St Mary’s University
Residents’ Handbook 2019/2020
Payment of rent At the end of your licence
Rent is paid in three equal instalments: Instructions will be provided leading up to the
end of the licence period for vacating your
Intalment one is paid on 20th September room. When you leave your accommodation,
2019 and covers the period from 8th you will need to ensure that your room and
September to 26th November 2019. communal areas have been left as you found
them and that you complete an inventory in
Instalment two is paid on 6th January 2020 order to protect your deposit. Your deposit
and covers the period from 27th November will then be returned within 28 days of the end
2019 to 4th March 2020. of the licence, less any deductions.
Instalment three is paid on 20th April 2020 Please ensure that you remove all your
and covers the period from 5th March to belongings when you leave halls, as you
23rd May 2020. may be charged for the storage, removal or
disposal of any items left behind.
Late payments without prior agreement
are subject to penalty charges. If you are
experiencing any problems with making your
payments, please contact the Fees Office.
Fees Office
E: feesoffice@stmarys.ac.uk
T: 020 8240 4035
If you are in financial difficulty or need advice
regarding student funding, please contact the
Funding Service in Student Services.
Funding Service
E: studentfundingservice@stmarys.ac.uk
T: 020 8240 2389
18Your questions 6. Can I go in/out of the halls whenever
I want to?
answered Certainly, however, when you live in halls
you are living in a community and there has
to be co-operation, especially about noise.
1. What will I be doing during the first Students are asked to enter/leave halls quietly
few days? and not to have music too loud. The hall
You will have a full registration programme should be quiet between 11pm and 8am.
and details of the timetable will be provided.
This is all essential to the administration of We ask that students are considerate to our
university courses and services. neighbours when leaving and returning to
campus, particularly late at night.
The Students’ Union has a full programme of
welcome events for you to get involved with. 7. Could I be asked to leave residence?
Check out www.stmaryssu.co.uk for more Most certainly; for a serious or continuous
information. breach of the terms and conditions of the
Licence Agreement. You should read these
2. Can I go home at weekends? carefully. If in doubt about any of them,
Yes, but no refund can be given for meals not please ask. Any connection or suspected
taken or time away from halls. connections with the possession, use, buying
or selling of drugs will result in the immediate
3. Can I have a friend to stay overnight? termination of residence. The University will
Unfortunately, there can be no provision for not condone any illegal practices and any
overnight visitors in the University. We can matters concerning these will be reported to
assist with details of local B&Bs/hotels. the police.
4. Should I insure my things? 8. What happens if I decide to leave
The University insures students’ possessions St Mary’s?
in their rooms. Additional top-up cover is Any student leaving St Mary’s must notify the
available at an extra cost. Registry Department to complete the formal
withdrawal process.
5. Can I bring my bicycle with me?
Yes, we provide bicycle racks. If you do bring You are also responsible for advising the
a bicycle it is not a good idea to bring a very Accommodation Service in Student Services
expensive one. You must make certain that and the Fees Office who will calculate any
it is covered by your insurance policy, as accommodation charges/refunds due if you
the University is not responsible for loss or are withdrawing from St Mary’s. This would
damage to bicycles. incur an early termination charge equivalent to
28 days at the daily accommodation fee rate.
19St Mary’s University Residents’ Handbook 2019/2020 9. Are any new students homesick? Frequently, and there is no need to be ashamed of this. Many students are living away from home for the first time and inevitably there is some reaction to this. Don’t be afraid to talk to someone, for example, the Student Life Coordinators, your student senior resident/ resident mentor or Student Services. You can also speak to the Students’ Union about joining a club or society, which are great places to make new friends. 10. Will I have to pay council tax? Full time students are exempt from paying council tax. Should you require a letter of exception please contact the Registry Service. 20
Useful contact list
Accommodation Service Fees Office
E: accommodation@stmarys.ac.uk E: feesoffice@stmarys.ac.uk
T: 020 8240 4034 T: 020 8240 4035
Student Life Team Funding Service
E: studentlife@stmarys.ac.uk E: studentfundingservice@stmarys.ac.uk
T: 020 8240 4048 T: 020 8240 2389
Catering and Conference Service Glide WiFi Support Team
E: catering@stmarys.ac.uk E: studentsupport@glide.co.uk
T: 020 8240 4069 T: 0333 123 0115
Twitter: @GlideStuHelp
Conduct and Complaints Team
http://my.glidestudent.co.uk/support
E: conduct@stmarys.ac.uk
Library and Learning Technology
Wellbeing Service
Customer Service
Student Services Centre
E: llt@stmarys.ac.uk
J building, 2nd floor
T: 020 8240 4097
T: 020 8240 4353
E: wellbeing@stmarys.ac.uk Registry Service
E: registry@stmarys.ac.uk
Endsleigh Insurance
T: 020 8240 1112
To view your policy and extend cover:
www.endsleigh.co.uk/reviewcover Security Office
T: 0800 032 7081 E: security@stmarys.ac.uk
To make a claim: T: 020 8240 4335
property.claims@endsleigh.co.uk Emergency number: 020 8240 4060
T: 0844 472 2507
Student Services
Facilities Helpdesk E: studentservices@stmarys.ac.uk
E: fmhelp@stmarys.ac.uk T: 020 8240 8238
T: 020 8240 4036
Students’ Union
The helpdesk is open Monday-Friday
E: smsu@stmarys.ac.uk
8am-5pm
T: 020 8240 2377
Out of hours emergency maintenance www.stmaryssu.co.uk
please contact Security Services
T: 020 8240 4335 or your resident mentor
21St Mary’s University
Residents’ Handbook 2019/2020
Campus accommodation (vii) Instalment Plan: Accommodation Fees may
be paid over three instalments on the dates
licence agreement specified in the Residents Handbook and in
the Payment Schedule.
