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Nuns Corner, Grimsby, North East Lincolnshire, United Kingdom, DN34 5BQ Telephone: +44 (0) 1472 311222 Fax: +44 (0) 1472 879924 email@example.com ACCOMMODATION Conditions Author: Residential Accommodation Manager Department: Student Services 1. License to Occupy 3.6 “The residents’ deposit” means a sum of 4.4 Rooms are same sex occupancy only. Failure not less than £200, payable by the licensee on to adhere to this rule will constitute a breach of 1.1 Each student accepting accommodation acceptance of an offer of a place in the Halls of the Institute’s disciplinary procedure and may within our Halls of Residence agrees to act in Residence. The terms on which the deposit is held result in a formal disciplinary and a fine at the accordance with the Conditions of Residence in are set out in paragraph 5.2.1. Institute’s discretion. force and the Institute’s disciplinary procedures. 3.7 “The Institute” means Grimsby Institute and The Conditions of Residence come into force the staff acting on its behalf. 4.5 The licensee is permitted to have overnight from the moment the student signs the licence guests in the room, for no more than two agreement and at that point the student formally 3.8 “Halls management” means all the staff of consecutive nights, up to five times per year, becomes a “licensee”. the Institute appointed to manage the Halls of provided only that written permission is obtained Residence. in advance from the Residential Accommodation 2. Student Undertaking Department: Student Services Manager. Failure to inform the Halls Management of a guest staying in the Halls will constitute a 2.1 Acceptance of an offer of a place in the Halls 3.9 “The licensee” means a student enrolled and breach of the Institutes disciplinary procedure and of Residence is also acceptance by the student in attendance on a full-time/part-time programme may result in a formal disciplinary and a fine at of the Conditions of Residence currently in force of study at the Institute who has been offered the Institute’s discretion. and of any disciplinary procedures relating to the and who has accepted a place in the Halls of Conditions of Residence. Residence. 4.6 The Institute reserves the right: 4.6.1 For authorised personnel to enter the room at any 2.2 This licence regulates the relationship 3.10 “The license fee” means the fee for rooms time as long as reasonable prior notice is given between the Institute and students who reside in for the residential year as determined by the in writing to the student of such an inspection. its Halls of Residence. Institute prior to the residential year and notified These visits could be to: inspect room conditions, to the licensee. to clean the Room on a regular basis (if 3. Definitions applicable) and to carry out such repair works as 3.11 Any reference to the Institute’s consent the Institute thinks necessary and to investigate 3.1 “Halls of Residence” means the residences means consent in writing signed on its behalf by claims of inappropriate use of facilities. available for occupation by students of the an authorised officer of the Institute. Institute. 4.6.2 To prohibit visitors at any time. 4.7 No 4. Occupancy refund of the licence fee will be made on 3.2 “Room” means a part of the Halls of termination of the licence for any reason, at any Residence which is occupied by an individual as 4.1 Subject to the licensee remaining a student time in the residential year except as indicated in a private study room or in certain circumstances of the Institute, paying the licence fee, complying paragraph. (where prior permission has been granted) shared with the terms of this licence and all other between no more than two occupants. relevant Institute policies, the Institute gives the 4.7.1 Where a Licensee who wishes to vacate the licensee the right to occupy a room, as a licensee, room continues to be a student at the Institute 3.3 “The common areas” means all the parts of for the residential year. This is as a private study and finds a replacement licensee (who is not the Halls of Residence which are not rooms and room (or in certain cases a shared study room) for already occupying an Institute residence place) includes: kitchen areas, study rooms, laundry the licensee(s) only and for no other purpose. This suitable to the Institute, the Institute will as soon rooms, shared bathrooms, TV rooms, lounges, licence does not create a tenancy. as reasonably practicable repay to the existing toilets and all other communal areas. licensee the balance of the licence fee for which Note: The licence is for the duration of the the replacement licensee becomes liable. 3.4 “Damage” means any change in the state residential year. Accordingly, the licensee of the halls of residence, over and above normal remains liable for the licence fee until the end 5. Charges wear and tear, which calls for repairs or action of the residential year even when the licence is to be taken to restore the halls to their original terminated prematurely, except for in exceptional 5.1 The licence fee is determined annually by the state. (This action may include but is not limited circumstances see paragraph 4.6 below. Institute and will be notified to the licensee no to, replacement of fixtures and fittings, fire The Institute will not give any student a licence later than the commencement of the residential equipment or extra cleaning) to occupy a room as a licensee if any part of the year. The licence fee for the residential year shall licence fee from the previous residential year is be paid either in advance or in three installments 3.5 “The residential year” is the period during still outstanding. at the Institute’s discretion within the time which Halls of