Accommodation Allocation Policy
University of Cumbria
Student Residential Accommodation Allocation Policy
1.0Introduction
Students need residential accommodation, suitable for the pursuit of their studies, to benefit from the University’s Mission. In particular students require residential accommodation which permits them to undertake private study and allows them to participate fully in all aspects of University life.
The remit of Accommodation Services is to meet the demands of the University’s students for residential accommodation of a standard appropriate to their needs.
The remit of the service is pursued through the provision of residential accommodation owned or leased by the University and by facilitating the provision of accommodation in the private rented sector.
The service is:
(i)responsible for the management of University accommodation (owned or leased)
(ii)the facilitator for the provision of privately rented accommodation
(iii)the provider of advice to students regarding residential matters
Achievement of the current and projected income track is dependent on the University’s recruitment through admissions (which the halls can play a positive marketing role in if of a sufficiently high standard), the retention of these students on courses and the good management of voids when these occur in University owner and leased accommodation. Voids in all properties should not exceed 4%.
2.0Allocation Priorities
At present the accommodation is prioritised in the following order:
1)to provide a suitably adapted hall place, for students with severe physical difficulties
2)to provide a place in halls of residence to students under the age of 18 when arriving at the University for the first time.
3)To provide a place in halls of residence to students under the age of 18 who are returning to the University for a second year in residence.
4)to provide a place in halls of residence to full-fee paying international students and to other overseas students with whom the University has a reciprocal accommodation agreement.
5)to provide, on a first come, first served basis, a place in halls of residence or other suitable accommodation for first year undergraduate students that apply to the University.
6)To provide, or assist in the provision of, suitable accommodation for PGCE students and returning post-first year undergraduate students
Within this allocation prioritisation there are certain proviso’s that apply. Whilst certain students are given priority for halls of residence, a judgement has to be made in June, following consultation with SAAS and Planning, on the likely take up of halls spaces by these groups of students, because the recruitment of students is an unpredictable and volatile situation and the University, to meet its business aims and generate its targeted income, must ensure the halls of residence are fully allocated. As such, if the information from SAAS and Planning suggests that it is unlikely that the University will meet its targets with respect to these groups of students, in order to ensure the halls are fully occupied, students of a lower priority on the allocation policy (such as postgraduate and returning post-first year undergraduate students will be offered the opportunity of living in halls. It must be appreciated that PGCE students start at the University at the beginning of September, so the decision to accommodate PGCE students in halls must be taken before the full impact of the University’s clearing success have been received, which could mean that first year undergraduate students recruited through clearing, end up being allocated off-campus private sector accommodation.
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3.0 Accommodating students under the age of 18
The under 18’s policy will apply to all students under 18 living in accommodation owned or directly leased by the University of Cumbria (UofC). This policy will not apply to students once they reach their 18th birthday. This policy does not apply to students who are under 18 when they apply but reach age 18 before they arrive at the UofC. References in this section to a “Parent” include guardians or other responsible adult nominated by the parent of guardian as representing the student’s interests whilst the student is at the University. References in this policy to “Students” are to students to whom this policy applies (i.e. under 18’s), unless stated to the contrary.
A.The University’s responsibilities to students under the age of 18 years.
1.0The University will:
1.1Offer accommodation to all those students who fulfil the criteria set out in “Guide to Accommodation”
1.2Give preference for offers of accommodation to students who do not qualify for the guarantee.
1.3House students in accommodation wherever possible close to where there is easy access to a 24 hour staffed reception facility.
1.4Allocate students to single rooms rather than shared rooms.
1.5Allocate students to rooms close, or with easy transport routes, to their place of study.
1.6Carry out regular CRB checks on staff who have one to one contact with under 18 year olds as part of their everyday duties, and routinely and regularly monitor them.
1.7Provide relevant training and guidance for accommodation staff employed by the University, room key holders and staff with regular access to study bedrooms and emphasise that all of them have a responsibility to report concerns.
1.8Arrange a meeting within one month of the start of the academic year with the accommodation manager and encourage the student to attend. The accommodation manager will conduct the meeting to discuss the student’s transition from home life to University accommodation and to check on the student’s general well-being.
