applying for university accommodation

Applying for University accommodation

Applying for accommodation:3 Home and EU students

5 International students

7 Returning students

Helpful information: 9 Paying accommodation fees 11 Accommodation fee charges 14 Cancelling your Accommodation Licence 15 Accommodation for disabled students 16 Moving in 16 Completing your room inventory form 17 Reporting a maintenance or repair issue 18 Reporting an incident 19 Staying safe 21 Changing rooms 21 Contacting your Residential Assistant 22 How to contact us

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Students from within the European Union can apply and be offered a room at University accommodation when they receive a Conditional Firm offer letter (ie. when the University has offered a place dependent on achieving certain grades). You can apply for accommodation via our e:Vision system.

Applying for accommodation through e:Vision1. If this is the first time you have used e:Vision, log in at:

www.wlv.ac.uk/evision using your username (student number) and password. On first login, your password is an individually generated number sent to you by the University.

2. Once you’re in e:Vision, go to the navigation bar and click on ‘My Tasks’.

3. Follow the instructions on how to apply for accommodation.

Please note: • Studentsshouldapplyforthecampusclosesttowhere

they will be studying.• YouMUSTsupplyuswithyourmainemailaddress,asthis

is where we will send any future correspondence. • Ifyoudonothavetheoptionto‘Applyforaccommodation’

then you must contact your admissions unit to check your student status.

What happens next• AccommodationServiceswillprocessyourrequestandtry

to ensure you get the room you want – please note this is on a first-come-first-served basis.

• Whenwehavereceivedyourapplicationforaccommodation we will send you an email as soon as possible explaining how to confirm that you want to take up the room.

• Youwillhavefivedaystoconfirmthattheroomyouhavebeen offered is acceptable by replying using the link included within the offer of accommodation email.

• Youwillthenhavetopayyourdeposit,agreetotheLicenceAgreement,and–ifyouwant–setupadirectdebittopayyour accommodation fees.

• Ifyoudonotacceptyourofferofaccommodationwithinfive days, we will cancel your current offer and you will be requiredtostarttheprocessagain.Wewillconfirmthiscancellation via email.

• Onceyouhaveconfirmedtheacceptanceoftheaccommodation,theLicenceAgreementandthedeposit,we will confirm the booking via email.

Applying for accommodation

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Home and EU students

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Accepting your offer of accommodationEven if you have completed your accommodation preference form either manually or online, you will be able to complete the LicenceAgreementonlineat:http://accom.wlv.ac.uk

If you originally applied for a place using the manual application process,thenwhenacceptingyourLicenceAgreementonline,you will be asked to set up an account to verify your student details and create a password.

To complete the offer process:(Please note: you must use the mouse to click – DO NOT PRESSRETURNONYOURKEYBOARD)

1. Loginusingyourstudentnumberandpassword.2. Select Residential Year – you should select 2012/2013.3. Accept/rejectaccommodationoffer.4. Pay the deposit and read and accept the Tenancy

Agreement.

Please note: • Youwillhavefivedaystocompletetheagreementbefore

the offer of accommodation is withdrawn.• TheUniversityreservestherightnottoacceptlateor

incompletedocumentation.RoomsareavailablesubjecttothetermsoftheUniversityLicenceAgreement,whichisenclosed with the offer letter.

• Ifyoureturnthecorrectlycompleteddocumentationandthe University accept your application for accommodation, AccommodationServiceswilldateandsigntheLicenceAgreement.However,thecontractforaccommodationbetween you and the University will not come into existence unless and / or until you return the completed documentation and the University confirms the allocation of the room to you by either email or post.

Any problems?Ifyouareunabletoapplyonlineorhaveanyquerieswhileapplyingforaccommodation,pleasecontactAccommodationServices.

AccommodationServicesOfficeUniversityofWolverhamptonRMABuilding,CityCampusNorthLomasStreet,Wolverhampton,WV11HR

Tel: 01902 321 268Fax: 01902 321 267Email: [email protected]

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Students from outside the European Union can apply for accommodation once they receive an Unconditional Firm course offer (ie. when the University has offered you a place without the need to achieve certain grades). You can apply for accommodation via our e:Vision system.











• Whenwehavereceivedyourapplicationforaccommodation we will send you an email as soon as possible explaining how to confirm that you want to take up the room.


• Youwillthenhavetopayyourdeposit,agreetotheLicenceAgreement,and–ifyouwant–setupadirectdebittopayyour accommodation fees.


• Onceyouhaveconfirmedtheacceptanceoftheaccommodation,theLicenceAgreementandthedeposit,we will confirm the booking via email.

