Terms and Conditions 2012-13

1.1 You must read, understand and follow the Fire Instructions (a Fire Action Notice will be displayed in your room). Tampering with fire safety equipment, warning systems (i.e. fire extinguisher, fire blanket, fire hoses and reels, heat and smoke detection equipment, door closers, fire doors, notices etc.) or maliciously setting off the alarms is a criminal offence. If necessary, the College will refer such matters to the Police. In any event, those identified can expect to be requested to leave Hall. Under fire-safety rules students are also not permitted to burn candles, incense or otherwise expose naked flame within halls

1.2 You are required to ensure that you keep your room in a condition that does not cause an unnecessary risk to yourselves or others. Room inspections will be undertaken by Accommodation Services staff to ensure the areas are not unsafe.

1.3 Smoking is not permitted in any study bedroom or communal area such as kitchens, corridors, common rooms etc in Halls of Residence. Shisha pipes are not permitted to be smoked anywhere in halls. Disciplinary action will be enforced if any student or their guest breach this regulation. Students should ensure they are at least 5 metres away from buildings when smoking outside and that cigarettes are disposed of responsibly.

1.4 Safety regulations apply to the use of electrical appliances. Please try to limit the wattage of electrical equipment to less than 500 watts in the sockets in your room; too many large wattage items will overload your circuits and trip the safety breaker. The corridor sockets must never be used for personal items and the following appliances may not be used in study/bedrooms at any time: microwave ovens, kettles, toasters, toasted sandwich makers, rice cookers, radiant rings or any other cooking equipment, refrigerators, tumble driers or electric heaters. We encourage all students to have their electrical equipment PAT tested prior to moving into halls to ensure safety.

 2.1 Residence fees are payable on the first day of the term in which they fall due. Where payment is delayed without a reason given to and accepted by the Student Fees Office, a late payment charge will be levied according to the scales outlines in Section 2 of the Student Fee Regulations. Default on residence fee payment of more than 30 days after the invoice due date (without prior agreement with the Student Fees Office) may result in students losing their room in Hall and may be liable to further disciplinary or recovery action.

3.1 There is no provision for residents to give notice on their room. Rent will be due for the full rental period unless the room can be re-let to another eligible student who has been approved by the Student Housing Bureau. In this case, an administration fee charge is applicable.

4.1 All room changes/exchanges must be approved by and registered with the Student Housing Bureau. There is an administrative charge for changing/exchanging room. No exchanges will take place within the first two weeks of each new academic session. In compelling cases of medical or psychological need or personal safety the College may waive this charge.

5.1 All properties are let on the basis that the resident/licensee is a full time registered student at Royal Holloway and will be occupied by the named licensee only

5.2 Subletting, or allowing someone other than the authorised occupant to utilise a room is strictly forbidden. We may interpret a frequent guest or someone else who has possession of your room key as potential subletting.

5.3 Rooms may only be occupied by the student(s) assigned to them by the Student Housing Bureau. Rooms must not be shared with an unauthorised student or guest overnight.

5.4 Pets are not allowed.

6.1 Overnight guests are not permitted. Accommodation for guests may be booked in the Hub Guesthouse. No guests should be in halls after 11.00pm.

6.2  Residents are advised to stay with their guests at all times and remember that they are responsible for their behaviour and may be disciplined accordingly.

6.3 Students who share facilities should avoid hosting guests on a regular basis.

6.4 In the interest of the safety and security of all residents, students should not give their key to anyone else to allow access to their Hall.  

7.1 In cases of damage or loss of College property (i.e. room furniture or fixtures, door keys etc.) students will be required to pay for replacement or repairs. Students may also incur a fine or be required to leave Hall.

7.2 Students will be held collectively responsible for damage to communal areas of halls.

8.1 Undue noise should be avoided at all times. Stereos, televisions etc. must not be audible outside the room at any time. There should be no noise in halls after 11:00pm; subwoofers and bass systems are not to be used at any time. Please use headphones and keep noise levels to a minimum when using computer programs such as ‘Skype’.

8.2 Residents should not gather or loiter in corridors or outside halls. There are appropriate facilities around campus for rehearsals and performances, and we expect students to make use of these. Please note that the Hall Common Rooms are for resident use only. During examination periods stricter noise regulations may apply.

8.3 Residents should be considerate at all times when closing doors and using the electronic entry system.

9.1 Students are responsible for cleaning their own study bedroom, associated communal areas, and for supplying their own cleaning materials such that the room remains a safe and clean space.

9.2 Students are encouraged to recycle on campus and it is their responsibility to empty the recycling bags provided.

9.3 Room checks are undertaken on a regular basis by Accommodation Services to monitor levels of cleanliness and for our safety audits. Action may be taken by the Residential Support Coordinator or Accommodation Services if rooms are found to be consistently below the required standard of cleanliness. A "Special Clean" fee may be imposed. Students must allow authorised staff regular access.

10.1 The College as Landlord reserves the right to enter any Hall of Residence room with reasonable notice, or in an emergency situation without notice, to conduct relevant investigations or inspections for the management of its properties. Please note that the Halls are covered by the UUK Code of Practice.

10.2 Students wishing someone else to enter their bedroom to collect an item on their behalf, must send written permission to the relevant Customer Service Point with plenty of notice. The relevant person must have photographic identification. They will be accompanied to the room with a member of staff and be supervised (they will not be given a key), although the College cannot take any responsibility for any items damaged or missing.

11.1 The College reserves the right to undertake capital projects and works in line with its strategic planning; all due notification will be given.

11.2  In exceptional circumstances the College may require students to move, temporarily or permanently, to an alternative study bedroom. No additional rental obligation will be incurred in these circumstances.

12.1  Residents on the main campus are not permitted to bring motor vehicles to College (irrespective of whether they park them on campus or locally); residents on satellite campuses (Kingswood, North A30) may apply for a permit to keep a vehicle at College but will only be able to park at their residence and not on campus

13.1 Students entering a contract for a shared room should be aware that the living environment differs in a shared room situation and must prepare themselves for this.

13.2 College does not undertake to offer any transfer or any release from contract to either party should they become dissatisfied with their sharing arrangement, so students accepting sharing should do so in the awareness that the responsibility will be on them to ensure the arrangement proceeds successfully.

14.1 Students in term time only Halls will be required to clear their rooms completely at the end of every term and by 10:00am in the morning following the last day of term. Students can return from 10:00am the day before the next term begins. Students wishing to move in early can only do so in exceptional circumstances and should refer their request to Accommodation Services - note that a nightly fee will be charged

15.1 Part time students are not eligible to occupy a place in the Halls of Residence. Rooms have to be occupied by Royal Holloway registered full time students only. 

16.1 Compliance with all the relevant College rules is a specific condition in the Hall rules; any violation in Hall of the College rules concerning anti-social behaviour (especially but not exclusively around violence, harassment, theft, illegal drug use, severe nuisance and safety related offences) will result in disciplinary action; please see our Code of Practice|

 for details.

16.2 College reserves the right to require a student to cease living in Hall immediately if their presence could reasonably considered to be prejudicial to safety and good order in that Hall.

16.3 All College regulations can be accessed from the Online Student Handbook|. The Residential Support Coordinator oversees social welfare discipline issues in Halls. The Residential Support Assistants are available to students at regular times (see Hall notice boards). For breaches of Hall Rules the Residential Support Coordinator has the power to levy fines and/or ban from College Accommodation, (see 12 in Disciplinary Regulations).