Your Contract Or Letting Agreement

Code of Practice

Living in University Accommodation

Revised 2007(On Line Edition amended 28 Feb 2008)

CONTENTSPAGE(S)

INTRODUCTION4

OVERVIEW: THE DO’S AND DON’T’S 5

TAKE A LOOK AT OUR WEB SITE: 6

WHAT YOU NEED TO KNOW ABOUT YOUR CONTRACT6

PLACEMENT, TEACHING PRACTICE OR STUDYING ABROAD6

TERMINATION OF CONTRACT6

ABANDONMENT7

ROOM CHANGES7

MUTUAL EXCHANGES7

GUESTS8

ALL ABOUT MONEY8

OWING MONEY (Debtor)9

PAYING A BOOKING FEE9

INSURANCE10

FUEL CHARGES10

CONDUCT10

NOISE11

Nuisance11

MISCONDUCT – POSSIBLE OUTCOMES12

DISPUTES BETWEEN RESIDENTS12

APPLYING TO REMAIN IN UNIVERSITY ACCOMMODATION 12

HEALTH AND SAFETY12

ELECTRICAL SAFETY – USE OF APPLIANCES13

HALOGEN BULB DESK LAMPS13

CANDLES, FLARES, FIREWORKS AND JOSS STICKS13

DANGEROUS OR UNAUTHORISED EQUIPMENT14

RESTRICTED AREAS14

DEEP FAT FRYING 14

FIRE SAFETY14

FIRE SERVICE CALL OUT14

BASIC FIRE REGULATIONS15

-STUDENTS’ REPONSIBILITIES

-UNIVERSITY RESPONSIBILITIES15

FIRE ALARM PROCEDURES

DAMAGES15

INVENTORY16

REPAIRS16

STUDENT WELFARE17

- YOUR HEALTH AND ACCIDENT FORMS

-CALLING AN AMBULANCE

-ENVIRONMENT

-SMOKING

STAFF WITHIN ACCOMMODATION 18

-THE HALL MANAGER(s) AND RESIDENTIAL STAFF18

-SECURITY STAFF

-RESIDENTIAL SERVICES MANAGER(S)

-STUDENT ADVISOR

-SECURITY CONTROL ROOM STAFF19

-Serious House Problem

YOUR ROOM AND YOUR FLAT (ACCESS)19

CLEANING19

- Property Checks 19

- End of Tenancy Check20

FURNISHINGS AND FITTINGS20

INTERNET20

KEYS20

LAUNDRY21

MAIL21

LOSS OF BELONGINGS21

PETS21

POSTERS21

TELEVISION LICENCES21

SECURITY21

WHEN YOU LEAVE22

RENEW YOUR CONTRACT FOR NEXT YEAR23

TELL US ABOUT IT!23

COMPLAINTS23

ACCURATE AT TIME OF PRINTING23
INTRODUCTION

Welcome to the University of Sunderland, we are delighted that you have made the decision to live in University accommodation. Your Student Experience starts here. Your accommodation is managed by staff within Residential Services (which is part of Facilities). Staffare available to help you in everyway andwill do their very best to ensure your stay is as comfortable and as enjoyable as possible.

University accommodation includes the halls of residence (Clanny House, The Precinct, Panns Bank and Scotia Quay) and University Managed Houses (Summerhill and All Saints).

This Code of Practice is a very important document as it forms part of your accommodation contract, you have been asked to read it, so that you understand the content. When signing your accommodation contract you are agreeing to abide by the code of practice.

The terms within the code apply to all Accommodation, however there are some specific terms relevant to University Houses, they have been separately identified.

Throughout this document the Residential Student Assistant (RSA’s) are referred to as the first point of call when living in Halls and All Saints, for those who live in University managed housese.g. Summerhill, you are asked to contact Residential Services and speak with a Student Advisor or refer to your property Welcome Pack

More information and operational guidance such as Service Level Agreements (SLA’s) areavailable elsewhere such as: on the Residential Services website in the onsite property Welcome Packor displayed on flat notice boards.

The Housing Act 2004 introduced licensing for Houses of Multiple Occupation (HMO’s) in England and Wales. Higher Education institutions are exempted from licensing when they sign up to an approved code of practice by the Office of the Deputy Prime Minister (ODPM). The University of Sunderland has signed up to and is fully committed to The Universities UK Code of Practice for University Managed StudentAccommodation. For further information on the details of the code contact:

We are working closely with the Student Union on this matter. External auditors review all aspects of the University managing its compliance of the code.The Residential Services Manager will be happy to answer any questions you may have on the UUK code.

OVERVIEW OF CONTENT

THE DO’S AND DON’TS OF LIVING IN UNIVERSITY ACCOMMODATION

xDon’t deep fat fry, or use chip pans, candles or items with naked flames. pg. 13-14

x Don’t damage university property,

fixtures or fittings, as you will be

asked to pay. pg. 15

TAKE A LOOK AT OUR WEB SITE:

To aid your understanding and to provide further information, you are asked to refer to our web site, where you will find virtual tours of our accommodation, the student pad search engine ( and much more information.

WHAT YOU NEED TO KNOW ABOUT YOUR CONTRACT

Staff within Residential Services will be happy to offer advice and support on any issues relating to your contract and its interpretation.

Your room with the University is let to you in accordance with The Housing Act 1988, Schedule 1 paragraph 8, and that possession of the room may be recovered by the University under ground 4 in Schedule 2 of the Act.

You determine the choice of contractual length 40 or 50 weeks in duration.

Please remember that the contract is a legal document and that by signing it you are agreeing to the terms and conditions of the contract including to pay rent on the room between the dates shown on it (the most common contract duration is 40 weeks) normally September to June. This means that rent may be due after you have completed your course, if for example, your course ends in May. Even if you hand your keys in you must still pay your rent up to the end date on your contract.

