Halls handbook

HallsHandbook2017/18

A very warm welcome to Edge Hill University halls of residence, chosen bystudents as the best uni accommodation in the UK (WUSCA Awards 2017). Wewant you to have a great time in halls and to make the most of your time herewith us. This booklet is a guide to life on campus and should tell you all you needto know about living in halls.

Student Accommodation CodeEdge Hill University has signed up to the Student Accommodation Code whichprotects your rights to a safe and good quality place to live. It includes your rightsto the following key areas:• A healthy, safe environment• Timely repairs and maintenance• A clean, pleasant living environment• A formal, contractual relationship with your landlord (the University, in this case)• Access to health and wellbeing services• A living environment free from anti-social behaviour

For more information about the Student Accommodation Code, visitthesac.org.uk

Welcome

WINNERACCOMMODATIONN

2017

Halls of Residence

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Campus Life and FacilitiesCampus Life Team 3Campus Support 3Internet 4Repairs 4Post and Parcels 5Laundry 5Food 6Sport and Fitness 7Cleaning 8Travel 9

Safety and SecurityFirst Aid 11Calling an Ambulance 11Fire Safety 11Electronics 13Securing Your Home and Belongings 14Staying Safe Off Campus 15

Health and SupportStudent Support 16Registering with a GP and Dentist 16Your Health and Wellbeing 17Disability Support 18

Payments and RulesE-signing your Licence Agreement and Paying your Hall Fees 19Accommodation Team 21Keys 22Summary Information on Your Licence Agreement 23Damage or Loss 24Noise 25Forbidden Items 26Unicards 26Student Code of Behaviour and Disciplinary Procedures 27Rooms – Entry and Use 29Moving or Leaving 30Damage Deposit Information 30

Contents

Campus Life TeamYour Campus Life Managers and the Campus Life Assistant oversee the halls ofresidence and organise events here on campus to enhance your halls experience.They also work hard to ensure a safe and secure environment and can advise you on any issue which may arise by providing support or signposting you tosomeone else who might be able to help. The Campus Life Managers also enforcethe Student Code of Behaviour and manage disciplinary issues on campus.

The Campus Life Assistant is here to help you make the most of your time atEdge Hill by helping you to feel a part of the community and find the events you want to be at. During the year the Campus Life Assistant will be hosting and promoting a variety of activities on and off campus (such as footballtournaments, film nights, talent shows, shopping trips and seasonal events), and will point you in the direction of anything and everything you may beinterested in, as well as offering friendly advice and support about student life.

To keep up to date with upcoming events, find the team on Facebook:facebook.com/EHUCampusLife

For more details feel free to email, phone, or pop into the Student InformationCentre (SIC).Tel: 01695 584872Email: [email protected]

Student AssistantsThe team of sixteen Student Assistants (SAs) act as a first point of contact for you here on campus. SAs are available to provide help and information and to signpost you to available services and departments.

The SAs are part of the Campus Life Team and are involved in the various eventsand activities that take place throughout the year. Each SA has their own hallsFacebook group which is regularly updated with information about the variousevents and activities taking place throughout the University as well as importantcommunications from the Accommodation Team. When you arrive in halls youwill be introduced to your SA and given information about how to contact them.

Campus SupportThe Campus Support team provide an out of hours support system for studentson campus, ensuring you feel comfortable and safe in your accommodation.Their aim is to make you feel at home. You can contact the team out of hours on01695 584227 or you can text them on 07785 928911.

Campus Life and Facilities

Campus Life and Facilities

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InternetTo connect to the on-campus Wi-Fi, search for eduroam. Your username is your student number followed by @edgehill.ac.uk. For example,[email protected]. Your password is either the default one that youreceived in your stage one enrolment email, or if you changed it at that time,whatever you updated it to.

If you require your password to be reset, you can either contact Learning Serviceson 01695 650800, or visit one of the helpdesks in person in the Library(Monday - Friday 8.00am - 9.00pm, weekends 11.00am - 6.00pm). Alternativelyyou can email [email protected] or visit askus.edgehill.ac.uk forfurther information.

TV LicensingIf you use BBC iPlayer, you need to know that the law has changed. You nowneed to be covered by a TV Licence if you download or watch any BBCprogrammes on iPlayer – live, catch up or on demand.

Of course, you will still need a licence if you plug in to watch or record live TV onany channel (including on iPlayer), no matter what device you use.

To find out more or to buy a TV Licence visit tvlicensing.co.uk/studentinfo

RepairsAll repairs should be reported to FM online via MyFM which is available atehu.ac.uk/myfm. The FM Helpdesk is also available by telephone on 01695584455 (24 hours) or you can visit The Durning Centre between 8.00am -6.00pm Monday to Friday and the Security and Customer Information Centre(SCIC) outside normal hours. In the case of emergency repairs out of officehours, our Campus Support team will make the necessary arrangements for acontractor to attend.

The University has rights of entry into accommodation for inspections,maintenance or repairs purposes but will always try to notify students inadvance of any repair or maintenance works. However, no notice will be given in an emergency or where the student has reported the repair themselves. If we cannot gain access to the accommodation in response to a repair reportedby the student(s), any charges made for the wasted call-out will be passed on tothe student(s).

