RESIDENTS HANDBOOK 2016 Gardens and Lakeside Issue 1
Contents Management Staff Student Accommodation 4 Resident Tutors 4 Domestic and Porterage Service 5 Maintenance Service 5 Security Service 5 Access by staff to your accommodation 5 Accommodation Management Access and keys 6 Accessible accommodation 6 Bicycle storage 6 Sustainability 6 Waste and recycling 6 Cleaning 7 Grounds conservation 9 Heating 9 Internet and Wi-Fi 9 Laundry 9 Mail 10 TV Licence 10 Maintenance and Repairs Reporting repairs 11 Access for repairs & planned maintenance 11 Notice given by the University 11 Operating instructions 11 Power supply 11 Inventory, Inspections, Damage and Deposit Inventory 12 Room inspections 12 Damage 12 End of Licence Agreement 12 Charges 13 Living in University Accommodation Food shopping 14 Resident Life 14 Students Union 14 Living with other students 15 Visitors 16 Parties 16 Noise 16 Smoking 16 Illegal drugs 16 Psychoactive substances 17 Anti-social behaviour, theft and vandalism 17 Promoting, flyering, and guest listing 17 Licence Agreement and Behaviour Your responsibilities 18 Student Accommodation Disciplinary Procedure 20 Leaving or transferring between accommodation 20 Damage deposit 21 Payment for your accommodation 21 Non-payment 21 Financial support and advice 21 Emergencies, Safety and Security Emergencies 22 First Aid 22 Reporting accidents 22 Hazards 22 Fire safety 22 Fire evacuations 23 Fire drills 23 False alarms 23 Fire prevention 23 Fire action 24 Soft furnishings 24 Gas and electrical safety 24 Electricity supply 24 Fridges, freezers, and microwaves 24 Insurance 24 Locked out / lost keys 25 Lost property 25 Security 25 Health and Welfare Student Support 26 Peer Mentor Scheme 26 Medical Service 26 Urgent appointments 27 Dentists 27 Vaccinations 27 Health awareness 27 Parking and Transport Bus travel 28 Car parking 28 Car Club 28 Rental bikes 28 Customer Service Complaints 29 Universities UK Code of Practice for the Management of Student Housing 29 Questions, comments or suggestions 29 Useful Numbers 30 Appendices 31
Welcome I am pleased to welcome you to Bath Spa University s student accommodation, and I hope you enjoy your time living here. Your stay in halls provides an excellent opportunity to meet new friends from across the globe. You are part of an exciting community, and I hope that you find time to take advantage of some of the activities that will be scheduled throughout the year. The range of useful information includes where to get food and drink, recreational facilities available, transport options, and guidance on what you need to do if you experience any difficulties with your accommodation, such as something that is broken or not working properly. You will also find contact details for the different University services which are there to help you get the most out of your experience at Bath Spa University. You will also find information about the team of Resident Tutors. They are postgraduate students who live in halls and are there to offer support and guidance. Think of them as part of your extended university family. Your Student Licence Agreement You have entered into a contract with the University and signed your Licence Agreement confirming this in order to secure your accommodation. That agreement clarifies the University s responsibilities to you, and also your responsibilities to the University. This covers, for instance, the University s responsibility in terms of the standard of accommodation you can expect; but also what the University s expectations are of your behaviour while you are here. A copy of your Licence Agreement can be found on the Student Accommodation website. Please make sure you read and understand this handbook, It will help you to resolve queries quickly, as well as helping to prevent issues from arising. Bath Spa University cares about the well-being of all students. If at any time you are not sure about something or have any concerns, please do contact Student Accommodation. The same applies if you have any questions that are not answered in this handbook. The team are here to help and we like to see ourselves as part of your extended campus family. I do hope that you enjoy your accommodation and that you have a great year! Ann Hitchings Student Accommodation Manager
Management Staff Resident Tutors The following departments have responsibilities for the management and delivery of services within the University s student residences. Student Accommodation The Student Accommodation Team provide accommodation support for students during their stay in University managed halls of residence. The team also arrange homestay and advise on private sector rental for students in their second and third years. Student Accommodation have a presence on the Newton Park Campus at the Student Information Desk (SID) in Commons. You can also call +44 (0)1225 876777 or email accommodation@bathspa.ac.uk to get support with any aspect of living in accommodation. Resident Tutors live in halls of residence on the Newton Park Campus, at our new accommodation Green Park House and at Bankside House, their role is to assist with helping students to settle into university life and their new accommodation. Resident Tutors arrange social activities for students living in halls of residence throughout the academic year. Look out for information on upcoming events on your kitchen notice boards, via email and halls of residence Facebook groups. If you have suggestions or ideas for events, please contact the Resident Tutor team Resident Tutors can listen, and where appropriate, offer general practical advice regarding accommodation issues They are trained to assist with advising and supporting students on residential matters, including kitchen cleaning, waste and recycling, and fire safety. They can hold meetings with students regarding common disputes within flats such as noise, cleaning, and washing up For more complex issues or for concerns not relating to accommodation they will be able to direct you to other services, where professional help and support may be available In the event of an emergency they act as a point contact with; Security, Police, Fire, Medical Services, Maintenance etc. They may deliver messages from Student Accommodation and other University departments. You can contact them on the following email address: residenttutors@bathspa.ac.uk Please note that Resident Tutors will respond to phone calls and emails during their duty hours. If you need to contact someone in an emergency please contact the Security Team who are available 24 hours a day (+44 (0)1225 875555) 4