Please note: if you are paying your deposit by Bank Transfer, this process can take some time. It is imperative that you make


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International students

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us aware of when the payment was made and in whose name the transfer was made in.





Agreement.




• Ifyoureturnthecorrectlycompleteddocumentationandthe University accept your application for accommodation, AccommodationServiceswilldateandsigntheLicenceAgreement.However,thecontractforaccommodationbetween you and the University will not come into existence unless and / or until you return the completed

documentation and the University confirms the allocation of the room to you by either email or post.




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Students who have previously lived in University accommodation or are not beginning their first year of study can apply and be offered a room from February.You can apply for accommodation via our e:Vision system or by completing a returners application for accommodation which isavailablefromeithertheAccommodationServicesOfficesorWalsallandTelfordCampusReceptions.

Returning students can also apply to live in a group with friends they have either met on their course or whilst previously living together. This can be undertaken by either completing the returners application form or by sending an email to: [email protected] detailing the names and student numbers of all the people who want to live together.

Please note: even though group applications are accepted, each individual student’s application will be reviewed and any behavioural or financial issues could affect the processing of the group application.











• Whenwehavereceivedyourapplicationforaccommodation we will send you an email as soon as


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Returning students

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possible explaining how to confirm that you want to take up the room.


• IfyouhavepreviouslylivedinaccommodationandAccommodationServicesalreadyholdadepositforyou,thenyouwillnotberequiredtopayanotherdeposit.However,youmaybeaskedtotopthedeposituptothe full £250 value if you have received any deductions throughout the year.

• IfAccommodationServicesdoesnotholdadepositforyou, then you will have to pay a deposit, agree to the LicenceAgreement,and–ifyouwant–setupadirectdebit to pay your accommodation fees.


• Onceyouhaveacceptedtheofferofaccommodation,theLicenceAgreementandpaidthedeposit,wewillconfirmthe booking via email.





Agreement.




• Ifyoureturnthecorrectlycompleteddocumentationandthe University accept your application for accommodation, AccommodationServiceswilldateandsigntheLicenceAgreement.However,thecontractforaccommodationbetween you and the University will not come into existence unless and / or until you return the completed documentation and the University confirms the allocation of the room to you by either email or post.




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Paying accommodation fees

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AllstudentsstayinginUniversityaccommodationareliablefor accommodation fees. This means that you must pay, or arrange to be paid on your behalf, all fees and charges for accommodationprovidedbytheUniversityofWolverhampton,by the set due dates.

The depositAdepositof£250forbookingyourroomandanydamagesthat may occur is payable in advance when you accept your offer of accommodation. The deposit will be returned within a reasonable period after you have terminated your studies at the University (after deduction of any sums payable).

How and when to pay accommodation feesAccommodationfeesaredueforpaymenteither:• inadvanceofarrival• onarrival• onreceiptofaninvoice(thedatesforpaymentswillbe

stated on the invoice).

Paying in instalments (by Direct Debit)The University offers you the opportunity to pay your accommodation fees via direct debit. This can be either by three or six instalments and must be drawn on a UK bank or building society. The instalment dates for these methods of payment are:• Sixinstalments:October,November,December,January,

February and March.• Threeinstalments:October,JanuaryandApril.

Students wishing to pay by this method should complete the Direct Debit mandate by no later than 1 October 2012.

For further details, contact the Income Section of the Finance Department on tel: 01902 321 256 or email: [email protected] note: if you choose to pay by this method, failure to pay could result in the administration charge (see below) being applied.

Semester based students onlyStudents who are only attending the University for one semester(whetherSemester1orSemester2)willberequiredto pay their accommodation fees in full either in advance of arrival, on arrival or on receipt of an invoice (the payment date will be stated on the invoice).

Paying by post (using cheque or debit/credit card)If you wish to pay by this method you need to complete the postal remittance form and return it to either a campus cashier’s office or by post to:

UniversityofWolverhampton,POBox4018,FinanceDepartment,Wolverhampton,WV11WF.

Please note:allchequesshouldbemadepayabletoUniversityofWolverhampton.Onlythefollowingdebit/creditcards are accepted: Switch, Visa Delta, Solo, MasterCard, Eurocard and Visa.

Paying online

• Paymentscanbemadeonlineat: www.wlv.ac.uk/epayment

• Ifyouarepayinginadvanceofyourinvoice,pleasetype‘ADVANCE’intheInvoiceNumberfield.

• Thispaymentwillbeallocatedtoyouraccountandmatched against your accommodation invoice.

Paying at a campus cashier

• Paymentscanbemadebycash,chequeordebit/creditcard.