(viii) Licence Period: The period starting and
Terms and conditions ending on the dates specified in the Offer
Letter (unless the agreements ends earlier
You must read these terms and conditions carefully in accordance with the terms of this
before applying for or accepting our offer of agreement). Unless otherwise stated and
accommodation. The terms and conditions below in accordance with clause 2, the Licence
form the basis of your student accommodation Period excludes the Christmas closure
contract with St Mary’s University (the “University”). period.
(ix) Room Offer: following an application for
These terms and conditions apply to all Halls University accommodation, successful
accommodation and are designed to set out the applicant will receive an email notifying
conditions of use for everyone. Acceptance of these them that they have been allocated a room,
terms and conditions and/or the Room Offer creates details of the Room Offer can be viewed
a legally binding Licence to occupy a bedroom within and accepted via the Portal.
the University, effective on the date the University
receives your online acceptance of the Room Offer. Part 2: Main Terms to the Licence
Agreement
Part 1: Definitions
1. Introduction
(i) Accommodation Fee: the fee for the Licence
Period as specified by the University in the The Student acknowledges that:
Room Offer. 1.1. The sole purpose of this Licence is to
(ii) Administration Charge: the amount of £50 provide the prospective Student with
charged in accordance with the Terms and residential accommodation (“the Premises”)
Conditions of the Licence Agreement to and to enable them to undertake a course
cover late payments of the Accommodation of study at the University.
Fee; moving Premises; and for withdrawal 1.2. The Student should ensure that s/he has
from halls where a replacement licensee is read, understood and has agreed to all
found. the Terms and Conditions (the ‘T & C’s’)
(iii) Application Payment of £250: comprises contained within this document before
a £200 Deposit Payment and £50 non- making a commitment by accepting the
refundable Booking Fee (see clause 3.1 Room Offer. Please note for the purposes
below). of the Licence Agreement the relevant
terms are contained within, these T & Cs,
(iv) Booking Fee: the amount of £50 payable the Application Terms and Conditions,
by the Student when applying for Premises the Summary of Key Charges, the
in the University Accommodation which Accommodation Regulations and the
becomes non-refundable if an offer of Residents’ Handbook.
accommodation is made.
1.3. This Licence does not, and is not intended
(v) Deposit Payment: the terms relating to the to create a tenancy of the Premises.
Deposit Payment as set out in clause 3.1 (i) The Student occupies the Premises as
of the Licence Agreement. a licensee and does not have exclusive
(vi) Early Termination Charge: means a sum possession of the Premises.
equal to the proportion of 28 days payment
of the Accommodation Fee.
221.4. This Licence is between the Student and Christmas closure period, students are
the University. Provided the Student is over not required to remove their belongings
the age of 18, the University will not discuss during this time and are not charged
matters relating to the Licence with the fees for the closure dates. The Christmas
Student’s parent or guardian without the closure period is stated in the Residents’
Student’s prior written consent, irrespective Handbook
of whether it is a parent or guardian who 2.3 Athletes residing in 5 Waldegrave Park
pays the Licence Fees. (referred by EPACC) will be offered an
1.5. The University usually enters into contracts unfurnished room for a 52 Licence Period.
with students who are 18 years or over Pursuant to clause 15.5 residents cannot
and therefore such Students have legal withdraw from the Licence unless an
capacity to enter into contracts in their own eligible replacement is found. The resident
right. However, where a Student is under is responsible for ensuring any furnishings
18 years of age, the University requires meet fire safety regulations which may be
consent and that the parent/guardian inspected annually.