Post and ParcelsYou can collect parcels or ‘signed for’ items from the FM Post Room during thefollowing times:

Monday – Friday during term time: 8.00am – 7.00pm

*You will be sent notifications showing availability outside of term dates.

When a parcel or letter which requires a signature arrives for you our post roomstaff will email you. Please bring your reference number which will be in thesubject heading of the email and your Unicard as ID. Please note these items areheld for 4 weeks and are returned to sender if not collected within this time.

Ordinary post can be collected from the Durning Centre Post Room. Please call inand check for post regularly as anything that is not collected after two weeks willbe returned to sender.

Please ensure you use the following address format for any post:

NameRoom Number and HallEdge Hill UniversitySt Helens RoadOrmskirkPostcode

Term Time PostcodesThe full list of term-time postcodes can be found at: edgehill.ac.uk/fm

Council TaxStudents living on campus are not required to pay council tax.

LaundryEdge Hill Students‘ Union provides a laundry on campus for your use. Thelaundry is situated at the end of the ‘Street’, opposite the ‘SU Bar’.

The opening times are 7.30am - 11.30pm (last wash at 10.30pm) daily. Downloadthe free Circuit Laundry App for IOS and Android ww.circuit.co.uk/mobile-app.To register simply scan a QR code on a machine in the laundry with your Appwhen you arrive on campus. Once registered you will be able to add funds toyour account and pay for your washing through your App.

If you don’t have an IOS or Android phone simply purchase a laundry card fromthe SU Shop. Visit www.circuit.co.uk and follow instructions online to top-up.

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Food

Catered StudentsResidential students on a catered package are provided with a Unicard, which isautomatically loaded each week and can be used in all Food at Edge Hill cateringoutlets over a seven-day period. Please note your Unicard will not be creditedwith the weekly catering allowance for the following weeks and you will not becharged the catering element of your accommodation fees for this period:

Christmas VacationFrom Sunday 17th December 2017 to Saturday 30th December 2017

Easter VacationFrom Sunday 25th March 2018 to Saturday 14th April 2018

Opening times and locationsFood at Edge Hill are open from 7.30am - 9.00pm. For the most up to dateopening times, please visit our website at ehu.ac.uk/food

Allergens/Special diets All in house produced food has allergen information either on the packaging or isreadily available. Please ask a member of staff in one of the outlets if you haveany questions.

UpayChilli For a smarter way to pay for your food on campus, log on to upaychilli.comand register your Unicard. Funds loaded on to Unicards can be used in any Foodat Edge Hill catering outlet from 7.30am to 9.00pm, and you can receive discountson a wide range of products and special promotions throughout the year.

For more information visit ehu.ac.uk/food Campus Life and Facilities

Sport and FitnessStudents who reside on campus will be able to access an all-inclusive FREE trialPremier membership for Edge Hill Sport during the first month of the accommodationcontract, with the option to continue with this membership at a substantiallydiscounted rate for the remainder of the residential contract period. This can beactivated any time during the first month by attending The Sports Centre.

Edge Hill Sport provides a focus for all sports, fitness and leisure activities oncampus. There really is something for everyone regardless of your sporting abilityor motivations. Whether that is support for an elite athlete on a sportsscholarship; those who want to play in university sports teams; those who wantto keep fit or those who just want to try new activities or just have an occasionalsocial game with friends; we will help you achieve your goals.

Visit our ‘Membership Options’ page atedgehill.ac.uk/edgehillsport/membership to check out our range ofmemberships, including our special offer for residential students living oncampus.

You can get in touch with the Edge Hill Sport team via:

Tel: 01695 584745Email: [email protected]: edgehill.ac.uk/edgehillsportTwitter: @edgehillsportFacebook: facebook.com/edgehillsport

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Cleaning Housekeeping Services clean the communal areas regularly and housekeepingstaff generally work from 8.30am to 3.00pm Monday to Friday. No cleaning iscarried out on Saturdays, Sundays, Bank Holidays and between Christmas andNew Year.

It is your responsibility to ensure that communal areas are accessible for cleaningand are kept clean, tidy and clear of additional furniture and student belongings.

Recycling, including bottles and cans, must not be left to accumulate in thekitchen. Please rinse out bottles and cans before disposing of them in the correctrecycling bins. For information about what you can recycle, visitedgehill.ac.uk/sustainability

You are responsible for your own bedroom and, if you have one, your en-suiteshower, including shower curtain. You should remove waste from bedroom areasand dispose of it in the appropriate external waste and recycling bins. Atweekends and Bank Holidays you are responsible for taking out all of your wasteand recycling from bedrooms and kitchens. Black and clear bags will be left foruse over the weekend. Each corridor is provided with a vacuum cleaner, brush,mop, bucket, iron and ironing board for your use.

PestsIf there is evidence of pests in your halls, such as ants, please report it bycontacting the FM Helpdesk: ehu.ac.uk/myfm

To help prevent any problems, please follow these simple instructions:

• Do not leave food or crumbs on the floor.• Dispose of food and packaging correctly.• Keep kitchen surfaces and food preparation areas clean.• Do not feed birds or other wildlife as this may encourage rodent activity.