• Cashiers’officesarelocatedinMXBuildingforCityCampus,andinTelfordandWalsallCampuses.

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Administration chargeAnadministrationchargeof£100foranacademicyear,£50foreach semester or any other variations, will be payable by any customers that either do not pay in full in advance or do not pay in instalments by means of a bank Direct Debit. Failure to make payments in accordance with the Direct Debit mandate will also result in the administration fee being applied.

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Accommodation costs for 2012/13All rent fees are INCLUSIVE of utility bills, laundrette, internet, basic contents insurance and car parking. SPECIAL OFFER – Telford Campus accommodation: only £2,579.00 – that’s £67 per week. Toenablemorestudentstoaccessen-suiteaccommodationfacilities,AccommodationServiceswillbeofferingtheTelfordCampusaccommodationatoureconomyrate,£2,579,insteadofthenormalen-suiterateof£3,208.

Please note:thispricingisbasedonastandardAcademicYearLicenceAgreement.

*Semester licences are only available for students that are studyingwiththeUniversityofWolverhamptonforonesemester(eitherSept-JanorJan-May).

Please note:allpricesaresubjecttorounding.Forpriceson couples or family accommodation, please contact AccommodationServices.

Deposit and administration charge Adepositof£250forbookingyourroomandforanydamagesthat may occur is payable in advance when you book.

Please note: an administration fee of £100 for the Residential Year and 52-week agreement, or £50 per semester or any other period of occupation, will be payable by any customer that either does not pay in full in advance or does not pay in instalments by means of a bank Direct Debit.

Find out more about how to pay for your accommodation fees, visit: www.wlv.ac.uk/accommodation

Accommodation

Rent per week (excludes

accommodation fees)

Academic Year (37-week) licence16 Sept 2012-1 June

2013

52-week licence (May-May)

Semester licence*

Telford En-suite £67.00 £2,579.00 £3,584.00 £1,289.50

City Economy £67.00 £2,579.00 £3,584.00 £1,289.50

City Standard £76.51 £2,930.87 £4,078.52 £1,465.44

WalsallStandard £76.51 £2,930.87 £4,078.52 £1,465.44

City En-suite £96.53 £3,671.61 £5,119.56 £1,835.81

WalsallEn-suite £99.54 £3,782.98 £5,276.08 £1,891.49

Accommodation fee charges

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InconjunctionwiththetermsoftheResidencesLicenceAgreement,deductionscanbetakenfromthedeposit. This is with reference to clauses:

3.5 – If, prior to the start of the Residential Year, the Licensee cancels his/her acceptance of a place in University accommodation, or fails to take up occupation of the Room at the start of the Residential Year, the University will deduct a reasonable administrative cost to cover arranging alternative occupation of the Room. Any balance of the Deposit will be repaid to the Licensee. Nothing in this clause shall prejudice the Licensee’s right to cancel this Licence in accordance with the Consumer Protection (Distance Selling) Regulations 2000 as set out in the Offer Letter*.

3.7- The Deposit shall be held by the University during the Residential Year as security for performance of the Licensee’s obligations which includes the right of the University to deduct from the Deposit sums due to it under this Licence Agreement. The Licensee will not receive interest on the Deposit. Subject to the right of the University to deduct any outstanding amounts payable under this Licence Agreement, the Deposit will be repaid to the Licensee as soon as reasonably practicable following the termination of this Licence Agreement. The University will ideally try to return the Deposit within four weeks from the termination of the Licence Agreement. However, if there is a dispute in relation to the Deposit this may be delayed.

* The cancellation right is set out in the Offer Letter and gives the Licensee a period of seven days to withdraw acceptance of the offer in writing. This does not apply where the room is available for occupation in the seven-day period and the Licensee takes up occupation.

There are a number of scenarios that can lead to amounts being deducted from the accommodation deposit:

1. The University does not offer you a place on the course

If you apply for accommodation, and then accept a place in University accommodation, but then the University of Wolverhamptondecidesnottoofferyouaplaceonacourse, the whole deposit of £250 will be returned to you. AccommodationServiceswillonlyrefundthedeposituponwrittenconfirmationfromtheAdmissionsUnitthatyouhavenotbeen offered a place on a course.

2. You cancel your Accommodation Licence Agreement before the A-level results are released

If you apply for accommodation, and then accept a place in University accommodation, but then decide to cancel the AccommodationLicenceAgreementbeforethedateoftheA-levelresultsbeingreleased,youwillreceiveadeductionof £50 to cover the administration fee for allocating and then cancelling an allocation in University accommodation.