acts as the guarantor for the purposes of 2.4 Study Abroad students (referred by the
the guarantee agreement. A guarantee International Office) will be offered a
agreement must be completed by the Licence Period for one semester.
parent/guardian of Students who will be
2.5 If alternative Licence Periods are required,
under the age of 18 on commencement of
it is the Student’s responsibility to
their course at the University.
make these requirements known to the
1.6. This Licence is governed by English law, Accommodation Service, who may, where
which international Students may find quite appropriate and/or possible, alter the
different to the law which applies in their Licence Period accordingly.
own country. If you do not understand
any of the Licence Terms and Conditions, 3. Application Payment
please seek clarification via e-mail from
3.1 Students are required to pay an Application
accommodation@stmarys.ac.uk or
Payment of £250 at the time of applying for
take independent legal advice before
a place in halls of residence. This payment
proceeding.
comprises of:
2. Duration (i) a £200 Deposit Payment; and
2.1 The University grants you a Licence to (ii) a Booking Fee of £50, this fee is non-
Occupy the Premises for the period refundable if an offer of accommodation
specified in the Room Offer unless is made.
terminated earlier in accordance with the
provisions of clause 15 set out in this 3.2 All Students who have accepted their
Licence Agreement. Room Offer but are not accepted on to a
course of study at the University before the
2.2 Students moving into accommodation at
occupancy period begins, must notify the
the beginning of the academic year will
Accommodation Service by 1st September
most likely be offered a 37 week Licence
in order to receive a refund of the £200
Period. The Licence Period stated in the
Deposit Payment. For cancellations
Room Offer is inclusive of the Christmas
received after this date, or for students who
closure period. With the exception of
do not arrive, the £200 will be retained as a
residents of 16 Strawberry Hill Road and
partial rent payment.
Benedict House, Students are not allowed
to remain in accommodation during the
23St Mary’s University
Residents’ Handbook 2019/2020
3.3 Subject to any other provision in this Licence 3.6 The University has the right to determine
and any deductions made in (a)-(g) below, the the cost of damage to its property or loss
University will repay the Deposit Payment to arising from any breach of the T & Cs
the Student within 28 days of the expiration herein. The University has the right to fairly
of the Licence and after the Student has and reasonably apportion the damage or
completed the online check-out. loss arising from any breach to an individual
3.4 Deductions will be made to cover; Student or to a group of Students. See
Schedule 1 for guide to costs.
(a) The cost to the University for remedying
any breach of the Student’s obligations in 3.7 Your liability in respect of any such damage
this Licence including any administration or loss will not necessarily be limited to the
charges, damage to, or removal of, any of amount of the deposit. In circumstances
the University’s property. in which it is found that you are liable for
damage exceeding your deposit amount
(b) Common examples of Deposit Payment you shall remain liable for any additional
deductions include: damage relating sums due. In addition, the University has
to soiled carpet; marked or damaged the right to levy disciplinary fines (e.g.
walls; clearing of rubbish and damage to for tampering with fire safety equipment)
electrical equipment. This is not intended against residents in in accordance with the
to be an exhaustive list. University’s Disciplinary process.
(c) An equal share of damage caused to 3.8 You are responsible for damage caused by
communal areas will also be charged to any guest you invite or persons you permit
residents with access to such areas (see entry to the University premises.
also (g) below). 3.9 The Deposit Payment will be returned to
the same payment method as originally
(d) Loss or late return of keys to the Premises
made from, where this is not possible,
or any other key issued by the University.
payment will be made to the account
(e) Any non-payment of Accommodation details provided by the Student by way
Fees. of BACs transfer. The Fees Office will
advise overseas Students with alternative
(f) Any other debt payable by the Student to
method(s) of refund.
the University due under this Licence.
(g) The University’s proper costs incurred in 4. Accommodation Fees
taking reasonable steps to enforce the 4.1 You are required to pay the
Student’s obligations in this Licence. Accommodation Fees (“the Fees”) for the
Licence Period specified in clause 2 and
(h) The Student is responsible for the furniture,
the Payment Schedule. The Fees constitute
fixtures and fittings inside the Premises.
payment for your accommodation and
Any loss or damage which occurs during
including (but not limited to) lighting, water,
the Licence Period will be presumed to
reasonable heating, internet, contents
have been caused by the Student (or his/
insurance and the Meal Plan as set out in
her visitor(s)) unless the Student can show
clause12 below.
otherwise.
