When living in any of the University’s residences, you form part of a community of residents for the academic year. Like any other community, it depends on each and every member playing a part in ensuring its safe and efficient running and maintaining a level of cleanliness, which will make the accommodation a pleasant place to live. Where safety and efficiency are compromised by damage to communal areas such as kitchens, lounges and corridors or to any fire equipment indispensable for the protection of each resident, it will be necessary to impose the cost of repair on all residents, as outlined in separate clauses. Such action will only be taken where, after reasonable investigation, the person or persons responsible for the damage cannot be identified. Similarly, where communal areas and bedrooms are not maintained in an acceptable state of cleanliness, invoices may be raised for cleaning.
a) General Regulations
Throughout the period of this Licence Agreement you must make yourself familiar and comply with the University’s Regulations, including Bullying, Harassment and Equal Opportunities Policies, Student Behaviour Policy, Fire Safety Regulations, IT Regulations, Email Policy, the No Smoking Policy and any other rules as may from time to time be made by the University to regulate behaviour in or the use of the premises and other accommodation within the building. These regulations, rules and policies all apply to your use of Halls of Residence and can be found on the University’s website.
b) Occupation
You must not use the premises for any purpose(s) other than living accommodation for yourself during your attendance at the University and you must not carry on any profession, trade or business on the premises. Failure to comply will result in disciplinary action being taken against you.
The University operates a zero tolerance policy towards the use of drugs. The possession of controlled substances or drug paraphernalia within the direct vicinity of the Halls of Residence and Residential Halls Car Parks, grounds, use and/or supply of illegal drugs, any controlled drugs listed in the Misuse of Drugs Act 1971, Drugs Act 2005, Psychoactive Substances Act 2016, including subsequent amendments and/or any substances intended to produce a legal high, hallucinogenic or similar effect will result in the immediate termination of this Agreement and your exclusion from University managed accommodation.
The following items and activities are also prohibited and will result in a disciplinary process taking place, and may in serious cases also result in the service of a Notice to Quit in accordance with clause 6:
- The possession of firearms (including replicas, models, airguns, pellet guns and paint ball guns), knives, archery/crossbow and related equipment or any item that may be deemed as offensive weapons
- The use of any University equipment for a purpose other than which it was originally intend. If you require assistance using University equipment please inform the ResLife team
- Any animal, bird, fowl, reptile, fish or animal of any kind (except medical assistance dogs)
- The possession of weapons or items such as pocket knives, lock knives, or replica knives.
- Items which can cause damage to property or persons
- The sale, brewing, or creation of alcohol
- The possession or use of Nitrous Oxide canisters and associated paraphernalia including for domestic or commercial catering use.
- The use or storage of any oil, paraffin, gas or electric heating other than that provided by the University. Any such items found will be removed and returned to you upon your vacating your room
- The maintenance or storage of bicycles or motorcycles, in corridors, study bedrooms, kitchens, bathrooms, landings or stairwells. Any such items found will be removed and returned to you upon your vacating your room as these constitute a fire safety risk.
- The arrangement of displays within the accommodation or in windows which may reasonably be considered to be offensive or inappropriate. This includes the display of bottles, offensive imagery, or other items intended to cause offence.
- The use or storage of any of the following in or around University managed accommodation:
- Candles
- Oil burners,
- Incense sticks,
- Hookah/Shisha pipes,
- Chip pans,
- Any form of deep fat frying,
- Sunbeds,
- Fireworks
- Similar items
- The use of cooking equipment in study bedrooms. These must remain in the kitchen area and be British standard approved. This includes, but is not limited to:
- Kettles,
- Toasters,
- Rice Cookers
Smoking is not permitted inside any University building.
In the event that you are found or suspected to have been smoking inside University managed accommodation you will be interviewed by a ResLife Manager and may be charged £70.00. Your involvement in any further similar incidents will result in disciplinary action, and will lead to eviction. Electronic ‘cigarettes’ are also prohibited in the same manner. You must smoke outdoors, at least five meters away from any doors or windows.
If you suspect an individual in your Accommodation of any of the above you may speak confidentially to a member of teh ResLife team.
d) Fire Prevention
Residents must not do, or allow to be done, in University managed accommodation anything which renders the fire insurance policy void or voidable. Any misuse of equipment, cooking or heating facilities and lamps etc. which could cause a fire within the premises may attract a fine of up to £700.00 and be subject to a Disciplinary Hearing.
Electrical or fire prevention fittings must not be tampered with. This includes fire doors, smoke & heat detectors, and fire extinguishers, and any other fire safety fittings.
Any personal electrical items, which you bring to the University, should be electrically tested. All personal equipment must comply with British Standards. Any such items found will be removed and returned to you upon your vacating your room.
- Cooking equipment, kettles, irons, and other items which create a heating effect, may only be used in kitchens or communal areas.
- The electrical sockets in corridors must not be used by residents except for cleaning carried out with University equipment.
- Items must not be left in corridors or stored under stairs in Halls. These areas must remain clear in accordance with Fire Safety Regulations. Any such items found will be removed and returned to you upon your vacating your room.