Campus Life and Facilities

Travel

Car ParkingCar parking at our Ormskirk Campus is very limited. In accordance with theUniversity’s Car Parking Policy (available at edgehill.ac.uk/travel), students wholive in halls are not eligible to park on campus. However, if you have a mobilityimpairment or you need your vehicle to attend placements for your course, a permitmay be granted. For more information, please contact [email protected]

Pedestrian AccessThere are several entrances to the campus on St Helens Road and Ruff Lane. Some ofthe entrances allow pedestrian access only. Please do consider our neighbours whenusing these specific pedestrian access routes, particularly during the evening and earlymorning – keeping noise levels to an absolute minimum and ensuring all litter isdisposed of.

The main Ruff Lane entrance gates are open to both vehicles and pedestrians between6.00am and 8.30pm. Outside those times, there is no access for vehicles andpedestrians, therefore an entrance on St Helens Road should be used.

The dedicated pedestrian access route on St Helens Road leading to Graduates Courtand the Faculty of Health & Social Care building (known as the ‘Green Lane’) isunlocked from 8.00am to 9.00pm Sunday to Thursday and 8.00am to 10.00pm onFriday and Saturday. Pedestrian access at this point outside these times is onlypermissible using a valid Unicard.

Bus and TrainThere are regular train and bus services connecting Ormskirk with the surroundingarea. Visit edgehill.ac.uk/travel for more information or to help plan your journey.

Free TravelAll of our students are eligible to use our EdgeLink shuttle bus for free when you showyour Unicard. The service runs between Ormskirk campus and Ormskirk bus stationevery fifteen minutes. This schedule is subject to change so please see the timetable atedgehill.ac.uk/travel for current service details.

10Campus Life and Facilities

Discounted TravelLocal travel operator, Arriva North West, offers our students discounted travelthroughout the region. The Arriva Student Saver is an unlimited journey bus pass,which offers you unbeatable savings (more than 30% on standard bus fares) withunlimited travel on Arriva buses (including evenings and weekends). For furtherinformation, visit: arrivabus.co.uk/north-west

TaxisAll taxis should be directed to collect and drop off customers from the pick-up point atthe Main Entrance or from outside the Sports Centre. Taxis are not permitted to collector drop off in any other area on campus.

CyclingSecure cycle areas are available around the campus. For further information pleaseenquire at the FM Helpdesk: ehu.ac.uk/myfm

Cyclists may join the Bike Locker Users’ Club (BLUC) in order to store their bike in anyof the secure BLUC lockers on campus. Visit edgehill.ac.uk/travel for details.

Motorcycle parking on CampusAll motorcycles parked on campus must be registered and display an Edge HillUniversity Permit and be parked in marked motorcycle bays. Spaces on campus are forthe use of daily commuters only and not as long term parking facilities i.e. (overnight/holidays). Motorcycles are required to be pushed along any pedestrianised area andnot ridden.

Protecting Your Car or BikeWhile on campus, please be considerate and ensure that you do not obstruct fire exitroutes or pedestrian thoroughfares when parking your vehicle or securing your bicycle.Bikes are not permitted to be stored in bedrooms, communal areas or corridors in halls.

First AidThe Campus Support team is present on campus 24 hours a day. In the event ofan accident or emergency requiring medical assistance, call the EmergencyNumber 01695 584227 or 2222 (from an internal phone) immediately.

Calling an AmbulanceIn the event that you need to call an ambulance due to an accident or illnessensure that you take the following steps:

1. Phone 999 to request an ambulance and clearly state the reason for the call.2. Provide the operator with precise directions of where the ambulance is to go.3. Contact Campus Support on 01695 584227 or 2222 (from an internal phone)

and advise them that an ambulance has been called and where it is to go to. This is so Campus Support staff can prepare for its arrival and provide the quickest possible access.

4. If the ambulance has been called due to an accident, complete an Accident Report Form within 24 hours. This can be accessed via ehu.ac.uk/myfm

Accident and Near Miss ReportingYou should report any accident or near miss using the online reporting formaccessible through ehu.ac.uk/myfm as soon as possible after the incident. You should also notify your lecturer/tutor of the accident or near miss in orderthat they can undertake a thorough investigation. Any sports related accident ornear miss should also be reported to the Edge Hill Sport Duty Manager.

Fire SafetyFire Action Notices are posted throughout Edge Hill’s buildings to help youfamiliarise yourself with the procedures to be followed in the event of a fire. On hearing the fire alarm, evacuate the premises immediately using the nearestsafe exit and proceed to the designated Assembly Point (indicated on the FireAction Notice).

The Campus Support team will organise at least one fire practice each term. Firealarms are tested every Thursday. Fire evacuation exercises are carried out at thebeginning of each academic term

It is a criminal offence to misuse any fire safety equipment, includingextinguishers, alarms, and fire blankets.

Safety and Security

Safety and Security

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All residential students are required to attend a fire safety talk in the first week ofterm. If you notice any fire-fighting equipment within your hall that appears tohave been tampered with, you have a responsibility to report this to FacilitiesManagement by contacting the FM Helpdesk.

• The use of candles or other items that contain a naked flame in halls is not permitted at any time.