3. You cancel your Accommodation Licence Agreement on or after the A-level results are released, but prior to the commencement of the Licence Agreement

If you apply for accommodation, and then accept a place in University accommodation, but then decide to cancel the AccommodationLicenceAgreementonorafterthedateoftheA-levelresultsbeingreleasedandbeforethecommencementoftheLicenceAgreement,youwillreceiveadeductionof£100.The £100 covers the administration fee for allocating and then cancelling an allocation in University accommodation and for AccommodationServicesthenhavingtofindanewoccupant.

4. You do not collect the keys within seven days of the commencement of the Licence Agreement

If you apply for accommodation, and then accept a place in UniversityAccommodationbutyoudonotcollectthekeystothe room within seven days from the commencement of the LicenceAgreement,youwillreceiveadeductionof£100fromthedeposit.

5. If you have signed a standard 37-week licence…

IfyoucollectthekeysandthendecidetotakeLeaveofAbsence,transfer to another university, withdraw from your course or arereleasedfromtheLicenceAgreementbyAccommodationServices then a deduction will be made from the deposit to cover the necessary administration fees. The administration fees will vary month on month, a breakdown of these are detailed below.

Howeverifyoufindareplacementstudentwhoisnotcurrentlyoccupying a room in University accommodation, as per clause 3.10oftheLicenceAgreement,noadministrationfeedeductionwill be made from the deposit.

3.10 – No refund of any portion of the Licence Fee will be made to any Licensee who vacates the room without the permission of the Accommodation Services for any reason at any time during the Licence Period. Where a Licensee vacates the Room and the University, using reasonable endeavours, finds a replacement Licensee (who is not already occupying a University residence place), the University will as soon as reasonably practicable repay to the Licensee the balance of the Licence Fee for which the replacement Licensee becomes responsible.

6. If you have signed a standard Semester 1 or Semester 2 licence…

IfyoucollectthekeysandthendecidetotakeLeaveofAbsence,transfer to another university, withdraw from your course or arereleasedfromtheLicenceAgreementbyAccommodationServices then a deduction will be made from the deposit to cover the necessary administration fees. The administration fees will vary month on month, a breakdown of these are detailed below.

Semester 1 Semester 2


3.10 – No refund of any portion of the Licence Fee will be made to any Licensee who vacates the room without the permission of the Accommodation Services for any reason at any time during the Licence Period. Where a Licensee vacates the Room and the University, using reasonable endeavours, finds a replacement Licensee (who is not already occupying a University residence place), the University will as soon as reasonably practicable repay to the Licensee the balance of the Licence Fee for which the replacement Licensee becomes responsible.

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Month Administration fee charge

September £200

October £200

November £150

December £150

January £100

February £75

March £75

April £50

May £50

MonthAdmin

fee charge

September £200

October £200

November £150

December £150

January £100

MonthAdmin

fee charge

January £200

February £200

March £150

April £150

May £100

7. Applicable to students who have signed a standard 52-week licence

IfyoucollectthekeysandthendecidetotakeLeaveofAbsence,transfertoanotheruniversity,withdrawfromyourcourseorarereleasedfromtheLicenceAgreementbyAccommodationServicesthenadeductionwillbemadefromthe deposit to cover the necessary administration fees. The administration fees will vary month on month, a breakdown of these are detailed below:

2. You cancel your Accommodation Licence Agreement before the A-level results are released


3.10 – No refund of any portion of the Licence Fee will be made to any Licensee who vacates the room without the permission of the Accommodation Services for any reason at any time during the Licence Period. Where a Licensee vacates the Room and the University using reasonable endeavours, finds a replacement Licensee (who is not already occupying a University residence place), the University will as soon as reasonably practicable repay to the Licensee the balance of the Licence Fee for which the replacement Licensee becomes responsible.

In the cases of scenarios 4, 5, 6, and 7, once the administration fee has been deducted from the deposit, the deposit, where possible, is offset against any outstanding accommodation fees or if no fees are outstanding then the deposit is refunded as per clause6.4.1oftheResidencesLicenceAgreement.

6.4.1 – The Licensee must provide Accommodation Services with written confirmation of their withdrawal / leave of absence or transfer from the appropriate school, before termination of this Licence Agreement. The Licensee must then give a copy of such documentation from the appropriate school to Accommodation Services. Accommodation Services cannot terminate the Licence Agreement until this confirmation is received and keys for the Room have been returned to the relevant campus site. On termination, the balance of the Licence Fee for the remainder of the Licence Agreement will as soon as reasonably practicable be reimbursed to the Licensee. The University may apply the Deposit in full or partial payment of outstanding sums. Unless such confirmation of withdrawal is given to Accommodation Services the Licensee remains responsible for the full Licence fee and any other sums due under this Licence.