Residence are available for specified on the Institute’s invoice. students’ occupation under this licence. A 4.2 This licence does not refer to a specific room. standard residential year is 36 weeks (nine The Institute reserves the right to transfer a 5.2 Acceptance of an offer of a place in Halls months) commencing from the 14th September licensee’s occupation to an alternative room. of Residence must be accompanied by payment (or nearest Monday) to the 31st May. Note: The of the deposit of £200. If the licensee fails to residential year will not necessarily start and finish 4.3 In exceptional circumstances a licensee may, take up occupation of the room at the start of on the same dates as the Academic Year. with the Institute’s consent, change rooms during the residential year the Institute may keep the the residential year. The Institute will consider deposit to cover administrative costs in arranging requests on their merits, and in the light of the alternative occupation of the Room. availability of alternative rooms and the practical and financial implications for the Institute of granting such consent. 5.2.1 The deposit shall be held by the Institute as 5.9 A charge of £10 is made for the replacement 7.4.2 Charge the licensee(s) £20 for each extra stakeholder during the residential year as security of each lost key(s). The licensee may also be day in residence and £25 for each key to the for performance of the licensee’s obligations and required to pay the cost of replacing locks caused room which is not returned to the Residential against damage to the room and the common by the loss of key(s) at the cost of £50. Accommodation Manager. areas. The licensee will not receive interest on 5.10 A charge of £10 is made for the the resident(s) deposit(s). Subject to paragraphs replacement of lost or damaged access swipe 8. Vacation Periods 7.4.1, 9.3 and 10.3 the resident(s) deposit(s) cards. will be repaid to the licensee(s) as soon as is 8.1 At the Institute’s discretion, the licensee may reasonably practicable following the end of 6. Parking be entitled to use the room during the Christmas the residential year or earlier upon premature and Easter vacations at the Institute’s discretion. termination of this licence. 6.1 The licensee is permitted to park in designated parking spaces provided that written 8.2 If a licensee wishes to use a room during 5.3 If damage is caused to the common areas as permission is obtained in advance from the the summer vacation at the end of the specified in section 3.3 and 3.4 respectively the Residential Accommodation Manager. Failure residential year, he or she must apply to the licensee shall, together with all other occupants to inform the Residential Accommodation Residential Accommodation Manager. A of the building, account to the Institute for a Manager will constitute a breach of the Institute’s holiday request form is available from the reasonable proportion of the cost of remedying, disciplinary procedure and may result in a formal Residential Accommodation Manager. A holiday the damage as determined by the Institute. disciplinary and a fine at the Institute’s discretion. accommodation fee is payable in advance. The A separate invoice will be raised in respect of Institute may at its discretion allocate rooms, communal damage charges. 6.2 The Institute will not be liable for loss of or subject to availability, on a first come first served damage to vehicles and other personal property basis. The standard weekly rate will still apply Note: When living in the Halls of Residence, left outside the Halls of Residence. It is strongly for any room occupied over a vacation period, the licensee forms part of a community of recommended that licensee(s) obtain adequate the licensee will comply with these conditions students for the period of the licence. Like insurance cover for their personal property or any of residence in the same way as during the any other community, it depends on each and property they are responsible for. residential year and could be subject to the same every member playing a part in ensuring its safe disciplinary proceedings should these conditions andefficient running. Where safety and efficiency 6.3 Only park in designated parking bays or other policies / procedures be breached. are compromised, and costs are incurred by the provided (no parking in the restricted/reserved Institute as a result of damage(s) to the common parking bays). 8.3 If a licensee would like to reserve a room areas, it will be necessary to pass the cost of for the following academic year, a reservation repair or an exceptional cleaning procedure onto 7. Termination fee of £100 is requested, it will be automatically the licensee and to other student occupier(s) of deducted from your accommodation bill but is the Halls of Residence collectively and in equal 7.1 This Licence may be terminated by the non refundable in the event of cancellation for amounts. licensee at any time subject to paragraph 7.2. any reason. A reservation form is available from the Residential Accommodation Manager. Please This provision is also necessary to deter an 7.2 If a licensee withdraws from the Institute in note there will only be a predetermined number increase in accommodation fees to meet such the course of a residential year, he or she must of available rooms for returning students as the costs. The communal damage charge will only be provide the Residential Accommodation Manager rest will be reserved for new students. imposed, where, after reasonable investigation, with written confirmation of a withdrawal before the person(s) responsible for the damage(s) that departure. No refund of the licence fee will be 8.4 At the end of the residential agreement cannot be identified. If the person(s) responsible made on termination of the licence. and before going away, the licensee must hand can be identified they will be liable to meet in the keys and swipe cards to the Residential the costs of damages and may face disciplinary 7.3 This licence may be terminated by the Accommodation Manager. In case the licensee action. The student(s) may appeal to the Principal Institute, in the event of: 7.3.1 Breach by the fails to return the keys and swipe cards, the against the imposition of the cost of the damage licensee of these conditions of residence. 