• You must co-operate fully with any fire evacuation exercises.• Fire doors must not be propped open or obstructed and fire door closers must

not be disabled or tampered with.• The use of any items that prevent fire doors from closing properly e.g. door

wedges, over-door hangers etc. are not permitted within the halls of residence.• Cookers must not be left unattended or left in a poor condition e.g. a build-up

of oil in grill pans.• Tampering or misuse of fire extinguishers, fire alarms or smoke detection

sensors is a criminal offence and a significant breach of the Student Code of Behaviour.

• You must not clutter your room or any communal area with personal equipment and belongings. Rooms should be left in a suitable condition to allow cleaning to be done and ensure a safe environment is maintained.

• You must not obstruct stairwells (internal or external) at any time.• No barbeques allowed on campus.• Window opening restrictor systems are for your security and safety and

should not interfered with unless in case of emergency.

If you have any concerns about electrical equipment in your room, you mustcontact the FM Helpdesk as soon as possible.

Personal Emergency Evacuation Plan (PEEP)A PEEP is aimed at providing people who cannot evacuate a building unaided,with a clear plan to manage their escape to a place of safety in the event of anemergency e.g. fire.

At Edge Hill, we will conduct a PEEPs assessment with any student whoidentifies to us that they may require assistance during an evacuation. Pleasecontact the Inclusion team, based in Student Services, if you require one.

SmokingSmoking is strictly prohibited within all Campus Buildings, including all Halls ofResidence, and our vehicles. This includes the use of electronic cigarettes. Thereare marked smoking exclusion zones around campus which include entrances tohalls of residence.

ElectronicsAll electrical items must be in good working order and tested for safety beforebeing brought on to the premises. This is particularly important if the item is fromoutside the UK, due to voltage differences. The only electrical items you may bringwith you for use in your study bedroom are: radios, stereos, shavers, hairdryers/stylers, computers, small televisions (with valid TV licence) and DVD/gameequipment. Toasters and kettles are also permitted but these must ONLY be usedin the designated communal kitchen areas.

If you bring any of the above items into your room or communal area, regardlessof their age, you must request a PAT check (Portable Appliance Test) through theFM Helpdesk. FM will also hold drop-in sessions on campus for you to bring yourelectrical items to be tested.

Please note that you are not permitted to bring large electrical appliances on tocampus, e.g. fridges/mini freezers, freezers, washing machines, heatingappliances.

Electrical fittings e.g. lighting, power sockets etc. must not be tampered with.

Please do not dispose of electrical equipment in the waste and recycling bins. You should take all electrical items away from campus when you leave.

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Securing Your Home and BelongingsResidential students are requested to follow these simple suggestions:

• Never leave your room unattended without locking the door.• Never prop doors open.• Never allow unknown visitors into halls.• Ensure the outside door is secured when leaving halls.• Ensure that you lock doors and windows whenever you go out, even if it is

only for a few minutes.• Ensure windows and doors are secured before going to sleep.• Do not leave valuable items on display (i.e. in your window) or within easy

reach of the window.• Do not leave valuable portable items within easy reach of the window.

If you are unable to secure a door or window due to a mechanical or operationalfault you should report it straight away to the FM Helpdesk.

If you see someone trying to gain entry to your halls of residence and you don’tknow who they are contact FM Campus Support on 01695 584227 immediately.

Edge Hill cannot accept any responsibility for the loss of personal belongingsand property (this includes food and frozen goods stored in EdgeHill’s fridges/freezers).

Personal InsuranceEdge Hill is not liable for the security of your personal belongings whilst they areon University premises or within your room. The University does not insure thepersonal effects of students against loss or damage, including loss of foodcontained in Edge Hill fridges or freezers.

You are therefore strongly advised to take out insurance cover either individuallyor by special arrangement within the terms of parental insurance. The Students’Union can provide advice on insurance arrangements

Safety and Security

Staying Safe Off Campus

• Wherever possible, avoid walking or cycling after dark in poorly lit areas, especially if alone.

• Try to avoid walking alone at night. Take a friend with you if you have to go out.• Always let someone know where you are going and what time you may be back.• If travelling away from campus, try to get a lift from a friend or use public

transport. Wait with a friend - do not accept lifts from strangers.• If you suspect you are being followed or feel your safety is endangered, head

for a public place and seek assistance.• Take particular care when withdrawing money from cash points. Be aware

that you are vulnerable when handling your cash and card. Do not use cash points at night; think ahead and withdraw any cash during the day.

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Student SupportA comprehensive range of student support services is available for you duringyour time at university. If you are not sure where to go or how to get the help youneed, your first point of contact is the Student Information Desk in the StudentInformation Centre (SIC).

Tel: 01695 584 554Email: [email protected]

Registering with a GP and DentistWe strongly recommend that you register with Beacon Primary Care MedicalPractice, preferably within the first two weeks of starting at Edge Hill. It is not agood idea to leave it until you need to see a doctor as the registration process maydelay your appointment. You will be given the opportunity to register duringWelcome Week or you can register in advance by visiting ehu.ac.uk/gpreg

Dental clinics are provided by Ravat and Ray Dental Care, which is located at theWest Lancashire Health Centre, Ormskirk Hospital, just a five minute walk fromcampus. NHS dental treatment is free for people under 18 (19 if in full timeeducation). Call 01695 578019 or visit ravatandray.com

Hospital and Walk-in CentreThere is a walk-in centre at Ormskirk Hospital which is open between 8.30amand 7.30pm every day of the year, including public holidays. If you have a minorillness or injury you can visit the walk-in centre without the need for anappointment. To find out more or to contact the centre, visit:bit.ly/walkinOrmskirk

You can call NHS 111 if you need medical help urgently but it’s not a life-thereatening situation. Calls are free from mobiles and landlines. Visitnhs.uk/111 for more information.