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Month Administration fee charge

September £200

October £200

November £150

December £150

January £100

February £75

March £75

April £50

May £50

June £50

July £50

August £25

September £25

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– prior to arrivingUnder the Distance Selling Regulations, you have the right tocanceltheAccommodationLicenceAgreement,whereyouhaveenteredintothatAgreementbymeansofdistancecommunication (ie. by post, fax or online).

YouenterintotheLicenceAgreementwhentheUniversityconfirms that your application for a room has been completed and that a room has been allocated to you.

InordertoexerciseyourrighttocanceltheLicenceAgreement,you must do so in writing within seven working days from the day after the date the University confirms to you in writing (by post or email or online) that your application for a room has been completed, and that a room has been allocated to you.

NoticeofCancellationshouldbesenttoAccommodationServices.TheLicenceAgreementwillthenbetreatedasif it was never entered into and the University will make arrangements to refund, within 30 days, your full deposit and any amounts already paid for accommodation fees. Please note:• Youarenoteligibletoexercisetheseven-daycancellation

right if a member of the University’s staff confirms to you in person that your application has been completed and that a room has been allocated to you.

• Youarenoteligibletoexercisetheseven-dayrightofcancellation if you occupy the room allocated to you before the seven-day cancellation period expires.

• TheUniversityreservestherighttoterminatetheLicenceAgreementonsevendayswrittennoticetoyouifyouhave any unpaid University debts which are unpaid as of 30June.TheUniversitywillthenmakearrangementstorefund, within 30 days, your deposit and any amounts already paid for accommodation fees.

– after moving inIf you decide that you no longer wish to live in University accommodation after you have received your keys, you are requiredtosubmitarequestinwritingtoAccommodationServices accompanied by any evidence to support your desire to leave. You may be asked to attend an interview withamemberofAccommodationServicestodiscussyourrequesttobereleasedandyoumaybeaskedtosupplyfurtherinformation.

Ifyourrequestisbasedonmedicalorfinancialgroundsthenyou may be asked to provide the following information:

Medical grounds – supporting information from your General Practitioner. Financial grounds – a full financial review completed by the Students’ Union.

AsyouhavesignedtheLicenceAgreement,youarelegallyboundtoitstermsandconditionsandarerequiredtopayfeesuntil the dates specified on the offer letter or an alternate date suppliedtoyouinwritingbyAccommodationServices.

If you are taking a leave of absence or are transferring or withdrawing from the University it will be your responsibility toprovideAccommodationServiceswithacopyoftheappropriateforminordertobereleasedfromtheLicenceAgreement.IfyouarereleasedfromyourLicenceAgreement,your deposit will be used to pay any outstanding debts you may have, and you may incur an administration charge.

For further information with regards to administration charges in relationtoterminationoftheLicenceAgreement,pleaserefertoAdministrationFeeCharges(p11-12)ortheUniversitywebsite:www.wlv.ac.uk

Cancelling your Accommodation Licence Agreement

AccommodationServicesofferanumberoffacilitiesforstudents with impairments. If you have a sensory impairment or medical condition that we need to be aware of, let us know as soon as possible and we will do everything we can to ensure you receive the right accommodation and necessary support from the Student Enabling Centre.

It is particularly important you complete the section on the accommodation agreement entitled ‘additional/special information’. It is also advisable for you to send an email to AccommodationServicesat: [email protected] outlining your disability andanyadditionalrequirementsthatyoubelieveneedstobetaken into consideration.

Our facilities Weprovideadaptedaccommodationatallcampussitestosuitavarietyofspecialneeds.However,itmaybenecessaryforyou to visit the accommodation prior to your arrival to ensure allofyourrequirementsareachievedtoallowyoutoliveanindependent life.

Atallofourcampusesweofferanumberofwheelchairadapted rooms which include en-suite facilities, level access shower facilities and, in most cases, lowered kitchen facilities.Several rooms, both standard and en-suite, have facilities for

deaf/hard of hearing students. These rooms have flashing doorbells and visual alerts for the fire alarm.

AccommodationServicesoryourlocalcampusofficecanoffer deaf alerters free of charge. These will be loaned for the durationofyourstayinaccommodation.IftheequipmentisnotreturnedattheendofyourLicenceAgreement,£50willbededucted from your accommodation deposit. Please ensure younotifyAccommodationServicesifyourequireadeafalerterprior to your arrival.

If you think you may need a carer to come with you to the accommodation; please give us plenty of notice so we can book rooms together. Please note: the Disabled Student Allowance is not currently available for students from overseas.