Domestic and Porterage Service The Domestic and Porterage Team are responsible for the cleaning service in halls, laundry facilities and the waste and recycling services throughout the University. Maintenance Service The Maintenance Team based at Newton Park carry out repairs and maintenance jobs, Monday to Friday. If something is broken or faulty in your room, you can report it to the Maintenance team who will come out and investigate the problem you have reported. Full information on how to report a maintenance issue is detailed in the Maintenance and Repairs section of the handbook. Security Service Access by staff to your accommodation For all routine visits such as termly room inspections and routine maintenance, we will (where possible) notify you seven days in advance. University staff will always carry identification which you can ask to see whilst they are working in your residence. There are a small number instances where advance notice will not be provided, as follows but not inclusive: In an emergency such as flood or fire Fire drills (twice annually) Where a resident is reported as smoking in the building, or possessing illegal drugs Where there may be a welfare, or health and safety issue Where a complaint has been received regarding an issue such as noise, cleanliness or behaviour. The University s dedicated Security Team provides a comprehensive security service both at Newton Park Campus and Green Park House; 24 hours a day, 7 days per week, 365 days a year. You will find them in the Security Lodge at the main gate of the Newton Park Campus. Should you have any cause for concern and require assistance, please contact them immediately day or night on: +44 (0)1225 875555. Please be aware that Security are trained to act according to the situation reported to them. They will contact the appropriate emergency service as and when required. Security staff are not welfare professionals and are therefore unable to provide counselling or other emotional support. Nightline is a service offered at Bath Spa University to support students who are encountering problems, distressed or in need of someone to talk to. It is run by students for students, and is completely confidential and non-judgmental. They aim to be open 20:00 to 08:00 when other support services are closed. To contact Nightline, please call +44 (0)1225 876789. 5
accommodation management Bicycle storage Access and keys Access throughout our accommodation is controlled by means of key cards. Locks are provided for every bedroom door, and flat/house front door. Details of the access to your accommodation will be given to you on moving-in day. Always report lost or stolen cards as soon as you realise they are missing by emailing accommodation@bathspa.ac.uk. We can remotely disable your key to help with any risk of theft or unauthorised access to your room. Accessible accommodation Any student who may require adaptations or a specific type of accommodation because of a disability or medical condition, is invited to give information about their access requirements on their housing application. You are welcome to contact Student Accommodation to discuss your housing options at any time. You can lock your bicycle in one of several shelters on the Newton Park campus. Bicycles cannot be kept in areas which are designated as fire escape routes such as hallways and landings. Any bicycles found inside halls of residence will be removed. The University regularly hosts Bike Doctor sessions at Newton Park, offering free maintenance safety checks. Bicycles are left on campus at your own risk: if you intend to leave your bike on campus please ensure you are familiar with the Bike Parking Policy www.bathspa.ac.uk/bike. Each summer the Sustainability Team conducts an audit of bikes left on campus and any bikes that appear to be abandoned will be removed and donated to charity. Details of this process can be found at www.bathspa.ac.uk/bike. Sustainability Bath Spa University has a strong environmental ethos, and as a resident here we ask you behave in a way that supports this. We hold the prestigious EcoCampus Platinum Award, and have maintained a First Class position in the People & Planet Green League for five years running. You can read our Environmental Policy here: www.bathspa.ac.uk/regulations/environmental Find out about our work at: www.bathspa.ac.uk/about-us/sustainability Follow the Sustainability Team on social media for up-to-date information and events. Facebook: www.facebook.com/bsugreen Twitter: @BSU_Green_Focus Waste and Recycling 6 We are committed to maintaining zero waste to landfill from all our residences and maximising recycling. You can help by following these easy steps: Do not put recycling in black or plastic bags Put food waste in the food waste bin only Do not put packaging in the food waste bins Do not put recyclable materials or food waste in the non-recyclable bins
In your kitchen there are dedicated waste recycling bins Lime Green = Recycling Blue = Glass Black = Non-Recyclables Dark Green/Brown = Food Free food waste bags can be provided. If you are running out you can have more delivered by logging a job using the WMS system with the Porterage team. Your room contains one green recyclable waste bin and one black non-recyclable waste bin. Food waste needs to be placed in the food waste bin in the kitchen. In your bathroom you have a sanitary waste bag dispenser and a number of bags. The bags should be used for your sanitary waste only and placed in black nonrecyclable bins. Do not flush sanitary production or other items down the toilet. As a kitchen group, you are responsible for keeping your bins clean. This is easily done if you empty your bins regularly, correctly separate your waste and rinse food packaging before putting it in the correct bin. Please do not use black/plastic bags in your bins as this contaminates your waste. At your bin store Once the kitchen Bins are full, you can carry the whole bin to the outside bin store and empty directly into the corresponding wheelie bin (glass goes into the mixed recycling wheelie bin). Green = Recycling and Glass Black = Non-Recyclables Black and Orange = Food Questions? You can find more information on the Hub or