Health and Support

Health and Support

Your Health and Wellbeing The Health and Wellbeing team offer help to improve your mental health andwellbeing, sexual health information, diet and exercise advice, and drugs andalcohol awareness. The team works closely with the Accommodation Team andtherefore any student wellbeing issues which arise in halls will be passed on to theteam and the student will be contacted and offered additional support.

Tel: 01695 657282Email: [email protected]: ehu.ac.uk/wellbeingLocation: Student Information Centre

Counselling The Counselling team is located at Milton House which is a short walk fromcampus, and provides one-to-one counselling, a daily drop-in during term-timeand a range of workshops, seminars and training to all students, both full andpart-time to support you through your time at university.

Tel: 01695 650988Email: [email protected]: edgehill.ac.uk/counsellingLocation: Milton House, Ruff Lane

Multi-Faith ChaplaincyThe Chaplaincy Service is here to support Edge Hill University students and staffof all faiths and none. Whether you face economic crisis, family and relationshipproblems, or simply wish to talk to us, your multi-faith chaplains offer a confidentialand non-judgemental service from a spiritual perspective.

For more information on the Chaplaincy Service, please [email protected] or visit the website for further details:edgehill.ac.uk/chaplaincy

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Multi Faith Prayer RoomA multi-faith prayer room is available for student use, at all times, in theMagnolia Room in Forest Court. To access this room, please go to the Security andCustomer Information Centre (SCIC) at the main entrance.

Disability Support The Inclusion team can offer advice and support to students with a range of needsarising from physical or sensory impairments, mental health needs or otherdisabilities. The team provides advice about reasonable adjustments to study,based on the student’s individual requirements.

There are a number of adapted rooms available to disabled students who maywant to live on campus. However, please ensure that you make contact with us asearly as possible, as the University may not be able to guarantee availability due tothe demand for adapted rooms.

Tel: 01695 584190Email: [email protected]: edgehill.ac.uk/inclusionLocation: Student Information Centre

Health and Support

E-signing your Licence Agreement and Paying your Hall FeesIf you are moving into halls on Welcome Sunday, you will receive an email with alink to the e-licence agreement signing page on or after A Level Results Day. You must e-sign your licence agreement within 5 days of receiving your offer.

A £150 deposit is due before you move into halls. Payment of accommodation feescan be made online by debit or credit card in one of three ways:

• In full. Students who pay their hall fees in full (normally within 5 days of signing their licence agreement) will qualify for a 5% discount.

• In three termly instalments• In seven instalments

The majority of students pay in three instalments to coincide with their studentfunding payments.

If you intend to pay your accommodation fees with your student funding, pleasenote that once you are registered onto your course, your first instalment will bereceived in three to five working days.

Student loans are paid in three instalments at the start of each term. Please contact the Hall Fees Team if you need to discuss your payment planfurther. For students who are not on a standard 40 week contract or have startedtheir contract in the middle of the academic year, please contact the Hall FeesTeam for information regarding payment arrangements. The total balance due forthe duration of your licence agreement (40 weeks or agreed fixed term), is dividedinto three or seven equal instalments, unless you pay in full.

Payments by three instalments will be on the following dates:

8 October 20178 January 201823 April 2018

Payments by seven instalments will be on the following dates:

8 October 20178 November 20178 December 20178 January 20188 February 20188 March 201823 April 2018

If you are moving into halls on Welcome Sunday it is important that you arrangeyour online payment within 5 days of e-signing your licence agreement otherwiseyour room offer will be withdrawn.

Payments and Rules

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If you are an international student you have four options with regard to paymentof damage deposit and hall fees:

• Pay online. Visit edgehill.ac.uk/payments• To make an online payment you will need your student ID number, your date

of birth and either a debit or credit card. This option is only open to you if your contract covers the period of 17/09/2017-24/06/2018.

• Pay by bank transfer. Please email [email protected]• Pay in person. Call into the Accommodation Office in the Student

Information Centre on the day of your arrival to set up a payment plan or telephone us on 01695 584200.

• Pay via Western Union. Please follow this link: geoforeducation.com/edgehilluni

Please note that international students doing the following courses are notrequired to pay hall fees or damage deposit:

• US Study Abroad• English Language Improvement• Residential Summer Schools

For any queries regarding hall fee payment please contact the Hall Fees Team who can:

• Assist you with any queries you may have regarding your accommodation fees and your associated payment plan.

• Provide guidance and support in relation to any difficulties you may experience with your accommodation payments.

• Link you in with the Money Advice Team for additional financial support as appropriate.

• Update your bank card details in the event that you have changed your bank card, as it is important to remember that your payment plan is linked to the 16digit number on your debit / credit card and not to your sort code and bank account number. If you don’t update your card details your payment will fail unnecessarily.

