University of
Portsmouth
Evidence of
Compliance
Document 2015/16
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What is the Universities UK (UUK) Code of Practice?
The Housing Act 2004 introduced licensing for houses in multiple occupation in England and Wales.
The Housing Act stated, that licensing would apply to student accommodation which replaced the
previous system of registration, from which Higher Education Institutions were exempt. The
University of Portsmouth fully supports the principles of the Code for the provision and
management of our student residences and signed up to the UUK Code in December 2005
The Code has been prepared primarily to assist managers, and anyone involved in the management
of student accommodation by setting out the main elements of good management practice. It
establishes a set of standards and undertakings about our management practices and the
relationship between the University of Portsmouth and yourself throughout your stay with us.
It covers, among other matters relationships between managers and you, our student tenant. It also
should assist you to understand both the standards and procedures applying to your
accommodation and your obligations as a resident. The Code has been designed with regard to the
particular characteristics of student accommodation and to management practice in the higher
education sector.
Administration arrangements for the Code are set out in this document. These are intended to serve
the overall purposes of the Code. These help to maintain and enhance standards and to set out
clearly what you may expect of your accommodation and its management.
These detailed arrangements also provide mechanisms for identifying, and helping to remedy, any
shortcomings in the management of your accommodation. Where an audit and/or complaints
indicate a persistent management failure a University may be deemed to be no longer compliant
with the UUK Code of Practice.
The Code outlines best practice and provides benchmarks for the management and quality of
student housing in the Higher Education sector. A full version of the UUK Code of Practice is
available to download at UUK Code
The Code is concerned with the main principles and essential requirements for well managed
student accommodation and the key elements covered by the Code include:
• Health and safety and fire safety standards and procedures
• Electricity and gas supplies
• Water supply and services
• Security
• Kitchen facilities and related items
• Maintenance and repair regimes
• Environmental quality
• Landlord and tenant relationship
• Student support
• Antisocial behaviour and disciplinary procedures
• Administration of and compliance with the Code
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Each of the above elements is detailed under the relevant sections in the attached evidence of
compliance document. However, some of the information referred to may be held at your Hall
reception or in the Estates Office and instructions will be provided under the relevant heading of
how you can obtain this information.
If you have any queries or concerns about your accommodation then please contact your hall
reception where staff will be more than happy to assist you.
Section 1: General
1.3
D
1.4
E
CRITERIA
H/FEEs should ensure that student
representatives are fully involved in review,
complaints and other procedures integral to
the administration of this code.
All H/FEEs must make arrangements to
publicise the existence of the code to
potential students in addition to advising
students of the code during the induction
process to residential accommodation.
Evidence & Web links
The Halls Executive Council and Student
forums are consulted to review our UUK
compliance.
The Code is published though a number of
forums including:
• Halls Web Pages
•
•
1.5
D
All properties must be constructed, altered or
refurbished, and maintained, in accordance
with the appropriate building, planning and
housing legislation. The relevant approval
notices and certificates should be available
for inspection by prior arrangement.
1.6
D
H/FEEs should ensure that staff are
appropriately trained in order to deliver the
standards required by the code including
equality and diversity.
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Halls of Residence Handbook
(front Cover)
E-Intro (Headed ‘Student
Accommodation Guide’)
Please note, You will need a user ID
and password to log in to the e-intro
pages which is provided by Student
Housing when you have been
allocated to Halls.
All relevant documentation is held by
Estates department and Unite Students.
Students may request copy of relevant
documentation via application to the
appropriate hall manager.
Induction training is carried out for all
employees and a personal training matrix,
including refresher dates, is completed for
each role within Residential Services. Within
this induction period there are a number of
‘core’ training subjects which must be
completed, these can be found at:
• University of Portsmouth Core
Training
Section 2: Health and Safety standards and procedures
2.1
E
2.2
E
2.3
E
2.4
E
CRITERIA
Student residences and their contents as
supplied by a higher education institution
(HEI) must meet the requirements of all
relevant health and safety regulations and
codes of practice. Certain special
circumstances (e.g. legislation relating to
listed buildings) may justify a partial
relaxation of these requirements.
H/FEEs should make an analysis of the risk of
such events as fire, outbreak of disease or
major breakdown and develop procedures
for dealing with them. The analysis and the
procedures should be documented (e.g. in
risk registers) and should be available for
inspection by residents.
Students should be given clear advice on
what action is to be taken in the event of an
emergency e.g. first aid provision, means of
calling an ambulance. They should be
provided with contact details for
emergencies and informed of procedures for
reporting accidents or safety defects.
It must be a requirement in every tenancy or
license agreement for the student to
maintain a reasonably safe environment for
the H/FEEs employees who may have to
enter
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Evidence & Web links
The University of Portsmouth Health and
Safety department ensure that all H&S
regulations are maintained in Halls of
Residences.
• UoP Health and Safety Policy
All Health and Safety checks are scheduled
through the University of Portsmouth
Maintenance system, Planon. Records of
these schedules are available upon request
to the hall manager.