send us an email at environment@bathspa.ac.uk Reduce your waste Recycling is important, but it s also critical to reduce and reuse where you can. You can help reduce the University s overall impact on the environment by considering the following: Food wastage Wasting food could be costing you lots of money! For lots of handy information on portion sizing, clearing up the confusion on best-before and use-by-dates, and creative recipes from leftovers visit: www.lovefoodhatewaste.com Donating to charity There are two British Heart Foundation donation points on campus at Newton Park, at the Sophia and Langton laundries. Details of what can and cannot be donated can be found on the bins. Cleaning For many of you this will be your first experience of living within a group environment. You are jointly responsible with your housemates for keeping all communal areas clean, tidy and free of anything that may cause harm or become a hazard. To enable you to clean your bedroom and kitchen, a dustpan and brush, a mop and bucket, and a vacuum cleaner have been provided for your everyday use. Please return all cleaning equipment to the kitchen after you have finished with it so that your housemates and cleaning staff can access it. You will need to supply your own cleaning materials and washing up liquid. To comply with Health and Safety regulations the University does not use or allow the use of bleach. Cleaning rotas A Resident Tutor will visit your flat during the first few weeks of term and share tips on how to divide household tasks. You will be given an example kitchen cleaning rota which we recommend you use, to keep your kitchen a nice place to relax and to avoid arguments about cleaning and washing up. Kitchen cleaning warning notices Cleaner supervisors will monitor communal kitchen areas to ensure that these areas remain clean and tidy. Where kitchen cleanliness is consistently poor and corrective measures have not been implemented the University reserve the right to charge residents to rectify the cleaning problems. In the event the Domestic Service staff are unable to clean your kitchen on their scheduled visit the following action will be taken. 1st Incident: A No clean email is sent to all members of the kitchen group, detailing why the scheduled cleaning was not carried out. Resident Tutors will arrange a meeting with the kitchen group to discuss how to resolve cleaning issues. 2nd Incident: Members of the kitchen group will be notified of a date and time when cleaning staff will carry out a full deep clean of all affected areas. The charge will be invoiced to, or deducted from the deposits of, all members of the kitchen group. 7
ACCOMMODATION MANAGEMENT Cleaning Responsibilities As a resident of Gardens and Lakeside halls of residence, you are provided with a regular sanitising cleaning service in communal areas by the University s Domestic Service team. Your kitchen noticeboard will provide you will further details on when this cleaning will take place. Bedroom Kitchen YOUR RESPONSIBILITY Keeping the bedroom clean and tidy. Please return any cleaning equipment to the kitchen to make it available for others to use Regularly clean the shower, toilet and hand basin in en-suite (if applicable) Keeping the kitchen clean and tidy, allowing for a pleasant environment for all to enjoy. DOMESTIC SERVICES STAFF RESPONSIBILITY (SCHEDULED CLEANS ONLY) N/A N/A A fortnightly sanitising clean of your kitchen surfaces will be provided (subject to them being clear of belongings/washing up) Clearing up spillages from hobs, ovens and microwaves Doing your washing up and tidying away all crockery, dishes, cutlery and pans into cupboards/drawers A fortnightly sanitising clean of hobs and microwaves Sanitising clean of kitchen floors Keeping the sink and surface areas clear of washing-up and food debris Keeping the fridges and freezers clean including the removal of out of date food and wiping them out. Please do not alter the temperature setting on your fridge or freezer as they have been set to the correct temperature. The fridge freezer should be set on 3 Sorting all rubbish and recycling into the correct bins in your kitchen. Please do not use black bags or plastic carrier bags Ordering new food waste caddy/sanitary disposal bags via the Works Management System (WMS) Cleaning of external recycling bins Regularly take all rubbish and recyclable materials including food waste to the external bin stores. It is a good idea to rinse any recycling items before putting into mixed recycling bins. These will be inspected by Domestic/Portering Services regularly. Students are expected to keep these bins clean during term time Communal areas Keeping communal areas (hallways, landings, kitchens and bathrooms) clear of personal belongings (clothes driers, shoes, rubbish) Vacuuming all communal areas 8
Grounds Conservation Newton Park Campus is set within a Grade I and II listed landscape, with a number of Grade I listed buildings and features. Wildlife and plant biodiversity are equally important aspects of how we manage Newton Park Campus. Particular species have national and international protection under wildlife and other laws. The Grounds Team manage all aspects of the Campus landscape to provide a safe, welcoming environment whilst respecting the heritage and conservation values. Students are asked to respect these surroundings, taking care not to damage or litter the grounds. There are a number of water features at Newton Park. Under no circumstances should students attempt to enter the water in lakes, ponds or streams as these can be highly dangerous. These areas also act as habitats for key legally protected species, and any harm caused to them (including contamination of water) will be investigated. Heating Gas central heating is provided in all residences and controlled centrally by the Maintenance Team. Hot water is timed to be on between 05:00 and 22:30 daily. The central heating is switched on between 15 September and 1 May. Heating is timed to come on between 06:00-10:00 and again from 16:00-23:00. For your convenience, you have an individual thermostatic control valve on your room radiator that you can adjust to suit your own needs. For health and safety reasons students are not permitted to bring their own portable heaters into accommodation. If you have concerns about the temperature in your room, please contact the Maintenance Team via the WMS system. Internet and Wi-Fi At Newton Park the Eduroam wireless network is available across campus and in the residences. To connect to Eduroam you will need a valid student username and password, which you will get when you complete registration. To connect to Eduroam for the first time, do the following: 1) Start your laptop or mobile device and make sure that its wireless is turned on. If you do not see Eduroam listed from where you are, try going to the Newton Park library or the Refectory as both of those areas are well covered. 