- Posters, banners etc. should not be fixed to the outside of bedroom doors, corridors or in kitchen cooking areas as these are considered fuel sources.
e) Fire Safety
It is your responsibility to ensure that you and your guests are aware of, and comply with, the Fire Safety Regulations, and you will be required to attend a mandatory Safety talk. Failure to attend will be considered a breach of this Agreement and so you may be issued with a Notice to Quit.
Misuse of fire alarms and firefighting equipment is ILLEGAL, DANGEROUS and FORBIDDEN. In the event that you are found to have misused fire extinguishers, fire blankets, fire hoses, fire doors, call points and/or fire/smoke detectors you will be charged up to £700.00. This includes, but is not limited to, blocking fire escape routes, propping open Fire Doors, and interfering with any fire safety equipment.
All doors in University accommodation are certified fire doors and should be treated as such. Your involvement in any incidents related to the misuse of fire alarms and firefighting equipment WILL RESULT IN THE TERMINATION OF THIS AGREEMENT AND WILL RESULT IN YOUR EXCLUSION FROM UNIVERSITY MANAGED ACCOMMODATION. You will be charged for repairs to the equipment and any costs incurred for Fire and Rescue Service attendance.
Should any resident or guest of a resident breach this clause an investigation will take place which may result in a fine and/or disciplinary action. In instances where, after reasonable investigations, responsibility cannot be attributed to any individual or individuals, the charge may be divided equally amongst all residents in your section/flat/hall depending on the severity of the incident.
f) Evacuations & Personal Emergency Evacuation Plans
You must familiarise yourself with emergency escape routes in your accommodation, including alternative routes in the event that a usual route is blocked or not accessible. At least one official fire evacuation drill will be organised each semester. Staffordshire Fire and Rescue Service stipulate that residents and all guests must evacuate the building and assemble at the specified fire assembly point in the case of fire or fire alarm within three minutes. If, during any fire alarm evacuation (scheduled or unplanned), a student fails to evacuate the building within the required three minutes they may be charged £60.00.
Refusal to evacuate the premises when the fire alarm has been activated will result in a fine and disciplinary action.
If you have a disability or other impairment which means that you are unlikely to be able to evacuate to total safety in the required three minutes from alarm activation, the University may require you to create a Personal Emergency Evacuation Plan. If you are aware of a disability or other impairment which may require this, you must contact the ResLife team in the first instance, so this can be arranged. The ResLife Team will work with the Student Enabling Team to identify licensees who may require a PEEP. If this applies to you, you are required to work with ResLife to formulate a PEEP and abide by the terms of it.
g) Visitors/guests
You may receive visitors/guests within your accommodation at reasonable times and in compliance with Clause 2 of this Agreement. The University reserves the right to limit or stop entry to visitors/guests that you may have at any time. You must ensure that any visitors/guests comply with the terms of this Licence Agreement and you are responsible for the behaviour of your visitors/guests and for any damage or disturbance they may cause to the University property or to other residents. To comply with fire safety regulations, overnight guests must be signed in at the ResLife Hub, where a visitor pass issued, this must remain on the person at all times and shown when requested by Staffordshire University staff.
h) Noise
It is essential that individuals should have the freedom to rest and work undisturbed and, therefore, reasonable noise levels must be maintained at all times. Unreasonable levels of noise will not be tolerated at any time of the day. By way of an example, music which is audible outside the room in which the equipment is located will be considered to be an unreasonable noise level. In line with the Antisocial Behaviour Act 2003 a particularly serious view will be taken of noise after 11:00pm and before 7:00am. If you cause a noise nuisance, you may be subject to a fine and/or disciplinary action under the University’s Regulations. If you cause a noise nuisance to a local resident, the local authority has very wide powers to take action including the service of a Warning Notice, Fixed Penalty Notice or an Abatement Notice and the equipment, which is causing the noise nuisance, may be impounded.
h) Telephone and Internet
It is essential that individuals should have the freedom to rest and work undisturbed and, therefore, reasonable noise levels must be maintained at all times. Unreasonable levels of noise will not be tolerated at any time of the day. By way of an example, music which is audible outside the room in which the equipment is located will be considered to be an unreasonable noise level. In line with the Antisocial Behaviour Act 2003 a particularly serious view will be taken of noise after 11:00pm and before 7:00am. If you cause a noise nuisance, you may be subject to a fine and/or disciplinary action under the University’s Regulations. If you cause a noise nuisance to a local resident, the local authority has very wide powers to take action including the service of a Warning Notice, Fixed Penalty Notice or an Abatement Notice and the equipment, which is causing the noise nuisance, may be impounded.
i) Telephony and Internet Sources
The University works in partnership with different providers to provide telephony and internet services to some Residences.