Student may request a copy of relevant
documentation via application to the
appropriate hall manager.
The UoP have a ‘Serious Incident Plan’ which
can be found at ;
• Serious Incident Plan
• Meningitis/ Flu Plan
Student may request a copy of relevant
documentation via application to the
appropriate hall manager.
Information regarding what to do in the
event of an emergency can be found at;
• Halls Web pages
• E-Intro (Headed, People to help you,
Halls Operations Team, Security).
• Safety in Halls
Formal room inspections are conducted at
least twice during the tenancy period,
during which safety standards are reviewed.
Formal kitchen inspections are also carried
out monthly to ensure safety standards are
met.
Each kitchen has a copy of the ‘Student
Cleaning Guide’ which highlights the
required standard in rooms and kitchens,
This is also available online at:
• Student Cleaning Guide
2A Fire Safety
CRITERIA
Information and advice should be provided to
students at the beginning of their period of
occupation on such matters as:
Their role in the avoidance of risks
Evidence & Web links
2.5.2
E
Cooking and the safe use of cooking
equipment
Information and advice is provided for all
new residents on;
• Halls Web pages
2.5.3
E
Electrical safety – particularly voltage
differences
2.5.4
E
The dangers of using candles or storing
flammable material
Information and advice is provided for all
new residents on;
• Halls Web pages
• E-Intro (Headed, ‘Health & Safety,
Important electrical safety
information’).
Information and advice is provided for all
new residents on;
• E-Intro (Headed, ‘Health & safety)
• Halls Web pages
• Fire Safety Advice video
• Fire Alarm Video
2.5.5
E
Disciplinary action that may be taken if fire
alarms or firefighting equipment is mis-used
2.5
E
2.5.1
E
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Information and advice is provided for all
new residents on;
• E-Intro (Headed, ‘Health & Safety)
• Halls Web pages
• Halls of Residence Handbook,
(page 8, Health & Safety)
• Fire Safety Video
• Fire Alarm video
Information and advice is provided for all
new residents on;
• E-Intro (Headed Health & Safety,
Fire Alarm Video’).
• Halls of Residence Handbook,
(pages 5 - 10, Contractual
Agreement)
• Code of Student Behaviour
Detection and Alarm
CRITERIA
2.6
Fire safety systems must be maintained in
E
working order and regularly tested in
accordance with regulations relating to each
particular piece of equipment and each
building type. The design and detail of
systems in existing buildings will be
determined in accordance with a fire safety
risk assessment and in consultation with the
fire authority.
2.6.1
E
2.6.2
E
2.6.3
E
2.6.4
E
Specifically:
Fire alarm systems should be tested weekly
at pre-arranged times (but see paragraph
1.14 of this Code)
A record of fire alarm testing and inspection
should be maintained.
Evidence & Web links
Fire Safety systems are tested regularly in
accordance with regulations. Test records
are kept centrally in the Estates
Department.
Fire Alarms – Weekly
Fire Extinguishers – Monthly check plus
annual maintenance.
Dry Risers – Annually
The complete fire alarm system including
sensors and panel – Annually.
Student may request a copy of relevant
documentation via application to the
appropriate hall manager.
Record of testing is kept centrally by the
Estates department/Unite, with a hard copy
retained by each halls campus.
All residents are verbally informed of when
the alarms are tested weekly during their
registration and a full evacuation is carried
out in each hall within 10 days of each
semester.
At the beginning of their period of occupation
In addition, Fire Safety is covered as part of
students should be provided with
• E-Intro (Headed Health & Safety)
information on fire safety and good practice.
• Halls Web pages
Advice on action to be taken in case of fire
• Fire Safety Advice video
including fire containment procedures should
• Fire Alarm Video
be prominently displayed
Any fire extinguishing equipment provided
should be properly maintained
All Fire fighting equipment is maintained
under a contract by UoP Estates and or
Unite. Maintenance schedules for the fire
fighting equipment are updated on the
University maintenance system (Planon) or
the Unite Fire safety manual.
Hall staff carry out a monthly check on all
fire extinguishers, fire doors and escape
routes which is recorded and kept at each
hall base.
Student may request a copy of relevant
documentation via application to the
appropriate hall manager.
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2.7
E
2.7.1
E
CRITERIA
The means of fire escape – internal and
external – should be maintained and be
available at all times. The design and detail of
systems in existing buildings will be
determined in accordance with a fire safety
risk assessment and in consultation with the
fire authority. Safety systems such as:
Emergency Lighting
Evidence & Web links
Fire escapes are maintained by UoP Estates.
Monthly escape route checks are carried out
by each hall base and records are kept.
All buildings have annual Fire Risk
Assessments completed by UoP Fire Safety
Officer.
These are regularly maintained and tested
by UoP Estates department.
All Health and Safety checks are scheduled
through the University of Portsmouth
Maintenance system, Planon.
Records of these schedules are available
upon request to the hall manager.
2.7.2
E
Emergency secondary power supplies such as
generators and battery backup systems
All emergency secondary power supplies are
checked regularly in line with the statutory
requirements.