2) Ask the laptop or device to retrieve a list of wireless networks. From the list, choose Eduroam. 3) You should now be prompted for your username and password for the wireless network Username: Your student number followed by @bathspa.ac.uk (e.g. 123456@bathspa.ac.uk) Password: Your Bath Spa University password. Once you ve done that, if your machine is offered a security certificate, accept the certificate and your device should connect to Eduroam. Once connected, it should reconnect automatically both at Bath Spa University and also to any other Eduroam networks. Note that the first time you connect to Eduroam you will need to register your device with our network security system. To do this, start your preferred web browser - you ll be taken to Network Sentry s Register page. Provide your student number (this time without @bathspa.ac.uk ) and password. Select Register. You ll see a progress bar, when it has completed, your machine will have registered with Network Sentry. You can now log out of the Network Sentry site and can begin to use the internet from the University. If you have any problems please contact the SOACS (Student Open Access Computer Support). You can find SOACS at Newton Park in the Library LY.119 between 09:00-19:00 or by phone on: +44 (0)1225 875575 Laundry 24 hour laundry facilities are available at Newton Park - one in Langton and the other in Sophia. The cost for a wash is 2.30 and 1.30 for use of a tumble dryer. Washing detergents are not provided. We have introduced Mobile Phone Payment (Apple and Android phones) to make it quicker and easier to do your laundry. You can download the Circuit APP for free by typing Circuit Laundry into the app store. 9
ACCOMMODATION MANAGEMENT Mail TV Licence Postal address for Newton Park Bath Spa University, (Your room Number & Residence), Newton Park Campus, Newton St Loe, Bath, BA2 9BN The Newton Park post room is located in the Vinery building and is open Monday - Friday 09:30-16:30. You will require your student card to get access to your post box. You will be contacted via your University email in the event of a larger item of post being received. Post room staff will only give post to the named recipient. Whilst the University will take the utmost care of any items retained in the Post Room it will not accept any liability for items that are lost or damaged whilst awaiting collection. Due to the rural location, the TV signal on the Newton Park campus is variable, so we recommend that you look at alternative ways of viewing for example on laptops,tablets or PCs. Students are responsible for obtaining their own TV Licence. You need a TV Licence to use any television receiving equipment such as a TV set, set-top box, computers or mobile phones to watch TV programmes as they are being broadcast, or to record them. Further information and guidelines can be found at: www.tvlicensing.co.uk or by calling:+44 (0)3007 906131. From this autumn the law is changing and you will also need a TV Licence if you download or watch BBC programmes on demand. This applies to all devices. Receiving large parcels If you are ordering any items and expect the parcel to be larger than an A3 envelope in length, we would ask that you request the following delivery address. Your Name, Your room and block number, Bath Spa University, C/O, Bristol and Bath Consolidation Centre, DHL Supply Chain, Warehouse 3, Smoke Lane, Avonmouth, Bristol, BS11 0Y Amazon lockers If you are ordering items from Amazon the University has an Amazon locker situated in The Refectory on Newton Park Campus. Please use the locker named Gabriel for your Amazon locker delivery. Further instructions on how to use Amazon Lockers can be found at: www.amazon.co.uk/locker 10
Maintenance and Repairs Please contact the Security Lodge at Newton Park campus either in person or by telephone +44 (0)1225 875555. Security will determine the severity of the problem and take the appropriate action. Access for Repairs & Planned Maintenance Reporting Repairs If you discover a repair or that something is damaged in your accommodation, please report this promptly to the Maintenance Team. Students that fail to report problems when they occur may be held liable for any subsequent damage that may happen as a result of neglect. Routine Repairs Maintenance problems for both rooms or communal areas should be reported via the online maintenance request form (known as WMS). Please go to: thehub.bathspa.ac.uk/services/housing and click on Log a job/make a request (WMS). You will need your University username and password to log maintenance issues. Please include as much information as possible about the issue (the exact location, severity of problem, how long it has been a problem etc) along with your name, your hall and room number. You can request that you are present during the maintenance work. A member of the Maintenance Team will call or email you to arrange a suitable time. When a WMS has been received and logged by the Maintenance Team you will receive an email notification. Out of Hours Repairs Reporting If you report a repair outside of office hours (Monday - Thursday 8.00-16.30, Friday 8.00-16.00) The WMS will be responded to the next working day. Emergency Repairs If you discover an issue that requires immediate action to be taken e.g. Serious flooding and leaks Loss of all water supply Complete loss of all electricity Hazards affecting immediate safety of residents There will be times during the Licence Period when members of the Maintenance Team or their Contractors will require access to study bedrooms to carry out inspections required by Health and Safety Legislation (e.g. routine legionella testing). External contractors will be accompanied by a member of Security if they require access to student bedrooms. Notice given by the University Where possible advance notice of access will be given via your