If your residence licence includes telephony and internet services, access to the internet and telephony networks is governed by the Terms and Conditions of the provider in your accommodation, Fair Use Policy and the University’s Information Technology Policy, which exist to protect the best interest of all users. In the event that the network provider detects any misuse to the network, the provider may take the action to exclude residents from the service and Disciplinary action may be taken (via the University). This may include, but is not limited to:
- Access to, or downloading from, what can reasonably be assumed to be inappropriate website
- Sending of abusive communications
- Operating unauthorised servers
- Operating an unauthorised device
- Downloading illegal content
- Operating a business
If your residence licence does not include telephony and internet services provided by the University, there are facilities for all residents to arrange services with their own internet service provider. The purchase, installation, payment and disconnection of any internet service or provider is the responsibility of the residents. The University does not accept any responsibility for an Internet/telephone contract taken out at these residences.
j) Room Checks and Access to Your Room
Regular room checks will be carried out, for health, safety and welfare purposes, by University staff. University staff have the right to enter and check your room (other than personal effects) at reasonable times. Except in exceptional circumstances where there may be serious concern for welfare or health and safety, where emergency maintenance work, or where security staff are required, you will be informed 24 hours beforehand of any visits by Staffordshire University’s officers or agents, and you will have the right to be present. Requests to be present must be in writing and given to the ResLife Hub more than two hours before a planned visit.
University staff will undertake routine drugs searches of Halls accompanied by Police, Campus Control, and/or drugs detection dogs. As part of that routine search if the behaviour of the Drug detection dog, or the result of a drug detection swab indicates the presence of banned or controlled substances in a study bedroom then University staff will enter and allow the search to continue without giving 24 hours’ notice.
Requests for maintenance or repairs will be deemed as an invitation to enter and as such, formal 24-hour notice will not be given. You will not be given 24-hour notice of access to the communal areas of your residence for routine housekeeping, maintenance, promotional, or welfare checks.
k) Personal Insurance
The University holds a Block Insurance policy. A sum insured up to £5000 for your personal possessions whilst in your room is automatically provided. You will be issued with insurance guidance which explains the limits of cover and the claims procedure. there is an option to upgrade this and teh cover is subject to the provider's Terms and Conditions.
l) Equipment
Any equipment provided by the University must not be removed from the appropriate study bedroom, kitchen or general purpose area. It is all residents’ responsibility to ensure that such items are kept clean and used carefully. Additional soft furnishings must not be brought into the Halls/Houses and stored in bedrooms, kitchens, corridors or stairwells.
Games consoles, sound systems, amplifiers, computers, and other similar equipment, must be stored within residents’ own study bedrooms, when not in use. You may be asked to provide evidence of the electrical safety of your personal electrical equipment. If this is not available the ResLife team reserve the right to test such equipment and an invoice may be levied for this test. Items which fail the Portable Appliance Test must not be used and must be removed from University managed accommodation. Any large appliances such as fridges, freezers, etc., may be provided by yourself and used in your study bedroom, however the ResLife Team must be informed if you have a large item like this in your room. Any additional appliances must not impede safe access or egress into or out of the room.
No items should be stored in any corridor or impeding any access routes. Any items which are in a corridor or impede an access route will be removed at a cost of £10 per item. Should the University incur costs for the removal and disposal of equipment or items not provided as standard by the University you will be invoiced for the cost of this.
m) Refuse Collection and Cleanliness
You are responsible for the cleanliness and refuse removal in your residence. Unwashed crockery, cutlery, cooking utensils, or any other item(s), which are considered to constitute a hazard to health will be noted and a 24hr Improvement Notice issued. Non-compliance with this Improvement Notice will result in the item(s) being removed and disposed of. You will be invoiced for the cost of this based on the cost to the University. If the standard of the kitchen is considered to pose a hygiene risk, the kitchen may be cleaned without notice and charges will apply. Each resident will be invoiced £10 per bag or item of rubbish removed by a member of the ResLife team, unless those responsible admit liability and they will be invoiced for the entire amount.
n) Vacating Accommodation
Upon vacating your accommodation all areas must be left clean and free from personal items and refuse. If additional cleaning or refuse removal is required you will be invoiced for the cost of this based on the cost to the University.
This includes the study bedroom, bathrooms, kitchen and/or communal areas (including ovens, fridge-freezers, cupboards, and any other appliances supplied by the University).
o) Disciplinary Process
Staffordshire University takes all incidents which could be described as sexist, racism, physical or other harassment or bullying, or behaviour which causes fear or distress to others, or threatening, abusive, disorderly or unreasonable behaviour very seriously. Any reported incidents of this kind will be considered in accordance with the provisions of this Licence Agreement.
Wherever possible, the ResLife team will endeavour to facilitate an informal resolution to issues, behavioural concerns, and incidents. If an informal resolution cannot be reached or there is a significant breach of the conditions set out within this Licence Agreement, a formal disciplinary process may be undertaken. The disciplinary process comprises of a ResLife Manager undertaking the following:
- Investigatory interviews with any relevant parties
- Review of evidence related to the investigation
- Convening of a disciplinary panel. This is made up of senior University Managers who have no prior knowledge of the Licensee(s) involved
- Presentation of evidence gathered and invitation to attend disciplinary hearing issued to Licence Holder(s), giving a minimum of seven days notice.
You will have the right to invite a third party to attend any disciplinary hearings which are called. Failure to attend a disciplinary hearing will result in the hearing continuing in your absence. You will be notified of the outcome of the disciplinary hearing within 24 hours.