Details of which can be obtained upon
request to the hall manager.
2.7.3
E
Fire Door integrity including door closures
2.7.4
E
Automatic door release mechanisms
2.7.5
E
Emergency escape ironmongery such as push
bars should be regularly tested in accordance
with the appropriate British Standard
Fire doors and closures are checked monthly
by halls staff and records are kept at each
hall base.
All doors which release automatically have
signage and are regularly tested by the
Estates department.
These tests are scheduled in to the
University maintenance system, Planon.
A copy of these records are available upon
application to the Hall Manager.
Emergency escape doors are tested monthly
and results are recorded and kept at each
hall base.
Records can be obtained upon application to
the hall manager.
2.8
E
Fire evacuation practices should be
conducted at the beginning of each academic
year in accordance with arrangements for
particular buildings and fire detection
systems agreed with the local fire authority.
A record should be maintained.
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Fire evacuation drills are carried out at the
beginning of each semester and recorded.
Documentation is kept at each hall base.
Student may request a copy of relevant
documentation via application to the
appropriate hall manager.
2.8.1
D
2.9
E
CRITERIA
So as to ensure safe evacuation of properties
in the event of fire, safe access and egress
must be maintained – including corridors,
landings, stairs and hallways.
Students with disabilities should make
themselves known at the beginning of their
first term or as soon as otherwise practicable
so that they may be advised of any special
arrangements (e.g. personal evacuation
plans) which are in place for them in case of
fire or other emergency.
Evidence & Web links
Exits and access are regularly inspected and
maintained by halls staff.
Students are advised to declare a medical
condition during application and are
contacted by Student Support team as soon
as possible after registration to discuss
personal emergency evacuation plans
(P.E.E.P.S).
Additional information is available via:
•
Additional Support & Disability
Advice Centre (ASDAC)
2B Electricity and Gas Supplies
2.10
E
2.11
E
CRITERIA
Except in the case of emergencies or essential
maintenance, electricity and gas supplies and
lighting must be maintained without
interruption. Gas and electrical installations
must be properly maintained and tested in
accordance with gas safety regulations and
British Standards.
Where students need to operate controls for
gas fired central heating, hot water systems,
and/or fixed electrical room heaters or
appliances, simple and precise instructions
for their safety and efficient use must be
available.
Gas Installation
2.12 All gas supplies, distribution pipe work and
E
gas fired appliances must comply with the
relevant gas safety regulations.
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Evidence & Web links
Electricity and gas supplies are maintained
without interruption.
Gas and electrical installations are
maintained and tested at least annually by
UoP Estates and Unite in accordance with all
relevant standards and legislation.
All Health and Safety checks are scheduled
through the University of Portsmouth
Maintenance system, Planon.
Records of these schedules and current
certification are available upon request to
the hall manager.
Instructions are provided in all communal
kitchens and elsewhere as appropriate.
Information is also
Compliance is assured by UoP Estates and
Unite annually.
These certificates are held centrally by our
Estates department.
Student may request a copy of relevant
documentation via application to the
appropriate hall manager.
2.13
E
CRITERIA
All gas appliances must have an annual gas
safety check undertaken by a Gas Safe
registered gas installer. A copy of the safety
certificate must be available in accordance
with the regulations.
Electrical Installations
2.14 All new electrical installations including fixed
E
equipment must be installed and all existing
installations maintained in accordance with
the most recent version of the Institute of
Electrical Engineers (IEE) Regulations.
2.15
E
All building electrical installations must be
inspected and tested in accordance with
statutory requirements, and the results
recorded in an appropriate register.
Lighting
2.16 Lighting must be provided in accordance with
E
the Chartered Institution of Building Services
Engineers (CIBSE) recommendations. In study
bedrooms the recommended level of
illumination may be achieved by the use of
local task lighting.
Portable Appliance Testing (PAT)
2.17 All portable appliances supplied by an H/FEE,
E
or used in the premises by H/FEE staff, must
be inspected and maintained in accordance
with an establishments PAT policy.
Where arrangements exist for the testing of
students’ personal electrical equipment these
should be set down in the PAT policy. The
H/FEE must make students aware of the PAT
policy, and any procedure for having students
personal electrical equipment tested.
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Evidence & Web links
All gas appliances are checked annually by a
registered contractor. Certificates are kept
centrally in the Estates department.
Students may request a copy of relevant
documentation via application to the
appropriate hall manager.
All electrical installations including fixed
equipment are installed and maintained in
accordance with the most recent version of
the Institute of Electrical Engineers (IEE)
Regulations by UoP Estates/Unite.
Student may request a copy of relevant
documentation via application to the
appropriate hall manager.
All building electrical installations are
inspected and tested in accordance with the
IEE Regulations, currently at least every 3
years UoP and every 5 years Unite. Copies of
the register are available on application to
UoP Estates/Unite via hall managers.
The University of Portsmouth Estates
department retain documentation that
specifies the lighting standards which follow
and exceed CIBSE code for lighting L3
Lighting design.
A copy of this document is available upon
application to the hall manager.