Bath Spa University email, so please check your account daily as a minimum. Planned Maintenance - seven days notice Routine Maintenance - 48 hours notice Emergency Maintenance - 24 hours notice (if possible) In an emergency e.g. flood, fire or suspected fire we may need access to your room without prior notification. Operating Instructions Instructions for the operation of the various appliances in your flat/house are provided in booklets located in your kitchen. In addition information about how to operate windows and blinds are provided in bedrooms. Please note that if you are living in the Gardens top floor rooms the rain sensors have been disconnected as requested by students so any windows need to be shut manually. Power Supply If you are living in Gardens halls of residence your key card will also provide power to your bedroom when placed in the card reader in your room. Please note, lighting and power will only be available in the bedroom when the card is in place. 11
Inventory, Inspections, Damage and Deposit Inventory When you move in you will be asked to complete an online inventory that indicates the condition of your room, following an inspection by University staff. It is important that you complete the inventory and make a note of any issues not already recorded. Details of how to complete the online inventory will be provided on your arrival. If you fail to complete the online inventory or do not note any problems you find in your room it could affect the return of your deposit at the end of the Licence Agreement. Room Inspections Routine room inspections are carried out by Student Accommodation and Domestic Services staff termly. These checks are done to monitor maintenance issues, health and safety and to ensure that rooms are being kept in reasonable order. You will be given advance notice of these visits and it is not necessary for you to be present during these inspections. If your room does not meet the required standard you will be notified and a time will be arranged to reinspect. Students who do not meet the required standard will be checked on a more frequent basis and disciplinary action may be taken. Damage Damage is considered to be any deterioration to the property over and above that which is accepted as fair wear and tear. Fair wear and tear generally means the ordinary day-to-day use of a property (for example, scuffs on walls, chipped paintwork etc) or the ordinary effect of nature (for example, sun, rain etc). If you cause any damage either on purpose or by accident you are required to report it to Student Accommodation immediately. What happens if damage is discovered by University staff? If Bath Spa University staff identify damage, written notice is emailed to the individual student or the house group or building. In the email we request that the person(s) responsible (or anyone that has knowledge of who is responsible) let Student Services know. Where a person(s) accepts responsibility for the damage, they will be charged for any necessary replacement or repair. If no-one comes forward the residents of the house or block will be charged equally. If damage is found in communal areas within a flat/house group e.g. kitchen, bathroom etc. all residents of that flat or house will be charged equally. If damage is found in a communal area of a building e.g. hallways, staircases etc. all residents with access to the affected area will be charged equally. Charges made for repair or replacement will be set against your deposit. Where the loss, damage or breakage is substantial you may be invoiced and be expected to pay within 14 working days. Should individual students want to appeal, they can do so by emailing: accommodation@bathspa.ac.uk. It is likely that you will need to provide evidence for your case to be considered. Please note that residents are responsible for any damage caused by visitors to the property. End of Licence Agreement Once you have vacated your room and your Licence Agreement has ended, Student Accommodation will inspect all rooms and communal areas. The condition of the property will be compared to the inventory done at the start of the Licence Agreement. Any charges for damage or breakage will be deducted from your deposit along with any unpaid licence fees, costs, expenses and charges due. Charges will also be imposed for any missing items. 12
Charges Where items have to be repaired or replaced, the University will charge residents for items that have to be repaired or replaced. These include charges for disposal, delivery, fitting and any other associated costs. Charges are as follows: REASON CHARGE ( ) Bedroom Cleaning Communal Decoration Kitchen Mattress replacement 125 Replacement hand wash basin 150 Replacement mirror From 57 Replacement roller blind 150 Electric operated blinds 700 Replace/reconnect window restrictor 40 Replacement of desk chair 110 Replacement bedside lamp 10 Replacement under bed storage crate 10 each Replacement of notice board 45 Replacement bedroom bins 10 Replacement sanitary waste bag dispensers 8 Replacement room carpet (for whole room) From 200 Replacement carpet tiles 20 per tile Bedroom clean 50 Bedroom with En-suite clean Up to 80 Carpet clean Up 30 Mattress clean 20 Kitchen clean Up to 35 per resident Oven cleaning 65 Rubbish/personal belongings removal Up to 50 Replacement ironing board 25 Replacement cleaning equipment Up to 35 Fire Extinguisher - refill/replacement 20/75 Ceiling tiles 20 per tile Redecorate wall or ceiling 75 Redecorate or varnish door 40 Replacement vacuum cleaner 90 Replacement notice boards large 175 Replacement of plastic notice holder 6 Replacement of kitchen chair 40 Replacement of soft seating 200 Replacement toaster 30 Replacement microwave 100 Replacement kettle 20 Replacement oven 600 Replacement furniture Fixed price at time of incident Please note the list is not exhaustive and costs may be higher dependent on the level of damage. 13