4.2 Unless otherwise agreed by the University
3.5 The University is entitled to charge the in writing, the full Accommodation Fees
Student for the proper and reasonable costs are payable whether or not you occupy
of remedying any damage or replacing any the Premises for the period specified in the
missing item and deduct such charges from Room Offer.
the Deposit in accordance with clause 3.5.
244.3 The University is not required to contact 5.5 The Student is required to complete a
Students to remind them of due payment Direct Debit mandate or for overseas
dates, it is the responsibility of the Student Students, PaytoStudy may be used.
to keep a copy of Licence and Contract 5.6 Payment will be taken on/or soon after the
Schedule and ensure that the Fees are dates specified in the Payment Schedule.
received on or by the specified dates.
5.7 For the avoidance of doubt the instalments
4.4 The Student Senior Residents’ (“SSR”) do not reflect the number of nights in the
Accommodation Fee is inclusive of a Premises per term. Each Fee instalment
£900.00 discount fee subject to : includes rent for a set number of days.
(i) Upholding their roles and responsibilities Payment of an instalment does not
a SSR as outlined during the therefore constitute full payment of the
Universities recruitment and training; Fees.
4.5 Failure to adhere to the SSR roles and 5.8 There is limited flexibility on the date for the
responsibilities following feedback from the first instalment payment unless the Student
Resident Mentor will result in the discount can provide evidence to the Fees Office of
specified in clause 4.4 to be removed. The their Student loan being delayed.
Accommodation Team will pro-rata your 5.9 The Student may request changes to
Accommodation Fee from the date you the Instalment Plan, however, any such
cease to be a SSR. changes requires approval from the Fees
Office. The Student is required to e-mail
5. The Instalment Plan the Fees Office (feesoffice@stmarys.ac.uk)
5.1 The Instalment Plan spreads the total and submit their proposed Instalment Plan
cost of the Fees to be paid over three change in writing.
instalments on the dates set out in the 5.10 Changes to the Instalment Plan cannot
Payment Schedule and the Room Offer. be accepted within 7 working days of an
5.2 Study Abroad Students studying for one instalment date.
semester only shall be required to pay the
full Fee payment in one instalment prior to 6. Payment Methods
arrival. 6.1 For UK based Students, with the exception
5.3 For Students moving into the Premises of the Application Fee, all other payments
at the beginning of the academic year, should be collected via BACS Direct Debit.
the University permits the total cost of the Payments via a Credit / Debit card will only
Fees to be divided into three instalments be accepted in exceptional circumstances.
payable in September, January and April of 6.2 If at any time the Student Bank details
the academic year in question and on the change, then it is the responsibility of the
dates set out in the Payment Schedule and Student to notify the Fees Office of this
as set out in the Residents’ Handbook. change. Changes to the Bank details
5.4 If the Student is offered a room during cannot be accepted within 7 working days
the academic year, the Student’s initial of an instalment date.
instalment will be calculated on a pro 6.3 If in the event a Direct Debit request for
rata basis, from the date the Licence payment fails and payment is not made,
commenced. Subsequent instalments it is expected that payment will be re-
will become payable in accordance with requested within 7 days, should this fail it
the payment dates set out in Residents’ will incur late payment penalty charges.
Handbook and as per the Payment
Schedule.
25St Mary’s University
Residents’ Handbook 2019/2020
6.4 Overseas Students may make the payment Part 3: The Terms and Conditions
via the Pay2Study option. This will either
be for the amount for the entire Licence 8. Moving in
Period, or where is it allowable within the 8.1 Residents are required to occupy the
offer then the first instalment only. The Premises by no later than 5:00pm on the
overseas Student has the option to make start date in the Room Offer. If you are
subsequent payments via a Direct Debit arriving later then you must inform the
or via Pay2Study in line with the dates Accommodation Team in advance. If you
specified in the Payment Schedule. do not contact the Service team then your
6.5 The University does not accept payment for room may be withdrawn and you will lose
Accommodation Fees by cheque or cash. your Booking Fee as set out in clause 3.1 (i)
and Deposit as set out in clause 3.1(ii).