All portable appliances provided by the
residences or used in the premises by
residential staff, are inspected and
maintained in accordance with the UoP
Health & Safety policy and Estates Electrical
Safety Policy.
•
•
UoP Health and Safety Policy
University of Portsmouth PAT
Policy
UoP does not carry out portable appliance
testing of student personal equipment but
does advise students to ensure that each
electrical item is properly fitted with a
standard fused plug and all cables are safe.
UoP reserves the right to inspect any
equipment they suspect may be unsafe.
•
•
•
2.18
E
There must be a procedure for dealing with
any potentially dangerous personal electrical
equipment. This might include labelling as
unsafe, an instruction to remove, or in
extreme cases (subject to the terms of the
licence or tenancy), for example if there is a
risk of fire or electrocution removal to safe
keeping or disabling.
The students must be made aware of the
procedure and the action implemented.
Water Supplies
2.19 All premises must be provided with hot and
E
cold water to appropriately marked taps. Any
cold water supply that is not drinkable should
be clearly identified.
Waste Water
2.20 All waste water must be removed via an
E
appropriate trapped connection to the
sewerage system.
Water Hygiene
2.21 Hot and cold water services must be
E
installed, monitored and maintained in
accordance with the HSE and statutory public
health requirements including Legionella
testing.
Halls Web Pages
Halls of Residence Handbook,
(page 9, Health & Safety, point 7)
Eintro (Headed ‘Health & Safety’)
Information and advice is provided to all
new residents on:
• Halls Web Pages
• E-intro (Headed ‘Health & Safety’)
All unsafe electrical equipment is removed
and disposed of as required by WEEE
regulations.
All premises are provided with hot and cold
water to appropriately marked taps. Any
cold water supply that is not drinkable is
clearly identified.
All waste water is removed via an
appropriate trapped connection to the
sewerage system.
Hot and cold water services are installed,
monitored and maintained in accordance
with HSE and statutory public health
requirements by UoP Estates and Unite.
Records can be obtained upon application to
the hall manager.
2C Security
Building and Room Security
CRITERIA
2.22 H/FEE managed accommodation must be
E
securable against intrusion.
All registered buildings must be subject to
local security risk assessments, with
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Evidence & Web links
Risk assessments are carried out on a
regular basis by the University's
accommodation staff. Where appropriate,
all doors are lockable and access limited to
the occupants of the building, flat or room.
particular attention being paid to access
control, surveillance of site perimeter and
securing ground and basement windows
Information to support this can be found:
•
Health & Safety Living in Halls
Handbook (Page 4, ‘Personal Safety
and Safety of your Property’).
Arrangements for lost keys are available in:
• Halls of Residence Handbook (page
8, ‘Respect for your
accommodation/living environment’
point 2).
2.23
E
2.24
E
Staff
2.25
E
2.26
E
All main entrances and individual bedroom
doors must be lockable, the main entrance
door being accessible by all student tenants
of the building and bedroom doors accessible
only by the student occupant.
All basement, ground and first floor windows
must be securable by the student. Subject to
local risk assessment, all windows should be
fitted with stops to prevent over-opening.
Where appropriate, all doors are lockable
and access limited to the occupants of the
building, flat or room.
All members of staff (including contractors)
must be readily identifiable whilst on the
premises.
There must be a record kept of staff
accessing bedrooms in the absence of the
student.
Staff must be subject to vetting/checks in
accordance to the institutions policy
formulated under the relevant legislation.
Such policy to include reference to
contractors.
All staff (including contractors) are identified
by their uniforms and carry identity cards.
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All ground and first floor windows are
securable by the student. Windows do not
present a safety hazard and, subject to local
risk assessment, all windows are fitted with
stops to prevent over-opening.
Further information on window restrictors
and their misuse can be found in:
• Halls of Residence Handbook (Page
9 ‘Health and Safety’ point 7).
• Halls Web Pages (Health & Safety –
living in halls download ‘Window
Fasteners’ Page 6).
Calling cards are left by staff when attending
unoccupied bedrooms, records of which are
kept at Halls reception.
All staff are subject to vetting under the
relevant legislation.
External contractors are employed through
a tender process carried out by the Estates
department. Once employed all contractors
are given a full induction to working at the
University of Portsmouth
2.27
E
CRITERIA
The procedures regarding the issuing of
keys/access cards (including the replacement
of lost keys) must be clear and transparent
and arrangements for access in the event of
lost keys etc must be set out in the students
welcome pack or equivalent.
Emergency Contacts/Procedures
2.28 Establishments must advise students of the
E
procedure to follow in the event of an
emergency e.g. bomb alert, summoning an
ambulance, reporting a crime or suspicious
behaviour.
CCTV
2.29
E
Wherever student residences are monitored
by CCTV this will be advised in the foyer or on
the external entrance to the building.
Installation and operation will be in
accordance with the relevant regulations.
Evidence & Web links
Keys are issued to residents at the beginning
of their occupancy upon production of a
valid contract.
Information on lost/replacement keys can
be found in:
• Halls of Residence Handbook (Page
8, ‘Respect for your
accommodation/living environment’
point 2).