Living in University Accommodation Events From Freshers Week to Summer Ball, the Union hosts the nights you ll remember forever. Throughout the year, we have regular band, open mic and comedy nights. 14 Food Shopping Bath has a number of major supermarkets in and around the city centre. Many students opt to have their food delivered to halls of residence. When you arrange your delivery slot, please make sure you will be in to meet the delivery driver outside your halls. All food crates must be returned to the delivery driver before they leave site. Staff will not sign for any food deliveries. Resident Life You will now be part of an exciting residential community with lots of opportunities to take part in events and activities throughout the year. We try to put on a wide variety of events that will appeal to all, so we hope you will find something that appeals to you. The community is what you make of it, so if you have any ideas for activities or events then please let us know. Contact the Resident Tutors or Student Accommodation Team to put your suggestions forward. Events will be advertised via kitchen notice boards, emails, halls of residents Facebook groups and on the Student Accommodation Events page on the Hub. Students Union The Students Union is run by students, for students you automatically become a member for free. The Union is a charity with over 8,000 members, independent from the University and exists to help you get involved, make friends, have fun and have your voice heard. Advice The Union offers independent and confidential advice on issues relating to your student experience; specifically academic appeals, complaints, disciplinaries, and accusations of unfair practice. Gym Don t let that student lifestyle wear you down; keep fit at the Union gym. State of the art facilities, classes and friendly trainers all for between 110 and 140 a year for students. Office Buy bus passes, event tickets, gym membership, printing and get your dissertations bound! You can also find out about any services or activities that the Union offers here. Representation and Campaigns The Union exists to be the voice of the students and campaign on the issues that affect you. Each year students are elected to represent you on different issues and work with the University to make life at Bath Spa better. Why not find out about becoming a rep at www.bathspasu.co.uk/voice SpaLife SpaLife is your student led media group. The TV, Radio and Magazine will keep you up to date with what s going on in Bath. You can also volunteer and take your first steps towards that media career you ve always wanted! Opening Times: Bar Monday - Friday: 09:00-23:30 (closing times vary on event nights) Weekends: Midday to 23:30 Shop Monday - Thursday: 08:30-17:00 Friday: 08:30-16:30 Office Monday - Friday: 09:30-16:30 Gym Monday - Friday: 07:30-21:00 Weekends: 10:00-18:00 For more information visit: www.bathspasu.co.uk Twitter: @bathspasu Facebook: www.facebook.com/bathspasu
Living with other students For many of you this will be your first experience of communal living. Here are some of the most common questions about living in shared accommodation. Who will I be sharing with? The majority of new students will have been offered a room within a flat/house sharing with other new students. We also aim to house with postgraduate or mature students with each other. We are unable to provide you with the names of those you will be sharing with, but can provide you with access to the accommodation Facebook page. What do I need to bring? As well as your personal belongings you will need to bring the following: Bedding and linen including pillows, duvet, sheets, blankets. Lakeside has single beds and Gardens small double beds Cooking equipment including saucepans, cooking utensils, plates, glasses, mugs and cutlery. Lots of students share cooking equipment when they arrive, so it is advisable to only bring a small amount with you Bath mat if you are staying in an en suite room Cleaning products, washing up liquid, washing powder, toilet rolls and toiletries Please ensure that any electrical appliances you bring into the halls conform to British Standards and hold a portable appliance test (PAT) if they are more than one year old. The maintenance team will conduct PAT testing of personal belongings in the first term. Further information will be provided as to how you can get your items PAT tested. How do we organise cleaning, washing up, recycling etc? Organising how you all help with cleaning and washing up can help avoid misunderstandings and potential conflicts later in the term. It s always a good idea to sit down as a house group in the first few days and discuss some of the following issues: Cleaning rota for kitchen Washing up arrangements (How often? Who will do it?) Emptying of waste and recycling bins Any dietary issues (does anyone have a food allergy) Sharing of food or other personal property (What can be shared? What can t be shared? Must permission be given?) The Resident Tutors will visit each kitchen during the first few weeks of term to give advice and guidance on these issues. What happens if I don t get on with the people I live with? In our experience the vast majority of student households live together successfully and happily. From time to time something may come up that causes difficulties between housemates. We recommend you first try to discuss any issues with your housemates and work together to try to resolve it. It is often this option that people avoid, but it s usually the most effective way of resolving issues. If you find that you are unable to resolve the situation you may wish to seek advice or help from one of the Resident Tutors or Student Accommodation team. They can help with: Advice and guidance on living successfully with housemates Advice on managing difficult situations Guidance on your responsibilities and rights as a resident Mediation between housemates If you feel the situation cannot be resolved Student Accommodation may be able to arrange for you to move to alternative accommodation, subject to availability. The University has a Harassment Policy which can support students who are experiencing any form of harassment.there are many forms of harassment which can be described in simple terms as unwelcome behaviour that affects the dignity of staff and students. It is the conduct of one or more people against another or others when an intimidating, hostile or offensive atmosphere is created. In general terms, it is actions or comments viewed as demeaning or unacceptable by the recipient. https://thehub.bathspa.ac.uk/services/humanresources/equality-and-diversity/harassment-policy How do I make a formal complaint about someone I live with? The University has a formal Complaints Policy you can use if you wish to make a formal complaint against another student. You can find details of how to do this by visiting the University website. www.bathspa.ac.uk/regulations www.bathspa.ac.uk/regulations/complaintspolicy/submitting-your-complaint In the event that a resident s behaviour and/or conduct is considered to be unacceptable, the matter will be considered under the Residents Disciplinary Procedure. In some circumstances, in particular where the resident s behaviour constitutes a criminal offence, the matter will also be dealt with under the University s Disciplinary Procedure and/or the police: www.bathspa.ac.uk/regulations/student-generalregulations 15