Tel: 01695 584606 / 01695 584289Email: [email protected]

Discount for Payment in FullStudents who pay their hall fees for the year in full (normally within 5 days ofsigning their licence agreement) will qualify for a discount of 5% on the ratesquoted. Your discount will be reversed and repaid on a pro rata basis in the eventof early departure from halls.

Payments and Rules

What Happens If I Fail To Pay?Students who are unable to pay their hall fees MUST inform the Hall Fees Teamand negotiate a payment plan with a member of staff. If you fail to pay, or tonegotiate a payment plan, you will be subject to credit control procedures. TheUniversity may ultimately terminate your licence agreement and you may berequired to vacate your room.

You should note that failure to settle outstanding bills will affect your standing atthe University and may result in your debt being referred to a debt collectionagency. Failure to pay outstanding accommodation debts will incur one or both ofthe following actions and will apply until the debt has been cleared in full:

• Termination of licence agreement - the University may terminate your accommodation licence agreement for overdue payments.

• Referral to a debt collection agency for county court action, resulting in aCounty Court Judgement (CCJ).

If you are experiencing financial problems or having difficulty paying your hallfees please notify the Hall Fees Team immediately about your situation.

Accommodation TeamIf you’re having any issues in halls or would just like some general advice, you cancall in to see the Accommodation team in the Student Information Centre (SIC)(check the website for the latest drop-in times).

You can also call, email or follow Student Services on social media to stay up todate with the latest news:

Tel: 01695 584 200Email: [email protected]: ehu.ac.uk/accommodationteamTwitter: @StudentsEHUFacebook: facebook.com/StudentsEHU

Money Advice The Money Advice Team, based in the Student Information Centre, offerconfidential, professional information and advice in relation to moneymanagement and the range of financial support that you may be able to access. In addition, they administer the University’s Hardship Fund.

Tel: 01695 657250Email: [email protected]: edgehill.ac.uk/moneyadvice

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KeysYou are responsible for looking after your own keys at all times. You should notlend your keys to anyone or have copies made. You must report to the Securityand Customer Information Centre (SCIC) immediately if any keys are lost orstolen and contact Campus Support Security staff in order to gain access to yourroom. Campus Support Security staff will ask you to prove your identity beforeallowing you access to the room.

You will be charged for replacement keys, fobs and swipe cards at the publishedrate. If you have your keys stolen, this must be reported to the Police and a crimereference number obtained. Locks will also be changed if FM deems thisnecessary. This may also incur a charge. If you lock yourself out of your room orhall, contact Campus Support Security staff. Proof of identity will be required.Keys should not be left in rooms because the accommodation remains yourresponsibility until the keys are returned. You may be charged additional rentand for a replacement key if your keys are returned after the due date. You mayalso be charged for the proper and reasonable cost of replacing the lock.

Key Identification and Price ListFor any keys that you are missing or that don’t work then please contact FacilitiesManagement Campus Support Team on 01695 584227.

A full list of keys, images, and prices can be found at: edgehill.ac.uk/fm

Please remember to take your keys with you and always lock the door when youleave your room.

Payments and Rules

Summary Information on Your Licence AgreementYour licence agreement is a legally binding document between you and Edge Hill.It allows you to occupy a study bedroom on the understanding that such occupancyis as a licensee, not as a tenant. In consideration of payment of your hall fees, youare entitled to occupy a room allocated for your use.

Your room is allocated on the basis of your sole occupancy. You may not allowany other person to occupy or share your room. Please note, you have noparticular right to occupy a specific room and you may be required to changerooms on request. In particular, the University reserves the right to require youto change rooms during Christmas and/or Easter vacations for health and safetyreasons or other demands, e.g. essential maintenance. Disruption will be kept toan absolute minimum.

Please note that your licence agreement is fixed term for the period specified onthe contract and terminates at the end of the specified period. Once you havesigned a licence agreement you are financially liable for the rent of your room inhalls for the whole of the fixed term.

Students who vacate their room earlier than the termination date on the licenceagreement because of finished exams, the end of formal teaching or otherreasons will not be released from their contracts and will not qualify for a refundof accommodation fees.

If students wish to vacate their room early because of finished exams etc., theymay request an early ‘final room inspection’ via FM. However as students mayreturn to their rooms at any time up to the end of their contract they will remainresponsible for their room’s condition until the end of contract. Any damage orrequired additional cleaning discovered at the end of contract and after the finalroom inspection has taken place will incur a charge.

Withdrawal from UniversityIf a student formally withdraws from study, his/her liability for hall fees willcontinue for a period of 28 days from the date of receipt of formal notification ofwithdrawal from the University and the return of all keys, fobs and swipe cards.If the room is let in the meantime to an eligible student of Edge Hill University,i.e. one not already contracted to Edge Hill University and whose conduct andpayment history are acceptable, liability for hall fees will cease the day the roomis re-let. Arrangements need to be made to clear any outstanding hall fees.

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Returning keys and passesAll keys and passes must be returned to the Security and Customer InformationCentre (SCIC) at the end of the fixed term. It is important that you remove allpersonal tags from the keys. Failure to return keys and passes to Campus Supportstaff may result in a yellow card being issued and you will be charged for the fullcost of replacing the lock, key or pass.