AccommodationServicesbelieveitisimportantthatyouviewtheaccommodationbeforeyoucommityourselftoaLicenceAgreement,aseveryone’sneedsaredifferent.Wearehappytoarrange a viewing at your convenience.

Please note: an offer of a place on a course does not automatically guarantee you a room in University accommodation. If you find that your needs have changed during your time in accommodation, please contact AccommodationServicesandwewilltrytoassistyouasbestas possible.

Accommodation for disabled students

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Moving in datesDuetotheflexiblelicencedatesthatAccommodationServicesoffer, there are several available moving in dates, please refer to your offer/acknowledgement letter for clarification:

Legal Practise Course students Sunday 9 September 2012

International, EU and Semester 1 students Tuesday 11 September 2012

Academic Year, Nursing and PGCE students Sunday 16 September 2012

Semester 2 students Sunday20January2013

You can arrive to collect your keys from 10am on the stated date.

What If I arrive early?AnyonearrivingbeforethestartdateshouldcontactAccommodationServices,whowilltryandprovideanalternate room within the accommodation.

Please note: you will be charged for any extra night’s stay outsidethedatesofthelicense.Weregretthatinmostcircumstances we will not be able to give you your allocated room prior to the contractual start date.

Purchase bed linen and kitchen packs prior to your arrivalAccommodationServicesareofferingstudentstheopportunity to purchase a number of items online to make you feel comfortable in your new home. This includes bed linen pack, kitchen utensil packs and extra storage so that you have one less thing to worry about as you prepare to leave home for University. For more information visit our estore: www.estore.wlv.ac.uk

Items to bring with you

• Towels.• Deskequipment(ie.desktidy,lamp).• Computer/laptop.• TV,radio–rememberyoumustbuyaTVLicense!• Basicfoodforafewdays,althoughthereare

supermarkets close to all campuses.• Anyitemsthatwillmakeyoufeelathome.

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Upon arrival you will be issued with a room inventory form. Please go through each point, inspect the condition of the item and make a note of any problems.

If you identify any repairs or faults within your room you must logtheseissuesusingtheFixIT!reportingsystem.Detailsofhow to do this can be found on p17 and will also be attached to the room inventory form.

The room inventory form must be completed and returned to AccommodationServicesOfficesatCityandWalsallCampusesrespectively or the Telford Campus reception.

Please note: if you have not stated on your inventory form

any broken or damaged items, you may be charged for the damage/loss. You will not be able to add to your room inventory form once you have submitted it, so inspect your room closely to ensure you are not held responsible for damage that is not your fault.

Communal inventory formWithinyourfirstfewweeksinaccommodation,theResidentialAssistantforyourblockwillundertakeakitchenmeetingwithalloftheresidentsonyourcorridor.Atthismeetingyouwillbeasked to complete as a group a communal inventory of your kitchenandcommunalareas.Anyrepairs,faultsormissingitemsaretobereportedusingFixIT!

Completing your room inventory form

Reporting a maintenance issue

If you notice any maintenance or repair issues in your room, youarerequiredtoreportthisviatheFixIT!maintenancereporting system, which is available online.

YourrequestwillbeprocessedMonday-Friday,8am-5pm.Onceajobhasbeenreported,youwillreceiveanemailtoconfirm what action is being taken.

Completing a maintenance report provides members of staff permission to gain access into your bedroom to resolve the issueinyourabsence.Outsideofthesehoursemergencyjobsshould be reported directly to your local caretaking team.

To use the online reporting system, you will need to register for an account: • Visit:http://facts.wlv.ac.uk• Clickon‘Register’• Followtheinstructions• CompletethefollowingfieldsontheAddRequester

details window.

Somerepairjobscanbecompletedinstantly,whileothersmaytake a few days or weeks to complete. It is important that you do not report the same repair more than once – it will not be completedanyquickerandyouwillwasteadministrationtime.

For further assistance please contact either your campus reception,ResidentialAssistantortheNetworkAdvisor.

It is imperative that you remember to report all repairs or maintenance issues within your bedroom and communal area, as, once you have taken occupation, this becomes your responsibility.

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The Incident Reporting Procedure is the way in which AccommodationServicesandCampusOperationsdealwithstudentcomplaintsandqueries.It’sdesignedtoformaliseanymisdemeanours carried out by students in accommodation.

It’s important that occupants understand that any incidents notreportedtoAccommodationServiceswillgounresolvedand may lead to you being unnecessarily dissatisfied while in University accommodation.