LIVING IN UNIVERSITY ACCOMMODATION Visitors All guests must be over the age of 18 and can stay a maximum of two nights in any seven day period. Guests must sleep in the host s room, not in communal areas (for example hallways or the kitchen) and must be signed in at Security upon arrival and departure. Under the terms of the Licence Agreement you are responsible for the behaviour of your guests and they must comply with the rules of living on campus as you have to. The University has the right to refuse admission to any guests and/or visitors. Parties No more than six non-residents of any house group will be permitted for any gathering. This includes residents from other halls. Any damage caused or cleaning required as a result of a gathering will be charged to all residents in accordance with this handbook and the Licence Agreement. Noise While complete silence within halls of residence is unrealistic, students must ensure that they and/or their guests are considerate of others and do not create noise that causes annoyance to others at any time. Residents are asked to be considerate of people in adjacent rooms or flats/houses who may be experiencing pressure with work or exams or have a different lifestyle from yours. Please assist us in reducing noise by: Keeping noise to a minimum between the hours of 23:00-08:00 (keeping conversations to a reasonable level, using headphones to listen to music or watch TV) Avoiding gathering in kitchens and outside accommodation blocks late at night Keeping telephone and Skype conversations to a reasonable level Not playing music so it can be heard in other people s rooms Being considerate of your neighbours when returning from nights out Avoiding slamming doors. If you are experiencing excessive noise within your flat, it is recommended in the first instance that you talk to your housemates informally to make them aware of the problem. The Resident Tutor team can give you advice and support on how to approach this topic. If you are experiencing excessive noise between the hours of 23:00 and 08:00 please report this to the Security Team, who will respond in person to any complaint received. Students experiencing on-going noise problems will be asked to keep noise diaries and submit them to the Student Accommodation Team. Complaints about noise nuisance will be taken seriously, charges may be issued and disciplinary action under the Residents Disciplinary Procedure may be taken. Smoking Smoking is not permitted in any areas within the halls of residence, including bedrooms, from windows or in doorways. Smoking shelters are provided in the car parks outside the Gardens halls of residence. Bath Spa University actively discourages students from smoking on campus. For more information please see the smoking policy www.bathspa.ac.uk/services/healthand-safety/3-workplace-conditions/06-smoking%20 policy.asp Smoking cessation support is available from Student Support Services and Fairfield Park Health Centre: www.fairfieldparkhc.co.uk. Illegal Drugs It is an offence to possess, use or supply to other persons any controlled drug under the Misuse of Drugs Act 1971. The Act also makes it an offence for the occupier of the premises or a person concerned in management of any premises to knowingly permit activities to take place on the premises. The activities specified in the Act include smoking cannabis or cannabis resin, and supplying or attempting to supply a controlled drug to another person. Students and visitors are clearly required to comply with the law and therefore residents may not bring in or allow to be brought into the accommodation any unlawful drugs or other substances. 16
In University managed accommodation suspicion of substance misuse is often revealed when a visit to a room or kitchen is triggered by the need to check smoke detection alarms that have been activated or tampered with; during communal cleaning or individual room inspections. The use or possession may not be seen, but a smell might be present, which may suggest drugs have been used and/or drug associated paraphernalia may be witnessed, which again may suggest the misuse of illegal substances. All such reports will be investigated, evidence will be documented, and possible outcomes include: A formal written warning Fine Referral for drug awareness sessions Residents /Student Disciplinary procedures Referral to the police Eviction and termination of Licence Agreement Psychoactive Substances The use or possession within University premises of any substance which is prohibited by the Psychoactive Substances Act 2016 are not permitted. This includes nitrous oxide, and other products that are sold as legal highs or otherwise. These substances can be extremely dangerous, and if any such items should be discovered in halls of residence, Student Accommodation will remove them and the student in question will be subject to disciplinary. All such reports will be investigated and possible outcomes include: A formal written warning Fine Referral for drug awareness sessions Residents /Student Disciplinary procedures Referral to the police Eviction and termination of Licence Agreement Anti-Social Behaviour, Theft and Vandalism Anti-social behaviour covers a wide range of unacceptable activity that causes distress, harm or harassment to other students and non-residents living in your community. Such behaviour can lead to damage to university property and loss of personal belongings. All reports of anti-social behaviour in halls of residence will be investigated and possibly outcomes include: A formal written warning Fine Residents /Student Disciplinary procedures Referral to the Police Eviction and termination of Licence Agreement Promoting, Flyering and Guest listing The University does not permit promotion of any commercial events in halls of residence. If you take on this type of work you will be breaking the conditions of your Licence Agreement and will face disciplinary action. If you have concerns about an unauthorised promoter working in halls, please contact the Security team who will remove the person from site if necessary. If you have any questions about promoting within university accommodation, please contact Student Accommodation. 17