Absence from HallsYou must notify the Accommodation team or your Student Assistant of anyintended absence from halls for periods of one night or longer. This is to facilitatechecking procedures in case of emergency, such as fire.

Damage or LossYou are responsible for any damage, loss and/or an unacceptable level of cleanlinesscaused by you or your visitors within halls. You will be held financially liable forthe full cost of repairing the damage, loss or cost of additional cleaning. It isessential that you report any damage, loss or defect in the University property tothe FM Helpdesk at the earliest opportunity. All rooms and communal areas areinspected periodically by the FM and Accommodation teams.

The sequence of inspections is:• Initial Room Inventory/Inspection/Sign-off• Initial Room Inventory – students must complete their room PAT via the

MyRoom icon on MyFM within seven working days of arrival. Go toehu.ac.uk/myfm

• Periodic Inspection of rooms and communal areas• Final Inspection of rooms and Sign-Off• Final Room Inventory/Inspection

The final and periodic inspections will include a record of:• Levels of cleanliness• Loss of Edge Hill property• Damage to the fabric of the building or services• Damage causing interruption to the provision of services• Damage to furniture, fittings and equipment

Your Room Inventory will be taken as evidence of the initial condition of theroom and will imply that this was acceptable to you and the University uponoccupation. This will form the basis of the final inspection and the administrationof damage deposits. If you disagree with the content of the Room Inventory youmust mark this clearly. This will raise an inspection alert to Housekeeping whowill then arrange an appointment with you to discuss the issues raised.

Payments and Rules

The agreed damage deposit of £150 per student will be used to pay for individualand/or communal damage, loss or additional cleaning in your halls. If therecorded damage, loss or additional cleaning exceeds the deposit amount,additional charges will be applied. Information regarding damage, loss oradditional cleaning charges will be communicated clearly before occupationwithin the licence agreement, on noticeboards within halls, and copies areavailable through the FM Helpdesk or the FM website. In instances where noindividual admits responsibility for the damage, loss or unacceptable level ofcleanliness the cost will be spread among the students in your halls. You will beformally informed of such deductions in writing by the University.

You have the right of appeal against a decision to withhold your damage depositor the application of any additional charges. Appeals or complaints must be madevia the FM Helpdesk in accordance with the FM Customer Feedback procedurewithin fourteen days of notification of any deductions to be made. FM will informyou of the decision within fourteen working days upon receipt of an appeal. Ifyou wish to challenge the FM decision you may appeal to the Pro Vice-Chancellor(Student Experience) & University Secretary. The decision of the Pro Vice-Chancellor (Student Experience) & University Secretary will be final.

NoiseYou must not exhibit any behaviour (for example, loud music, shouting androwdiness) which may be a nuisance to other residents or to other people inneighbouring premises.

Students who listen to loud music may do so only by using headphones. Studentsmay also be required to keep windows closed to control levels of noise.

Your attention is drawn to Edge Hill’s Code of Behaviour in relation to noise, andalso to the Environment Protection Act of 1990. If you cause a noise nuisance to alocal resident by playing excessively loud music, an abatement notice may beserved on you by an Environmental Health Officer and the equipment which iscausing the noise nuisance may be impounded.

Failure to comply with a Noise Abatement Notice may result in your appearancein a Magistrates Court, and possibly a fine of up to £5000. If you cause a noisenuisance, your licence agreement may be terminated and you may also be subjectto disciplinary action.

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Forbidden ItemsThe use and/or supply of illegal drugs on the University campus is prohibited.

• Any substance that is intended to create a high, hallucination or other psychoactive effect is prohibited.

• No firearms (including air pistols or rifles), sharp or pointed instruments, replica weapons, knives, axes, swords or martial art equipment (that could be used as an offensive weapon) should be kept or used on the University campus.

• Other than assistance dogs, no animal, bird, fowl, fish or pet of any kind may be kept on the University campus.

• Candles and fairy lights are not permitted on the campus for fire safety reasons.• Alcohol may not be sold in halls of residence or in any other area of Edge Hill

University except the SU Bar and Quad or on premises specially licensed by Magistrates.

• Smoking is not allowed in Halls of Residence or any other University building or in and around the entrances to buildings. This includes electronic cigarettes.

UnicardsIf you are resident in a catered hall, a weekly cash value of £45.70 willautomatically be placed on your Unicard for 35 weeks of a 40 week contract.Study Abroad students on a semester programme have the cash value for everyweek of their programme except the vacation periods. You must show yourUnicard for every transaction, otherwise a charge will be made for the purchase.Unicards are not transferable.

It is your responsibility to use the full monetary value on the card each week; nomonetary value can be carried forward from week to week.

Students who wish to remain on campus during the vacation periods can eithermake cash purchases or top up their Unicard via UPay at the following link:upaychilli.com

Lost Unicards must be reported immediately to the FM Helpdesk. Anadministrative charge must be paid online for a replacement Unicard via thefollowing link: store.edgehill.ac.uk - click on Facilities Management under theproduct catalogue. Your receipt of payment must be shown at the FM Helpdeskprior to the production of a replacement Unicard. Please note that the Universitycannot accept any responsibility for monetary losses due to lost or stolenUnicards.