1.9Arrange follow-up meetings where requested by the student, but not otherwise.
1.10Promptly inform the person named as next of kin on the student’s accommodation application form if accommodation staff become aware of and/or are concerned about the student’s health; involvement in an accident; or serious breach of their accommodation agreement (including rent arrears over £100).
1.11Encourage staff in University-managed bars to check proof or age in cases where they are not sure.
1.12Treat sympathetically any requests for a change of room within the University accommodation (always subject to availability and suitability).
1.13Ensure that students are aware of whom to contact in case of difficulties, and ensure that students have means of ensuring confidentiality where they wish it. The University will try and encourage students to involve a parent where appropriate but we will take a student’s request for confidentiality and the student’s welfare as paramount, even if this means not telling their parent at the student’s request.
1.14Take seriously all suspicions and allegations of abuse and respond swiftly and appropriately.
1.15Pay particular attention to training students in fire safety and evacuation procedures.
1.16Ensure students are aware of laundry facilities and how to use them, and where to purchase food, personal hygiene products and other necessities.
In addition the University will
1.17Recommend that our private housing providers carry out CRB checks on their employees with regular access to study bedrooms or close or unsupervised contact with students.
2.0The University will not:
2.1Carry out CRB checks or provide training for contractors attending to repairs within the residences. All contractors will, however, be required to carry identification and will carry out repairs/works between 9.00 am and 5.00 pm except in an emergency situation. The University will make students aware of the requirement for contractors to carry identification and of their normal working hours.
2.2Carry out CRB checks on other accommodation providers or other students – even where the student(s) is/are over the age of 18.
2.3Carry out any checks, other than those mentioned above, on any student of any age living in University-owned or University-owned or University-managed accommodation.
2.4Monitor how the student spends their leisure time or manages their finances.
2.5Insist on re-arranging the initial contact meeting arranged under point 1.8 or any follow-up meeting if the student chooses not to attend, or report non-attendance to parents.
2.6Inspect or monitor any accommodation which is not managed by the University.
2.7Intrude unnecessarily on students’ reasonable privacy.
BStudents’ responsibilities to the University
3.0Students will:
3.1Be required to enter into a standard-form accommodation contract with the University and abide by its terms and conditions.
3.2Provide the name and address of a parent, guardian or other responsible adult who will be the University’s point of contact for notification under point 1.10. This will be the next of kin mentioned on the students application form unless the student notifies the University otherwise.
4.0Provision of Accommodation for Students at Satellite Campuses
The University will endeavour to assist students based at satellite campuses, in finding accommodation suitable to their needs, but it will not be in University owned or leased accommodation, nor can it be guaranteed. It is ultimately the responsibility of the individual student to arrange suitable accommodation but the University of Cumbria will provide whatever help is feasible (supplying copy of finding accommodation guide, advice on contracts etc.) to assist students in finding suitable accommodation.
5.0Provision of Accommodation for Students on Placement
The University of Cumbriawill endeavour to assist students on placement, in finding accommodation suitable to their needs, but it will not be in University owned or leased accommodation, nor can it be guaranteed. It is ultimately the responsibility of the individual student to arrange suitable accommodation but the University will provide whatever help is feasible (supplying copy of finding accommodation guide, advice on contracts etc.) to assist students in finding suitable accommodation. Student’s contracted into Universityaccommodation when on placement will be held to their contracts during the duration of the placement. The Placement Office does however offer financial support to many students on placement. Due to the complexity of the funding arrangements available from the placement office students are advised to discuss this with the Placement Office as soon as they are aware where their placement is.
6.0Pastoral Support
The University of Cumbriaprovides pastoral support through a number of sources. The most visible source in halls of residence is through theresidence life system, which is the responsibility of the Commercial Services Manager (Accommodation and Domestics). The residence life assistantsprovide pastoral care and enforce the conditions of residence, which every student agrees to abide by when they sign their contract. A lower profile of pastoral support is provided by the domestic assistants in halls of residence. Accommodation Services and Student Services also provide pastoral support. The University tutor system is another source of pastoral support available for resident students and the Students Union provides an alternative to the University network of pastoral support.