Licence Agreement and behaviour To accept your place in University accommodation you will have accepted the terms and conditions of occupancy by signing your Licence Agreement. The Licence Agreement is a legal document, you need to read and understand your commitments. If you felt unable to comply with the Terms and Conditions, you should have sought alternative accommodation before the commencement of your Licence Agreement. Residents are expected to comply with these regulations at all times, failure to do so may result in Student Accommodation Disciplinary action. You can review the full Licence Agreement Terms and Conditions at the back of this handbook. Your responsibilities This list is not exhaustive but gives you an overview of the main points of your Licence Agreement. 1. You must not smoke in any part of the building/house/flat/bathroom 2. You must not be in possession of or take illegal drugs whilst on University premises 3. You must not keep any animal, bird, fish or creature in your room 4. You must not apply sticky tape, adhesives (including blu/white-tac), sticky pins, nails or screws into walls 5. You must only cook and prepare food in the kitchen, not your bedroom 6. You must not use any electrical equipment purchased outside of the UK or deemed unsafe by Student Accommodation in Halls of Residence (for example rice cookers, hair straighteners or fairy lights) unless it has been PAT tested 7. If you live in university accommodation you are not permitted to bring or park your car on any campus or halls of residence 8. You must not activate the fire alarm or interfere with fire detection/prevention equipment (e.g. fire extinguishers) except in the event of a fire 9. You must not act in an intimidating or violent manner, harass or threaten students or staff 10. If you cause any damage, by accident or on purpose you will have to pay for it 11. You are responsible for keeping your room and communal areas clean and tidy and reporting all maintenance issues and damage 12. You must not behave in an antisocial way i.e. make excessive noise, damage or deface accommodation, have a visitor for more than two consecutive nights, smoke or use illegal drugs in your accommodation 13. You cannot change rooms without the prior permission from the Student Accommodation Team, there is a 40 administration fee 14. You have signed a Licence Agreement for a fixed period of time. You cannot leave University accommodation part way through the Licence Agreement period, unless you find an alternative student to move into your room, with the prior consent of the Student Accommodation Manager 15. Breaking the terms of your Licence could lead to disciplinary action or legal action by the University. If you behave in a way that has a negative impact on others, breaches any of the terms and conditions of your Licence Agreement or commit a criminal offence there are a variety of penalties that may be applied, for example charges or possibly eviction. As a guide, see the list below of some common and the some more serious breaches to Licence Agreement which the University will take action (please note this is not an exhaustive list, penalties may be higher dependent on the severity of an offence). 18
Anti-social behaviour which could include noise disturbance, damage to university property, urination/defecation/vomiting on university property or grounds. Possession/use/supply of cannabis, legal highs, nitrous oxide or any illegal drugs within University accommodation or grounds. 1st instance 2nd instance 1st instance Compulsory meeting with Student Accommodation, written warning and charge for any costs for remedying damage or cleaning. Referral to Student Accommodation Disciplinary procedure. Final written warning, 50 fine and attendance to University drugs awareness course (subject to availability). Referral to the police. 2nd instance 100 fine. Referral to Student Accommodation Disciplinary Procedure. Referral to Police. 3rd instance Termination of Licence Agreement. Referral to Police. Fire Safety issues Covering over, removing or tampering with fire safety equipment Malicious damage of break glass alarm Discharging or tampering with fire extinguishers Leaving cooker unattended, resulting in a fire alarm activation Non or late evacuation or refusal to evacuate in response to a fire alarm activation Use of banned items such as candles, incense sticks Rendering a fire door ineffective, for example by insertion of a wedge or propping it open with a heavy object, or by disabling/interfering with the door closure device Blocking or obstructing any fire evacuation routes or fire exits. 1st instance 2nd instance 3rd instance First written warning and 100 penalty charge. Referral to Student Accommodation Disciplinary procedure and 50 penalty charge. Termination of Licence Agreement. Smoking inside accommodation 1st instance First written warning and 50 penalty charge. 2nd instance Final written warning and 100 penalty charge. 3rd instance Termination of Licence Agreement. Please note This table is only a guide, and Student Accommodation can escalate the severity of an incident as they see fit. After a first breach of behaviour, any further breacher in any category will be treated as a second incident, and so forth. Where it is not known who is responsible for misconduct within a flat/house/block, each resident within that flat/house/block will be liable for the full penalty unless the person responsible comes forward. Where damage is caused within a flat/house and the person responsible is not identified, the cost of repair will be split equally amongst all residents within that flat/house unless the person(s) responsible come forward. Student Accommodation will notify you via your University email account if you are required to attend a meeting to discuss any breaches to your Licence Agreement, or concerns about your behaviour and conduct in accommodation. If you fail to attend a scheduled meeting, resulting in a letter being hand delivered to your room; you will be charged 20 (on each occasion). 19