Residents are informed of the emergency
procedures as part of the online induction
found at;
• E-intro (Headed ‘Health & Safety)
Information is also available on:
• Halls Web Pages (Safety in Halls)
All CCTV monitoring is clearly signposted.
Monitoring of the residences’ CCTV system
is carried out 24 hours of the day, 365 days a
year. Managing the tapes and running the
system are in accordance with the Data
Protection Act.
The UoP CCTV policy can be viewed on
application to the relevant Hall Manager
2D Kitchen facilities, Food storage, Washing facilities, Furnishing, Cleaning routines and other
matters
2.30
E
CRITERIA
Where provided all kitchen facilities should
be maintained in good order and repair with
all equipment supplied in working order.
Facilities for the preparation, cooking and
storage of food should be appropriate to the
number of students using the facilities. Users’
instructions should be available.
Food Storage
2.31 Cold storage provision should be made
E
available within self-catering properties
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Evidence & Web links
All kitchen facilities are maintained in good
order and repair with all equipment
supplied in working order. Facilities for the
preparation, cooking and storage of food
are appropriate to the number of students
using the facilities. Users’ instructions are
available in every kitchen on arrival & spare
copies can be obtained from reception.
Fridges and freezers are made available with
no more than 6 students sharing each one
within fully self-catering properties.
Bathroom, Toilet and Shower Areas
2.32 These areas should be provided with
E
adequate ventilation and slip-resistant
flooring. All sanitary ware should be in good
working order and free from cracks and
breaks. All toilets should be provided with
fitted toilet seat. Shower curtains or screens
should be provided as appropriate.
Furnishing Quality
2.33 Décor should be in good order with regular
D
checks taken on defects and refurbishment
programmes. All furnishings provided must
conform to the relevant regulations.
2.34 All bedrooms should be fitted as a minimum
E
with bed, mattress, worktop, chair,
curtains/blind, drawers/shelving, wardrobe
and waste receptacle.
Post & Mail
2.35 The H/FEE must put in place suitable
E
arrangements for the receipt and distribution
of student mail. The arrangements should be
set out in the students welcome park or
similar induction material. Distribution and
collection details should be made available.
Students should be advised of any
arrangements for forwarding or redirecting
mail after the end of the tenancy/license
period.
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Bathrooms etc. have adequate ventilation
and slip resistant flooring. All sanitary ware
is in good condition and working order. All
toilets are provided with fitted toilet seat.
Shower curtains or screens are provided as
appropriate.
During occupancy, if any item should
malfunction, students are able to report this
to the main reception to resolve the issue.
Details on how to report a maintenance
issue can be found:
• Halls Web Pages
Décor and furnishings are in good order and
regularly inspected for defects and
refurbishment. All furnishings provided
conform to the relevant regulations.
All bedrooms are fitted as a minimum with
bed, mattress, work desk, chair,
curtains/blind, drawers/shelving, wardrobe
and waste receptacle.
Further information can be found at:
• Student Housing
• Halls of Residence Handbook
(Pages 23-29 Hall facilities, ‘What is
in my room?’).
Information regarding the specific
procedures for receiving mail in each halls
can be found in:
• Halls Web Pages
• Halls of Residence Handbook
(Pages 22, 25 & 27, ‘Information
specific to individual Halls’ – ‘Mail’
Approved Contractors
CRITERIA
3.1
Where an H/FEE is directly responsible for
E
repairs and maintenance these should be
carried out by appropriately identified HEI
employed staff or external contractors from
the H/FEEs approved list.
Response Times
3.2
The H/FEE must provide students with
E
information on how to report a defect or
fault, including out of office hours procedure
and expected response times from the
service.
3.3
D
3.4
D
The information should set down response
times in the published categories - the usual
terminology will be: emergency, urgent and
non-urgent. If response times are different
for different locations this should be made
clear. Students should be kept informed or
progress in rectifying any reported defect and
in particular any delay in meeting defined
response times e.g. if an initial visit is
diagnostic or if batching of works occurs.
Where repairs or maintenance work is
necessary due to damage caused by residents
or their guests, the residents should be
notified of the total cost and charges for the
repair as soon as practicably possible.
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Evidence & Web links
Repairs are carried out by in-house Estates
or Unite maintenance staff, or University
approved contractors. Contractors carry
appropriate identification.
Residents may obtain a copy of the Code of
Practice procedures for external contractors
from the appropriate hall reception
Information regarding how to report a
defect or fault, including out of hours, can
be found at:
• Halls Web Pages
• Halls of Residence Handbook (Page
19, ‘Who do I see if there is a
problem with my room?’)
The response times are also available at:
• Maintenance times Bateson (for
University owned Halls).
• Maintenance times MR (for Unite
owned Halls).
The response times are available to students
at the following links:
• Maintenance times Bateson (for
University owned Halls).
• Maintenance times MR (for Unite
owned Halls).
Calling Cards are left by all maintenance
staff informing residents of what has been
completed and further works if required.
Residents are notified of the total cost and
charges for the repair via e-mail to their
student account.