Allreportsshouldbesubmittedinwritingeitherbyemail,letterorcompletionoftheStudentQueryForm.AllinformationthatisreportedtoCampusOperationsorAccommodationServicesistreated in the strictest of confidence and the University aims to resolveyourquerieswithoutcausingyouanyfurtherdistress.However,insomecases,theUniversitymayrequireyourpermission to speak to other occupants that are causing you problems.

AccommodationServicesandCampusOperationsaimtobediscreetwhendealingwithallstudentqueries.

The incident procedure will be evoked if a student engages in offences against fellow students or staff. These could include:

• anti-socialbehaviourorcriminalactivity• excessivenoise• bullyingandharassment• lackofcleanliness• wilfuldamage/vandalism• repeatkitchenfailuresornotices• breachofLicenceAgreement• smokinginaccommodation• tamperingwithfiresafetyequipment,includingcovering

fire/heat/smoke detectors, breaking fire bolts and removing extinguishers from their brackets.

Disciplinary action will be taken if a student engages in offences against fellow students/staff, or if a student partakes in offences that are likely to disrupt or adversely affect the conduct or reputation of the University. Examples include:

• violent,threatening,offensivebehaviour• causingdamagetoUniversityproperty• engaginginfraudordeception• anybreachoftheLicenceAgreementclauses.

Please note: this list is by no means exhaustive and other studentactivitiesmaybesubjecttotheincidentprocedure.

Stage oneThe student would be interviewed along with any witnesses and a statement taken. If it was the student’s first incident and it did not have serious health and safety implications to other occupants, staff or premises, then a first written warning would be issued and, if necessary, a fine imposed.

Stage twoIf a student has already received a first warning letter or the incident is deemed to have serious health and safety implications to other occupants, staff or premises, then the student and any witnesses would be interviewed, statements taken and a final warning letter issued.

Stage threeIf the student is involved in any further incidents and they have already received a first and/or final warning, or the incident had severe health and safety implications to residents, staff or premises, a Notice to Quit would be issued. This is a legal document that would be entered into court for the University to regain possession of the room that the student had been allocated. The student would be asked to leave the accommodation and would not be allowed to reside in any accommodation managed by the University.

Right to appealThe student may appeal against all three stages of the incident procedure in writing with any supporting evidence within seven days from the date of the warning, to the person specified on the document.

Please note:• Anyinformationfromthedisciplinaryinvestigationwillbe

disseminated to the relevant Dean of the School and the writtenstatementspassedtotheConductandAppealsUnit for them to pursue under a separate disciplinary procedure. If deemed necessary, the University could potentially suspend or exclude the student from the institution.

• Ifthestudenthascausedproblemsoncampus,AccommodationServiceshavetherighttorefusearequestfor accommodation should they apply for the following year.

Reporting an incident

Personal safetyYou must think about your own personal safety when in and around campus.

Herearesometips:• Whenoutinthedark,walkwithsomeoneelse.• Donottakeshortcuts:sticktowell-litareas.• Shareataxiwithfriends.

InandaroundWolverhamptonCityCampus,therearesignposted‘SaferWalkingRoutes’,whichshowtherecommended safer route for students to walk to and from the University to accommodation.

Safety of your belongings• Donotleaveexpensiveequipmentoutondisplay.• Closeyourcurtainsatnight(especiallyifyouliveonthe

ground floor).• Donotkeeplargeamountsofcashinyourroom.• Donotletanyoneintoaccommodationthatyoudonot

know. If you see someone in your corridor or block that you do not recognise, contact Security and they will investigate.

• Ensurebedroomwindowsareshutwhenyouleave,andkitchen windows are shut at night.

Your accommodation is provided with layers of security protection. Each building entrance has a separate lock (either keyorswipecardoperated)torestrictaccessandauniquelock on your bedroom door ensures you are the sole person abletoaccessyourroom.Accesstokitchenareasarecontrolled by means of either a lock on the kitchen door or auniquelockfittedtothecorridorentrance.Noonewillbepermitted access to your room without your written permission other than University staff on authorised business or in an emergency.

Caretaker and Security staff are on duty 24 hours, seven-days-a-week. They carry out regular patrols around the campus sites.However,ifyouspotanythingsuspiciouspleasereportit straight away. Security staff can be recognised by their distinctive uniform and are encouraged to wear their ID badges.

Important telephone numbers for Campus Security Staff:City – 01902 322 106Telford – 01902 323 900Walsall–01902 323 200

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Staying safe– in and around campus

– in the event of a fire

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Details of fire regulations are posted throughout the accommodation.AlldoorswithinUniversityaccommodationare fire doors and are there to protect you in the event of a fire. Do not wedge open fire doors – it is a disciplinary offence.

