Regulations Relating to Residential Accommodation

Definitions

Area Co-ordinator

The persons whom shall from time to time be appointed to be Area Co-ordinator for Accommodation in accordance with the appointment procedure published by Student Support.

Common Parts

The common parts of residential accommodation owned or administered by the University.

Contractual Period

Such period as the University may in its absolute discretion determine and agree with the Registered Occupant.

Proctor

The person whom the Council of the University on the recommendation of the Vice-Chancellor shall from time to time appoint to be the Proctor.

Registered Occupant(s)

Full-time student registered as occupant of specified University-owned or administered accommodation or a person approved by the University to share such accommodation with a fully registered student.

Registrar & Secretary

The person whom the Council of the University shall from time to time properly appoint to be the Registrar & Secretary. The Registrar & Secretary may delegate any of his or her responsibilities under these Regulations.

Student(s)

Person(s) whom the Registrar & Secretary has accepted and registered as student(s) at the University.

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Unit of Accommodation

That area of accommodation for which an Area Co-ordinator for Accommodation is responsible under the terms of his or her appointment by the University.

University

The University of Essex, Wivenhoe Park, Colchester, Essex CO4 3SQ.

General

12.1.

1. Registered Occupants shall comply with the reasonable requirements of the Registrar & Secretary as stated in these Regulations and as may additionally be required and notified from time to time.

2. In addition to these Regulations each unit of accommodation may also have a set of Terms and Conditions, which Registered Occupants are also required to observe.

12.2.
The Contractual Period(s) for which University-owned or administered accommodation shall be available, and the charges payable, shall be determined from time to time by the Council at the Council's absolute discretion and such charges shall be notified to each Registered Occupant individually in writing and/or by posting notices on the relevant University notice-boards and websites.

12.3.
Subject to complying with these Regulations, a student who becomes a Registered Occupant shall have the right to remain in his or her allocated accommodation only during the Contractual Period, and except as provided elsewhere in these Regulations.

12.4.

1. A student may reside in University-owned or administered accommodation only in that area of the accommodation for which he or she is the Registered Occupant.

2. The room is for the occupation of the Registered Occupant only. Sub-letting the room is not permitted.

3. A Registered Occupant of University-owned or administered accommodation for couples or families shall be permitted to allow to reside with him or her in the accommodation only those persons whose names have been submitted to and approved by the Registrar & Secretary.

4. A person ceases to become the Registered Occupant of University-owned or administered accommodation if he or she fails to sign the relevant contract for that accommodation within 14 days of occupying the accommodation or within 14 days of the despatch of the contract, whichever is the later and he or she must vacate that accommodation immediately.

12.5.
A Registered Occupant who ceases to be a student of the University or who has the use of University facilities withdrawn from him or her under the provisions of Regulation 5.10 shall vacate his or her allocated accommodation on the date of his or her ceasing to be a student or as the case may be on the date of the withdrawal of facilities of the University or on such other date as the Registrar & Secretary may in his or her absolute discretion determine.

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12.6.
Registered Occupants who are absent from the University for any part of their Contractual Period shall pay in full the accommodation charges relating to the period of their absence unless the Registrar & Secretary shall in his or her absolute discretion determine otherwise.

12.7.
Registered Occupants will be held responsible for any loss of, or damage to, the equipment, furnishings, fixtures, fittings and decorations of their accommodation and of the Common Parts over and above that caused by fair wear and tear and they may be required to pay compensation, either as individuals or as a body, for any such loss or damage including payment of the full cost to the University of repairing or replacing items so lost or damaged.

12.8

1. Registered Occupants will be held fully responsible for the conduct of and for any loss or damage caused by their guest or guests while in accommodation owned or administered by the University.

2. Registered Occupants shall inform the Registrar & Secretary of the names of any proposed guests who are invited to stay overnight in such accommodation and shall use their best endeavours to ensure that their guests comply with the requirements of these Regulations where relevant to them.

12.9.
Registered Occupants will be held responsible for keeping their allocated accommodation and the Common Parts clean and in good order, and shall be required to meet the cost of any services, additional to any routine cleaning provided by the University, which are required to maintain a standard acceptable to the University.

12.10.

1. Registered occupants who fail to return keys or keycards at the end of their Contractual Period may be required to pay a late return fee of an amount to be determined from time to time by the Registrar & Secretary.

2. Registered occupants who require replacement due to lost or mislaid keys or keycards will be required to pay a fee for the replacement of an amount to be determined from time to time by the Registrar and Secretary.