Planned Maintenance
CRITERIA
3.6
All maintenance works should be undertaken
D
so as to minimise inconvenience to residents.
This will not always be possible with
unplanned (reactive) maintenance. For
planned maintenance 7 days notice should
normally be given to residents; endeavours
should be made to avoid sensitive periods
such as examinations.
For urgent work the minimum notice should
be 24 hours unless an emergency requires
immediate action.
3.7
D
Grounds should be cleared of rubbish and
litter on a regular basis as provided in the
relevant service level statement, or
equivalent. Students will be expected to
behave responsibly and to avoid causing, or
adding to, litter.
Snow and Ice Clearance Policies
3.8
Policies on snow and ice clearance should
D
specify expected clearance times and should
be displayed in a communal area and/or on
the appropriate website where residences
are part of a campus environment.
Residences in urban areas should display
advice regarding the Local Authorities
responsibilities.
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Evidence & Web links
Planned maintenance is scheduled through
the Estates maintenance system, Planon,
and students are advised in writing when
planned maintenance is to be carried out.
To minimise the impact of planned
maintenance on the students, planned
maintenance is scheduled around vacation
periods.
Information regarding planned and
unplanned maintenance can be found in:
• Halls of Residence Handbook (Page
5, section ‘Protection from eviction
and harassment’ point 5).
All residences and grounds, if applicable, are
maintained by the hall staff or external
contractors as applicable.
Information regarding our Recycling and
waste can be found in:
• Halls of Residence Handbook (Page
13, Recycling and waste).
• Halls Web Pages
A copy of the Snow and ice clearance policy
and procedure can be supplied via
application to the appropriate hall manager.
•
University of Portsmouth Snow &
Ice clearing policy.
4. Environmental Quality
Energy and Efficiency
CRITERIA
4.1
Adequate heating, lighting, hot water and
E
ventilation must be provided, as appropriate,
for each bedroom, social space, kitchen,
circulation space (e.g. corridors, stair cases,
entrance lobbies) and shower/bath room.
4.2
E
H/FEEs must be able to demonstrate how
they encourage residents and staff to be
environmentally responsible in their
consumption of energy and water.
Evidence & Web links
Adequate heating, hot water and ventilation
is provided, as appropriate, for each
bedroom, social space, kitchen and
shower/bath room. Students are
encouraged to control their own air
temperatures but the majority of spaces are
controlled by a central BMS system.
Minimum hot water temperatures are set &
maintained by the University’s Estates
department as part of Legionella control
measures.
Students and staff are encouraged to be
environmentally responsible in their
consumption of energy and water from
information given at:
• E-induction (Under the heading
‘Your Carbon Impact’)
• UoP Environment policy
• Halls Web Pages
• Green Living facebook page
Working in conjunction with the University
Environment and Energy team there is a
student volunteer programme called ‘Green
Living Assistants’ who visit Halls of
residences monthly and speak with
residents about sustainability.
Refuse Collection
4.3
Provision must be made for the collection of
E
all domestic refuse generated from
residences. Details should be set out in a
refuse management plan and notices on
collection arrangements should be placed in
appropriate common areas.
16 | P a g e
Details of waste collection and recycling are
provided in the following:
• Halls of Residence Handbook (Page
13, Recycling and waste).
• Halls Web Pages
• E-induction (Under Your Carbon
Impact’- ‘Waste & Recycling’).
General waste is collected once a week from
halls.
Recycling is collected Monday – Friday from
halls.
Food Waste is collected Three times a week
from halls.
Pest Control
CRITERIA
4.4
Arrangements for reporting infestations
D
should be made clear together with the
anticipated response times.
Recycling
4.5
Where local authority or private
D
recycling/reuse schemes exist, and where it is
viable to do so, the H/FEE should encourage
residents to take advantage of this provision.
Details of recycling arrangements including
the location of recycling stations should be
communicated to students and contained in
the H/FEEs environmental policy.
Transport & Travel
4.6
Students should be advised of car parking
E
policies. Where relevant, arrangements
regarding car parking should be set down in
the institution’s transport policy. This policy
should also contain information on the
availability of bicycle and motor cycle
parking.
4.7
Residents should be provided with details of
D
access to public transport and any designated
safe walking routes.
Evidence & Web links
Students are provided with information as
and when infestations reported.
Response times can be found at:
• Maintenance times Bateson (for
University owned Halls).
• Maintenance times MR (for Unite
owned Halls).
•
Students are encouraged to recycle and reuse in Halls, information on this can be
found in the following places:
• Halls of Residence Handbook (Page
13, Recycling and waste).
• Halls Web Pages
• E-induction (Under Your Carbon
Impact’- ‘Waste & Recycling’).
The Car Parking Policy, where available, can
be found in:
• Halls of Residence Handbook (Page
12, ‘Car Parking’).
• Car Parking Information
Information regarding public transport and
‘Getting Around’ can be found at:
• UoP main website
• Weekday inter site Bus
•
timetable
Weekend inter site Bus
timetable
5. Landlord and Tenant Relationship
5A Policies and Procedures
CRITERIA
5.1
HEIs should have clear and coherent policies
E
and procedures in place on the relationship
between managers, as landlords, and
students, as tenants or licensees.