Malicious activationsTampering with, or vandalism to, these fire safety devices will result in disciplinary action, financial penalties, and you will be reported to the Police. If a student maliciously activates a fire alarm a fine of £250 and a final warning will be issued to the student. If this is repeated again a fine of £300 will be issued and the student’s case will be passed to the Conduct andAppealsUnit.Thestudentmaythenbesuspendedfromaccommodation whilst this is being investigated and may then be issued with a Notice to Quit.

Failure to evacuateIf an occupant does not evacuate the building upon hearing a fire alarm without due course, they will be issued with a £25 fine and a first warning. If this happens a second time the student will be issued with a £50 fine and a final warning. If they then fail to evacuate for a third time the student will be fined £50 and may then be issued with a Notice to Quit.

Covering or tampering with smoke detectorsIf an occupant covers the smoke detector heads in either their bedroom or communal area, or otherwise interferes with the fire detectionorfiresafetyequipment,thestudentwillbeissuedwith a fine of £50 and first warning. If this happens a second time the student will receive a final warning and a £100 fine. If this happens a third time the student may be asked to leave accommodation through a Notice to Quit or suspension and be fined £100.

Banned itemsStudents wishing to bring additional electrical cooking items (ie.ricecookers,juicers,smoothiemakers,sandwichtoasters)should ensure that those items conform to current EU standards. Items that do not conform to these standards will be confiscated. These items must only be used in kitchen areas.

Ifyoudecidetobringanyelectricalequipmentintoaccommodation,itisadvisedthatitisPATtestedforsafety.YoucanarrangethisbycontactingAccommodationServices.There will be a small cost for this service.

If items are deemed a risk to health, safety, welfare, or not conducive to communal living, they will be confiscated without notice and this will be construed as an automatic breach of the LicenceAgreement.Anystudent(s)foundusingbanneditemsmaybesubjecttodisciplinaryaction.Thismayincludeloudstereosystems,speakers,televisionequipmentandmusicalinstruments. This list is not exhaustive and items may be added to at the management’s discretion.

Items banned in accommodation include:• cookingappliancesinbedrooms(kettles,toastersetc)• candles,josssticksandoilburners• smokingequipment(suchasbongs,sheesha,ashtraysetc)• electric,oilandhalogenheaters/fans• minifridges/freezers• ceremonialknives• deep-fatfryersandchippansinbedroomsorkitchens.

Students are not permitted to have posters in the corridors or on the front of bedroom doors. This is a fire risk and any items will be removed by members of staff where necessary.

AllcampuseshaveateamofResidentialAssistants(RAs)thatare here to help you in any situation. Each block will have a designatedRAandtheywillbevisiblefromthemomentyoumoveintoaccommodation.RAsarereturningstudentsthathave lived in the accommodation previously so will know what to do in almost every situation.

TherearealsoseniorRAsthatwillbeabletohelpifyourblockRAcannot.LookoutfortheRAsinyourfirstfewdaysoflivingat University – they will provide you with their details so you can contact them if you need to. If you would like further information aboutyourRAsandhowtocontactthem,pleasecontactAccommodationServices

ResidentialAssistants

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AnystudentcanrequesttochangeroomsthroughouttheAcademicYear,butmovescannotbeguaranteedbyAccommodationServices.

If you who would like to move rooms, you must complete a Student Query Form available from your Campus Reception.You will be placed on the waiting list and contacted when a room becomes available.

Please note:• Thereisafeeof£25tocovercleaningandadministration

costs.• Therewillbenoroomchangesduringthefirsttwoweeks

oftheAcademicYear.• Studentsmustnotswaproomsormovetoanotherroom

withoutpermissionfromAccommodationServices.

Changing rooms

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How to contact us

Accommodation Services OfficeYoucancontactAccommodationServicesifyouhaveanyqueriesabout:• allocationenquiries• roomchangerequests• invoicequeries• servicecomplaints• depositreturns• privatesectorenquiries• neighbourproblems.

Opening hours

Campus receptions offer general information and advice in relation to accommodation.

City Campus Monday-Friday, 9.00am-5.00pm. Tel: 01902 321 268

Telford CampusMonday-Friday, 9.00am-5.00pm. Tel: 01902 323 900

Walsall CampusMonday-Friday, 9.00am-4.30pm. Tel: 01902 323 200

Email: [email protected]: www.wlv.ac.uk/accommodationFacebook: /accommodationservicesTwitter: @accommsvcs

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Tel: 01902 321 268Email: [email protected]: www.wlv.ac.uk/accommodation

applying for university accommodation

Documents

offer of accommodation

accommodation licence

andif accommodation

accommodation preference

accommodation fee charges

offer process

offer of accommodationeven

current offer