You are reminded that in collecting your keys and moving in, the contract begins even if you have not signed the contract.

Residential Services in preparing its offer of accommodation to you, asked a series of questions on the application card.In particular its statement on Equality in Allocation was highlighted.

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

• You are not completing your course of studies at the University, or
• You have found a suitable student to take over your letting agreement for the remainder of the term. By suitable we mean someone who is not already living in a Hall or University House, and someone who is acceptable to the other residents.

In the circumstances above, you will be charged one months rent (calendar) as an early leaver administration fee, this covers bedroom cleaning and administrative costs.

We recommend that you use the Sunderland section of studentpad.co.uk/sunderland, the notice board facility to advertise your room availability. It’s a free facility.

If you are unable to find a replacement you will be required to pay the rent up to the last day of your contract.

It is important that you fully understand the legal status of your contract. We will do all we can to move you to another property if you are having problems, but you will not be able to terminate your contract unless you leave your course without completing it. Please note if you have a 50 week contract you can not transfer to a 40 week contract (without financial penalty).

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

GOING ON PLACEMENT, TEACHING PRACTICE OR STUDYING ABROAD?

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

TERMINATION OF CONTRACT

The University can end the tenancy agreement and recover possession of your room for the following reasons:

• You fail to complete your course of study (withdrawal or leave of absence).
• You have breached the conditions of your tenancy agreement.
• If the University terminates your enrolment on disciplinary, financial or other grounds.

If we require you to leave, for any of the above reasons, we will request that you leave and advise you of the reasons for the request. If you do not leave and we have to issue you with a Notice to Quit or we have to apply to the court for possession of the accommodation you may incur legal expenses and any additional costs.

The room you have been allocated is yours for the period of the contract and we would only ask you to move in exceptional circumstances when every assistance will be given in finding alternative suitable accommodation for you.

ABANDONMENT

If your room is unoccupied for a period of four weeks, without a legitimate reason, the University is able to enforce the Abandonment Procedure. A notice will be left in your room advising you to contact Residential Services within seven days. If we do not hear from you, your room will be cleared and the locks changed. You will be charged for changing the locks. Your belongings will be put into storage for three months and then disposed of. If we are unable to re-let the room you will be responsible for the rent up to the end date of the contract.

If we are able to relet your room you will be charged the equivalent of one months rent as an administration fee.

ROOM CHANGES

We ask that you remain in the room you have been allocated unless there are exceptional reasons for you wishing to move. Room changes are not allowed except in exceptional circumstances. The following list, which is not conclusive, gives examples of what those circumstances may be:

• Proven irreparable breakdown of the relationship between residents
• A situation which has or could result in the deterioration of the students health or study programme.

You will be asked to provide supplementary information or evidence in support of your request. In the first instance contact the Hall Managers(s) to discuss the matter or in University Managed Houses, the Student Advisor in Residential Services.

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

Please remember when living in a University House you are required to clean your room/flat on moving out.

MUTUAL EXCHANGES

You can exchange your room with another student in a Hall or University House, provided that:

• you both have paid your rent and bills are upto date;
• you are not in breach of any of your letting conditions;
• your contract runs for the same period e.g. a student leaving in December cannot exchange with a student who is leaving in June.

All exchanges are to be arranged through Residential Services, and an official amended contract must be obtained. You are not to change rooms or keys without a revised contract, as you will be in breach of contract.

Both of you need to go to the HallManager(s) to sign for the change of keys in the key register.

There is a £20 administration charge for all room changes.

GUESTS

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

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

• You accept total responsibility for the behaviour, actions and safety of your guest. If he or she breaks the terms of your contract as detailed in this Code of Practice, you yourself risk disciplinary action.
• You do not give the keys or entry card to your guest.
• You and your guest behave in a responsible manner within the property and surrounding area (particularly with regard to noise).
• You ensure that your guest is aware of any health, safety and fire regulations.
• Your guest may be asked to leave at any time by the Senior Resident Tutor or Security staff if they consider his or her behaviour to be unacceptable with regard to the Code of Practice.

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

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

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

Please note no one may stay in your room whilst you are away from the University.

If we do discover that you have had a guest staying with you on a regular basis you will be charged double rent for the time the guest was in residence and disciplinary action may be taken against you.

ALL ABOUT MONEY

You are asked to clearly indicate when making a payment if it is for accommodation.

You will be required to pay your rent from the day your contract starts to the day it is due to end, as listed on your contract. This applies whether you remain in your room or not. You are asked to note that all contracts will begin at the same date, up until 2 weeks into the term start date, only arrivals after this time will have a change in contract start date.If you do not take up your room within 10 days of the contract start date without notifying us of the reason, the room will be reallocated. Accommodation will still be provided to you but this room can not be guaranteed.

Please remember it is your responsibility to ensure that you pay your rent on time. Reminder notices are displayed, but we do not send out reminders unless you become a debtor. “Unpaid bills will be sent to a debt recovery agent annually”. All accommodation transactions fall under the University financial regulations.

You can now check your own finance balance using Evision.

Rents are due as follows:

PAYMENT PERIOD DATE RENT DUE LAST DATE FOR PAYMENT

FIRST As soon as you move in 31st October

SECOND Beginning of January 31st January

THIRD Beginning of April 30th April

Rent can be paid at the following places:

• The Student Gateway, ground floor between 9.00am and 6pm Monday to Thursday and 9.00 to 5pm on a Friday.
• By post to The Accommodation Office in The Gateway, University of Sunderland, City Campus, Chester Road, Sunderland, SR1 3SD.
• By debit or credit card over the telephone on 0191 5152943.
• By a Direct Debit arrangement over the three instalments indicated above.
• Through the University Electronic Gateway

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