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Evidence & Web links
Tenancy agreements are available online
once a student has accepted UoP
accommodation. Additional information
can be found at:
• Accommodation Information
• E-Intro
• Halls of Residence Handbook
5.2
E
CRITERIA
A written contract must exist between the
H/FEE and the student for the provision of
residential accommodation prior to the
commencement of the tenancy. This must be
provided by the H/FEE and include reference
to any contractual terms and responsibilities
of both the H/FEE and the student. The H/FEE
must provide the student with a copy of this
residential contract.
Evidence & Web links
Students are required to complete the
online induction package prior to arrival,
and upon completion of this they are
requested to print off 2 copies of their
contract. This information can be found at:
• E-Intro
An example of this contract can be found
in:
• Halls of Residence Handbook (Page
32, ‘Example of Contractual
Agreement’.)
Further information can be found at:
5.3
E
5.4
D
5.5
E
5.5.1
E
5.5.2
E
5.5.3
D
The terms of any contractual relationship and
information on the respective roles and
responsibilities of the H/FEE and the student
must be made available to all prospective
residents in advance of students entering
into a contractual relationship for residential
accommodation.
Establishments should return deposits held
within 28 days of the end of the tenancy.
The H/FEE must make available the following
information:
Students must be advised of any cleaning
schedules. These must include which areas
are cleaned, the frequency of cleaning, and
any student responsibility for cleaning of
facilities in accordance with a service level
statement if applicable. All rooms must be
prepared for the start of occupancy in a clean
and habitable way.
Laundry facilities where provided, must be
maintained in good working condition.
Instructions, including fault reporting and
emergency procedures, must be made
available.
A statement on eligibility to apply for
accommodation
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• Accommodation Information
All students receive a hard copy of the Halls
of Residence Handbook, which can also be
found at:
• Halls of Residence Handbook
The University of Portsmouth does not
operate a ‘deposit’ scheme at this present
moment in time.
All residents are informed that it is their
responsibility to clean their rooms and their
flat, and this can be found at:
• E-Intro (Heading ‘Being a Good
Flatmate’.)
• Halls of Residence Handbook (Page
20, FAQs, ‘Who is responsible for
cleaning my room and flat?).
Information regarding the laundry facilities
can be found at:
• Laundrettes
All faults are reported to the halls reception
The allocation policy can be found on the
main University of Portsmouth web pages
at:
• Why Portsmouth
• Halls Application Brochure (Page
23)
• Allocation Policy
5.5.4
D
CRITERIA
The total number of rooms available by type
(i.e. single, en-suite and self-catered)
5.5.5
D
Fees & charges applicable to each room type
and payment terms
5.5.6
D
Length of the contract period for each room
type
5.5.7
D
Availability, if any, of parking bays and cycle
storage
5.5.8
D
Payment schedules and options for payment,
including any additional costs that may be
incurred by a resident (e.g. late payment
charges, debt pursuance charges, debt
arrears penalties) and any discounts that may
be available and the terms under which these
are offered.
Damage deposits/caution fees: how any
scheme operated by the H/FEE is
administered and specifically: how much is to
be paid, what the money is to be used for,
and when/how balances are to be returned.
5.5.10 The terms under which a student or H/FEE is
D
able to terminate or cancel a residential
contract.
Evidence & Web links
This information can be found at:
• Halls of Residence Handbook
(Pages 21-27, ‘Information specific
to individual halls’)
Fees & charges information can be found
at:
• Halls of Residence Handbook (3031, ‘Accommodation fees and due
dates’.)
This information can be found at:
• Halls of Residence Handbook (3032, ‘Accommodation fees and due
dates’ & ‘Example of contractual
agreement’.)
• Halls Application Brochure (Page
22, ‘Occupancy periods’).
Information regarding parking bays can be
found at:
• Car Parking Information
• Halls of Residence Handbook (Page
12, ‘Car Parking’).
Cycle storage information can be found at:
• Halls of Residence Handbook
(Pages 23-29, ‘Bicycle Storage’).
• Halls Web Pages (‘Bike
Compounds’).
Information for this can be found at:
• Halls of Residence Handbook (Page
6, ‘Hall fees and liability
payments’.)
Information on charges which relate to
student damages can be found at:
• Halls Web Pages
• Charges List
5.5.9
D
The University of Portsmouth do not take
‘Damage deposits’ at this moment in time.
5.5.11 The procedure for lodging a complaint about
D
the residential accommodation or
Information regarding the termination of
contracts can be found in:
• Halls of Residence Handbook (Page
6, ‘Withdrawal from halls
accommodation agreement’).
Complaints information can be found at:
• Halls of Residence Handbook (Page
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management of the property, or ancillary
services provided by an H/FEE.
5.5.12 Information concerning management's right
D
of access to study bedrooms
5.5.13 Service level statements (SLS's) or equivalent:
D
should set out schedules and response times
for any services which are required in each
establishment.