7. Student’s Right to Cancel 8.2 Students are required to complete an
7.1. Under The Consumer Contracts inventory within 48 hours of moving in and
(Information, Cancellation and Additional either returning it to accommodation@
Charges) Regulations 2013 (“the stmarys.ac.uk; Failure to complete an
Regulations”), the University is required, inventory will be deemed as acceptance
before the Student is legally bound by a that all items are present and in good
distance contract, to provide the Student condition.
with the information set out in (i)-(iii) below. 8.3 If the Premises are designated as shared
(i) St Mary’s University is the supplier of Premises then the Student is not liable for
the Premises and the address of the payment of the other Student’s Licence
Premises is given in the Room Offer and fees for the Premises. If the other occupant
Residents’ Handbook. leaves a shared room, the University
reserves the right to transfer the remaining
(ii) The services which the University will Student to a different Premise or to
supply for the Licence Period, the price introduce a replacement Student to share
and the arrangements for payment the Premises with the Student.
are as set out in the Room Offer; The
8.4 If the Premises is not ready for occupation
Residents’ Handbook and the Terms
at the commencement of the Licence
and Conditions of this Licence.
Period then the University will endeavor
(iii) Please note that some contracts have to provide a suitable alternative
a 14 day cooling off period which accommodation until such time until your
allows you to cancel a contract without room is ready for occupation.
penalty. However, pursuant to s.2 8.5 The Premises are deemed to be
(a) and s.6 (1) (d) of the Regulations satisfactory and acceptable once the
there is no cooling-off period for this Student has accepted the keys and/or
contract. A legally binding contract will slept in the Premises pursuant to clause
be formed once you accept the online 8.2.
Room Offer and by completing the
Direct Debit instructions, or have set up 9. Room Changes
an alternative payment method, in line
9.1 In certain circumstances the Student may
with clause 6. Notwithstanding that this
be allowed to change rooms with the prior
contract has no cooling-off period, the
approval of the Accommodation Service. If
University reserves the right to consider
consent is given, an administration charge
a request to cancel on a case-by-case
of £50 will apply to cover administration
basis.
and the cost of preparing the room for
re-occupation. In some cases, an eligible
26replacement Licensee may also be required 10.3.4 To keep clean and in good condition the
before a room change is accepted. Premises and the furnishings, fixtures and
9.2 If the change of room fees are higher than fittings
the fees payable from your original room, 10.3.5 To maintain a reasonable standard of
you will be required to pay the University cleanliness in your room and in the
the difference in the total remaining communal areas.
amount. The price difference (if any) will 10.3.6 Not to make any alterations to or damage
be reflected in your statement and your the Accommodation
Instalment Plan amounts and the remaining
10.3.7 Not to cause nor permit to be caused any
Licence Period will be amended.
damage to the Premises or their contents,
9.3 Room moves will not be permitted during including:
the first or last 4 weeks of the Licence
(a) not to deface or make any additions
Period.
or alterations to the Premises nor
9.4 If you are permitted to move rooms, all the make any permanent alteration to the
T & Cs of this agreement are transferable to decoration of the Premises.
your new room.
10.3.8 Not to display nor permit to be displayed
9.5 Unauthorised room changes may lead to
any posters, pictures, etc. except on the
action being taken by the University to end
notice board provided.
your Licence.
10.3.9 Without the University’s consent, not to
10. Use of Accommodation and your remove from the Premises any furnishings,
Responsibilities fittings, equipment or other articles
10.1 The Premises are part of a communal belonging to the University nor to introduce
residential environment and the Student any additional heating, washing or cooking
acknowledges that the University will regard appliances.
all forms of anti-social behaviour by the 10.3.10 To make available all electrical appliances
Student or their visitors as unacceptable. for PAT testing when requested by the
Such matters will be dealt with in University management.
accordance with the St Mary’s Disciplinary 10.3.11 Not to interfere with any electrical fitting
Procedure. nor overload electrical sockets and to
10.2 The Premises are let on the basis that you ensure that all items of electrical equipment
are a full time registered Student at the belonging to you or loaned to you, together
University and that the Premises will only with all plugs fitted to such equipment are
be occupied by you. safe, compatible with the electrical sockets
10.3 You agree: in the accommodation, and comply
with all current relevant British Standard
10.3.1 Not to sub-let nor allow any person to Specifications.
stay on the Premises overnight unless
agreement has been made with the Hall 10.3.12 To remove from the Premises any item of
Resident Mentor or Accommodation electrical equipment which the University
Service because of exceptional determines to be unsafe and that the
circumstances e.g. student illness. University has the right to confiscate any
inappropriate equipment, for example
10.3.2 To attend all compulsory hall meetings as equipment that has failed PAT testing,
advised by your Hall Resident Mentor or cooking equipment, speakers etc.
the Accommodation Service.
10.3.13 Not to bring any furniture or soft furnishings
10.3.3 Not to allow baths, sinks or storage into the Accommodation which does not
systems to overflow. comply with fire safety legislation.
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