12.11.
For the purposes of these Regulations the Registrar & Secretary, or other representatives of the owner of accommodation, for example maintenance staff, have the right of access to any part of accommodation owned or administered by the University at all reasonable times to enable them to fulfil their duties and responsibilities and to safeguard the owner's interests, including ensuring that such accommodation is being used for the purposes for which it has been allocated.

12.12.
Registered Occupants are required, whilst acting in that capacity, as a condition of residence and in the interest of good relations, to treat all other persons, whether they are staff, fellow students, visitors or neighbours, with both reasonable consideration and courtesy at all times.

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12.13.
Registered Occupants shall ensure that neither they, nor their guests, create or cause to be created excessive noise which causes discomfort, inconvenience or annoyance to the occupiers of other accommodation owned or administered by the University or to the occupiers of adjoining or neighbouring premises or to anyone else. Parties are not permitted in university owned or administered accommodation.

12.14.
No pets may be brought into or kept in accommodation owned or administered by the University, except for guide dogs.

12.15.
No appliances for heating, cooking, refrigeration and washing may be used in the study bedrooms of University-owned accommodation, except with the prior written permission of the Registrar & Secretary. The only ovens and refrigerators allowed in the kitchen areas of the University-owned accommodation are those supplied by the University. Prohibited appliances will be removed from residential accommodation by university staff where there is evidence that they have been used in the bedroom or where no authority to use has been obtained.

12.16.
The use of lighted candles, tea lights, aromatic oil heaters, incense sticks or any other device which has a naked flame, is prohibited in University owned or administered residential accommodation except with the prior written permission of the Registrar & Secretary.

Candles and other prohibited devices will be removed from residential accommodation by university staff including where these are for display purposes only.

The Registrar & Secretary will give permission only in exceptional circumstances, for example, where candles are to be used for religious purposes and where the lighting of candles is accepted practice for that form of religious worship. The precautions to be adopted for the safe use in these cases will be defined by the Fire Safety Officer and must be followed. In no circumstances will permission be given for unattended lit candles or devices.

12.17.
The University has a No Smoking policy which outlines how it will comply with the Health Act 2006. This Regulation ensures that the No Smoking policy is upheld in residences.

Smoking is not permitted in any part of a residence or flat.

12.18.
No hazardous, dangerous or flammable substance which may cause damage to persons or property may be taken into University-owned or administered properties by students or their guests. Any such substance will be removed on the authority of the Security Manager or the Fire Safety Officer.

12.19.
Any member of staff of the University may refer to the Proctor the case of any student who, in his or her opinion, is in breach of any regulation imposed or obligation undertaken in respect of the student's occupation of University-owned or administered accommodation.

12.20.
A Disciplinary Committee to which a student's case is referred by the Proctor shall have the power, subject to any right of appeal provided for in the Disciplinary Procedures and without prejudice to any other power it might have or penalty it might impose under those Procedures, to terminate immediately a Registered Occupant's right of occupation of accommodation owned or administered by the University.

12.21.
The University may terminate a Registered Occupant's right of occupation if fees or accommodation charges or other sums due have not been paid and remain unpaid for a period of four weeks after notice requiring payment has been served.

12.22.
A Registered Occupant whose right of occupation is terminated shall have his or her registration in respect of the use of University-owned or administered accommodation cancelled.

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12.23.
The Proctor shall have the power where, in his or her opinion, immediate action is necessary in order to safeguard the interests of either the student concerned or other residents, to require any student to leave immediately accommodation owned or administered by the University and move to alternative accommodation pending the outcome of disciplinary proceedings which will be initiated at the earliest opportunity. The student whose right of occupation of accommodation owned or administered by the University has been temporarily suspended shall give all keys and entry cards associated with that accommodation to the Accommodation Office at the time of the suspension. No student shall be suspended by the Proctor unless he or she has been given an opportunity to make representations in person to the Proctor. Where for any reason it appears to the Proctor that it is not possible for the student to attend in person, he or she shall be entitled to make written representations. In a case of great urgency the Proctor is empowered to suspend the student with immediate effect provided that the student is given the opportunity to make representations to the Proctor in person or in writing within five working days. At the request of the student, the decision by the Proctor to temporarily suspend the student shall be subject to review where it has continued for four weeks. Such a review will not necessarily involve a hearing or submissions made in person but the student will be entitled to submit written representations. The review will be conducted by a Pro-Vice-Chancellor.

12.24.
Students’ disciplinary records, with respect to breaches of Residence Regulations, may be taken into account when deciding whether or not to allocate accommodation to them. Accommodation will not be allocated to students found to be in breach of University Regulations if the Proctor so decides.