Payments and Rules

Student Code of Behaviour and Disciplinary ProceduresEdge Hill University has an expectation that all students will conduct themselvesat all times in an orderly manner, respecting the rights, privacy and property ofothers and the University. Students must familiarise themselves with all EdgeHill regulations and policies. In registering as a student you have agreed to abideby all of the University’s rules and regulations.

These include:

• The Student Code of Behaviour and Disciplinary Procedures.• All codes relating to Faculties, Subjects or Service areas of the University.• The Equal Opportunities Policy, encompassing all requirements of the

Equality Act.• The Car Parking Policy.• The IT Acceptable Use Policy and the Information Security Policy.• The terms of all contractual arrangements entered into with the University.• All academic and professional regulations governing the operation and

assessment of your course.• All codes of behaviour relevant to professional bodies associated with your

course.• All codes of behaviour relevant to the Students’ Union. In particular,

residential students must make sure they are familiar with and abide by the Rules of Behaviour outlined in the Student Regulations and this documentand their licence agreement.

• All Health and Safety requirements.

Please also note that you must produce appropriate identification on requestfrom any member of staff of the University, including placement providers’ staff.

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DisciplineIf you breach the Code of Behaviour, the Director of Student Services, the Headof Accommodation Services or the Campus Life team may impose one of thefollowing disciplinary sanctions:

• Informal caution.• Formal verbal warning.• Formal written warning.• £50 yellow card fine.• £100 red card fine.• Relocate you to another hall.• Terminate your licence agreement.• Require you to pay wholly or partly for any damage or loss incurred for which

you are responsible.• Refer the matter to the University’s Disciplinary Procedure.

Any subsequent breach of the Code of Behaviour may result in incrementallystronger sanctions being imposed. The issue of a disciplinary sanction may alsoaffect any future application you make for Halls of Residence. All fines must bepaid to the Finance Office. Failure to pay may affect your academic standing.

Edge Hill reserves the right to terminate your licence agreement and may do soimmediately if:

• Hall fees are not paid in accordance with the terms of your licence agreement.• Your status as a student at the University is terminated or suspended for

any reason.• You are in breach of any of the obligations contained in your licence

agreement.

Any dispute or difference between the University and yourself in theinterpretation or implementation of your licence agreement should be referredinitially to the Director of Student Services, or on their recommendation then tothe Pro Vice-Chancellor (Student Experience) & University Secretary, whosedecision will be binding and final.

If the University terminates your licence agreement because you have breachedthe Code of Behaviour or the licence agreement, you will remain responsible forpaying your fees associated with your room for the remainder of the fixed term.

Payments and Rules

Rooms – Entry and UseAs detailed in the licence agreement, the University will normally give 24 hours’notice if it intends to enter your accommodation, unless repairs are requested bythe occupant. This is to maintain your privacy.

However, if urgent repairs are needed, if an emergency occurs, or at thediscretion of the Head of Accommodation Services or Campus Support staff, thenthey may enter your room without notice. If this occurs, a log is kept of the entryto your accommodation and the reason for it. Notification of entry will be left inyour room.

The premises shall be used as a place of residence and study only. You must notcarry out any alterations, structural or otherwise, or any decoration to thepremises. Use of sticky tape, glue, pins or nails on walls and ceilings andChristmas snow on windows is prohibited. Only white tack is acceptable forsticking posters on walls. Posters must be removed at the end of the academicyear and the wall cleared of white tack. You must not decorate the ceiling/walls ofyour room with stickers or stars.

Overnight visitors are not allowed. You are responsible for the conduct of yourvisitors and if visitors are causing a nuisance to others, or if we cannot establishthat they are a guest of a resident or have legitimate business in the residence,they must leave if asked to do so by a member of staff or the Campus Support team

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Moving or LeavingIf you formally withdraw from study, you must immediately inform theAccommodation Team. Your liability for hall fees will continue for a period of 28days from the date of receipt of formal notification of withdrawal from theUniversity and the return of all keys, fobs and swipe cards.

If the room is re-let within the 28 day liability period to an eligible student ofEdge Hill University (i.e. one not already in halls, and whose conduct andpayment history are acceptable) liability for hall fees will cease the day the roomis re-let. If you vacate your room but are still enrolled on your course you willcontinue to be liable for rent for the duration of your agreement, and any costsincurred through damage or items lost, unless the room is re-let to an eligiblestudent of Edge Hill University in the meantime.

Please note, you are ultimately responsible for finding a replacement student foryour room.

The circumstances in which the University may terminate the licence agreementare detailed in full under Section 4 of the contract but examples include:

• Overdue payment (you will continue to be liable for rent until the room is re-let).• Serious or persistent breach of your obligations as set out in the licence

agreement.• You do not have status as a registered student of the University.• Your health or behaviour is believed to constitute a serious risk to yourself,

other people, the University’s or other people’s property.• The accommodation or access to it is sufficiently damaged as to be unfit

for habitation.

Room TransfersRequests to transfer to a different room in halls will be considered but aredependent on the availability of rooms. A charge of £25 will be applied to youroriginal invoice if you do transfer to another room.

Damage Deposit Information This damage deposit price list provides guidance of the minimum charges thatapply in the event of damage/breakages etc. You can find the full list online at:edgehill.ac.uk/fm

Payments and Rules

Notes

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