7.3.2 Institute will carry on charging the licensee as in relation to this clause. Breach by the licensee of the regulations of any defined in 7.4.2. student disciplinary policies or procedures. 7.3.3 5.4 A call out charge fee may be charged (up The Licensee having failed to pay, when due, all 8.5 A storage room at each Halls of Residence to £200) at the Institute’s discretion when the or any part of the licence fee or tuition or other will be provided for a predetermined charge fire brigade attends a false alarm at the halls of fees including fines, due from the licensee to the where you may have your personal belongings residence. This fee is to be paid by the licensee(s) Institute. properly stored. These belongings must be determined in accordance with paragraph 5.3. packed and clearly labelled (e.g. in a suitcase/ Note: A licensee will not be permitted to remain carton box). The Institute will not be liable for 5.5 An administrative fee of £40 will be charged in a room at the beginning of a new term if any any loss of or damage to personal property in the to a licensee who requests to change Rooms part(s) of the licence fee(s) or course fee(s) which Halls of Residence. during the Residential Year. are due for payment are still outstanding. 9. Conduct 5.6 A proportionate reduction in the licence 7.3.4 The licensee no longer being an enrolled The Licensee will not do anything which may fee will be made for a licensee who accepts an student at the Institute. 7.4 Upon termination, prejudice good estate management and the offer to occupy a Room after the beginning of the licensee will vacate the room and remove all smooth running and efficiency of the Institute the Residential Year. The licensee will pay the personal belongings; this must be done either (in and will: remainder of the current installment and other cases of premature termination or eviction) within subsequent installments of the licence fee as an agreed timeframe to be decided between 9.1 Abide by the Institute’s Charter and required by paragraph 5.1. the student and the Residential Accommodation Regulations, the Terms and Conditions of Manager or by 4:30pm on the last Friday of the Residence, the Student Disciplinary Procedure(s) 5.7 No refund of the licence fee will be made on summer academic term. Failure to remove all and the Academic Disciplinary Procedure(s), termination of the licence for any reason, at any belongings will entitle the Institute to: copies will be provided to you within your first time in the residential year except as indicated at week of residence. paragraphs 4.6.1and 7.2. 7.4.1 Remove belongings from the room and place them in storage. The Institute will give 9.2 Comply with all relevant legislation and codes 5.8 A call-out fee of £30 may be charged for out the licensee seven days notice to retrieve the of practice including health and safety, furniture of hours call-outs. Working hours are: Mon-Fri belongings and, if unclaimed after such a period, and furnishings, fire safety legislation and: 9:00am-5.00pm. the Institute reserves the right to dispose of them. The disposal and/or storage costs incurred by the 9.2.1 Will not bring into or use within the Halls Institute shall be reclaimed from the deposit and/ of Residence any unlawful drugs or other such or charged directly to the student. substances including any controlled drugs listed in the Misuse of Drugs Act (1971) and updated in the Misuse of Drugs Act (2005). 9.2.2 Will not bring into the Halls of Residence 9.4.6 Not remove or replace any furniture in any 10.2 On arrival the licensee shall: 10.2.1 Check anything which in the Institute’s opinion is or of the rooms. 9.4.7 Not keep any live animals in the Institute’s property against the inventory for may become dangerous, offensive, combustible, the rooms or elsewhere in the Halls of Residence. the room. Any discrepancy should be recorded corrosive, inflammable, radioactive，or explosive on the inventory form and handed in to the to include without limiting the generality thereof 9.4.8 Not affix notices, pictures, or posters or Residential Accommodation Manager not more firearms, air rifles, pistols, cross-bows, or any anything else to the walls and doors of the room than two working days after moving in. A form other weapons, camping gas cylinders，joss sticks, with sello-tape, adhesives or drawing pins or in for this purpose will be issued when the licensee candles, oil burners, chip pans and laser pens. any other way which may cause damage to the collects the key to the Room wallpaper plaster work, woodwork or furniture. 9.2.3 Will not interfere with any fire alarm, smoke 10.2.2 Check the room and common areas detector or fire exit in the Halls of Residence. 9.4.9 Not affix notices, posters or pictures in for damage and cleanliness, any discrepancies any part of the common areas of the Halls or damages here should be reported to the 9.2.4 Will not interfere with any electrical of Residence other than on the pin boards Residential Accommodation Manager as soon as installation in the Halls of Residence and shall not provided. Notices, pictures or posters, posted possible. change any light bulb or lampshade and shall within common areas shall be in accordance not use any form of radiant fires and convectors with the statutory restrictions on the display of 11. On Departure or electrical adapters, other than those to adapt advertisements, planning law restrictions and international appliances to work safely from UK shall not be offensive or obscene in the eyes of 11.1 The licensee shall check the Institute’s supplies. staff or residents. property against the inventory for the room and shall check the room and the common areas for 9.2.5 All electrical appliances must be PAT 9.4.10 Not play any ball games on any damage and cleanliness. Any damage or other (Portable Appliance Testing) tested on a yearly landscaped areas adjoining the Halls of issues should be reported to the Residential basis while they are in use within the Halls of Residence. Accommodation Manager as soon as possible. Residence. 9.4.11 Keep the common areas clean and tidy at 11.2 The Institute will inspect the room and the 9.3 The Institute reserves the right to enter any all times and, in particular, ensure that kitchen common areas as soon as possible at the end of private study room(s) after giving reasonable equipment including cooking utensils, dishes, the residential year or earlier upon premature verbal/written notice (exceptions see 8.3.1 and crockery，and cutlery is washed and put away termination of this licence. The Institute will 8.3.2) to the resident(s) and any common areas as promptly after use. Spillage in refrigerators and refund the resident(s) deposit(s) to the licensee(s) described in section 3.3 at any time. The Institute cookers must be cleaned up immediately. All if that is appropriate, taking into account the reserves the right to confiscate any materials it waste food and packaging must be disposed of condition of the room, the common areas and deems breach section 9.2.1and 9.2.2 and in cases using the bins provided. the inventory. If in the Institute’s reasonable where actions may constitute a criminal offence opinion the inventory does not match the state to involve the Police. 9.4.12 Not use chip pans or any deep pan of fat, and condition of the room or the common areas anywhere in the Halls of Residence, including the the Institute may recover from the licensee(s) the 9.3.1 The Institute may at its discretion request kitchens. amount necessary to make good any damages or that the Police enter any room at any time and losses. Any dispute over such amounts claimed confiscate any article(s) which are believed 9.4.13 Refrain from any behaviour which may must be notified in writing to the Residential to be possessed illegally. These article(s) will be perceived as harassment or annoyance to Accommodation Manager within 21 days of be confiscated by the officer(s) in charge and other residents on any basis and in particular on receipt by the licensee. could be used as evidence within internal grounds of gender, nationality, race, religion, disciplinary proceedings or separate criminal/civil age or sexuality. Any form of violence is strictly 11.3 Failure to comply with the checking out prosecutions. In such a case any costs incurred by prohibited. procedure may result in the forfeiture of the the Institute will be charged to the resident(s) in resident(s) deposit(s). The Institute may also question. 9.4.14 Not behave in such a manner as to bring recover any further amount due in respect of the Institute into disrepute. damages or losses to/of Institute property for 9.3.2 If the Residential Accommodation Manager which the licensee is responsible. believes there to be any immediate risk, hazard 9.4.15 Smoke only in designated smoking and/or danger, they reserve the right to access shelters/areas; The Grimsby Institute is a no 12. Personal Property any room at any time. smoking site, there are designated smoking shelters provided outside the halls. A £50 on- the- 12.1 Except in cases of the Institute’s negligence, 9.4 In the interests of the well-being of fellow spot fine will be imposed on anybody smoking in the Institute will not be liable for the loss of residents, the licensee shall: non designated areas. Interference with smoke or damage to personal property in the Halls of detectors will incur a fine of £200 and a formal Residence. 9.4.1 Not impede Institute staff in the disciplinary. performance of their duties and comply Note: Licensee(s) are will be subject to a with instruction issued by the Residential 10. Responsibilities of the Licensee compulsory charge of £6.00 per year (subject to Accommodation Manager and any other staff or fluctuation) for room contents insurance that will persons acting on behalf of the Institute. 10.1 During cover up to £4000 in losses. his or her occupation under this licence, the 9.4.2 Behave in a considerate manner towards licensee is responsible for: staff and residents and ensure that there is no audible noise outside the room at any time, and 10.1.1 The tidiness and cleanliness of the room in particular, between 11:00pm and 8:00am. and common areas as described in section 8. 9.4.3 Not throw any object however small, 10.1.2 Damage to Institute property, in the room, including litter, out of any window or door. and in the common areas jointly with other residents sharing them as laid out in section 8. 9.4.4 Not display food outside windows. 10.1.3 Gaining permission for a guest to stay 9.4.5 Not cause damage/annoyance or nuisance within the Halls as laid out in section 4.5. to other residents or staff in the Halls of Residence, or to occupants of neighbouring 10.1.4 The behaviour of visitors who are in the properties. Halls of Residence at his or her invitation, guests within the Halls are bound by the same terms and conditions as residents during their stay.
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