5.5.14 The procedure for reporting a defect or
D
requesting maintenance: including who to
contact.
5.6
Arrangements for access in the event of lost
E
keys etc must be set out in the students
welcome pack or equivalent.
Induction Briefing
CRITERIA
5.7
H/FEEs must hold an induction briefing,
E
and/or provide relevant information to
students by way of literature or other einduction processes at the beginning of
occupation. This must advise students that
their accommodation is covered by this code.
It should also include specific advice on issues
such as health, safety (e.g. fire evacuation
procedures), welfare matters conduct and
behaviour and guidance on communal living
12, ‘Complaints procedures and
appeal’).
• Halls Web Pages
Information regarding this can be found at:
• Halls of Residence Handbook (Page
5, ‘Protection from eviction and
harassment’, point 5).
• Halls Web Pages
Information regarding SLAs (Service Level
Agreement) can be found at:
• University owned halls
• Unite owned halls
Reporting a fault or a defect can be found
at:
• Halls We Pages
Information relating to lost keys can be
found in:
• Halls of Residence Handbook (Page
8, ‘Respect for your
accommodation/living
environment’, Point 2).
Evidence & Web links
All residents complete an online induction
prior to taking up their tenancy in order to
print off their accommodation contract.
This can be found at:
• E-Intro
Further information can be found at:
• Halls Web Pages
• Fire Safety Video
• Fire Alarm video
Additionally, information on the halls staff
and their roles is available on:
• Halls Web Pages
• Student Support Managers
During the first week of occupancy all
international students are visited by the
Resident Assistants who welcome them to
halls.
During the first week all home and EU
students are greeted by the Residential
Assistants in their hall by way of a
‘Welcome Wagon’ where information is
available to students relating to Student
Support.
20 | P a g e
Management Structure and Contact Details
CRITERIA
5.8
At the commencement of occupancy H/FEEs
E
must provide students with relevant contact
details of duty officers/wardens/ security
staff, student representatives etc and also, as
appropriate, any central accommodation
office, maintenance office or halls office.
Insurance Liabilities
5.9
H/FEEs must provide a statement outlining
E
the extent of their own insurance liabilities in
respect of a student’s belongings and
personal items.
Evidence & Web links
Contact details for Halls of Residencies can
be found at:
• Halls Web Pages
• Halls of Residence Handbook
(Pages 22, 25 & 27)
• Halls Application Brochure (page 2)
Insurance information can be found at:
• Halls Web Pages (Under the
heading ‘Insurance’).
• Halls of Residence Handbook (Page
12, ‘Insurance’).
• Endsleigh Insurance cover
(Entering code HH1070)
• E-Intro (Under heading ‘ Personal
Safety – Insurance).
6. Health and Wellbeing
Welfare
6.1
E
CRITERIA
H/FEEs must provide information to students
in respect of its provision of welfare support,
financial advice and counselling services,
particularly to the provision of
accommodation. The information must also
include reference to services provided by the
students union.
Counselling
6.2
H/FEEs must ensure that residents have
E
information on and access to out of hours
emergency support including contact details
and procedures to follow.
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Evidence & Web links
Information regarding the provision of
welfare support can be found at the
following links:
• Halls Web Pages
• Student Wellbeing Service
• Additional Support & Disability
Advice Centre (ASDAC)
• Chaplaincy
• Student Finance Centre
• Student Housing
• International Office
• Community Legal Advice
• Mental Health & Student Policy
• E-Intro
• Academic Skills Unit
• Students’ Union
• Safer Students
Out of hours emergency welfare support is
provided by Student Support Team who can
call for assistance from other internal
agencies, (as listed above) and external
agencies as appropriate. Further details can
be found at:
•
Halls Web Pages
Support for all other general emergencies
are available by contacting the security
lodge which is manned 24/7. Information
on this can be found at:
•
•
•
•
•
Health
6.3
H/FEEs must encourage registration with the
E
local HEI health service or a local GP or,
where these exist, with their own medical
services.
Hall of Residence Handbook (Pages
22,25 & 27 Security)
E-Intro (Heading, People to help
you ‘Security)
Chaplaincy
Student Wellbeing
Counselling
UoPs medical facility is located within the
Nuffield centre. It is an NHS general
practice staffed by doctors and nurses who
provide primary medical and nursing care
to registered patients and anyone who
becomes ill or requires medical advice
whilst within the UoP campus.
Residents are advised to join the University
surgery and further information can be
found at:
•
•
•
•
•
•
•
•
22 | P a g e
Halls of Residence Handbook (Page
20, FAQs, Do I need to register with
a local doctor and dentist’s
surgery).
Halls Web Pages
UoP Web Pages, Doctors and
Dentist’s
Mental health advice
NHS Direct
Medical self-help links
Meningitis Plan
UoP Health and Wellbeing Web
Pages
7. Anti-Social behaviour and Disciplinary procedures
7.1
E
CRITERIA
The H/FEE must demonstrate procedures to
minimise and, deal with, any anti-social
behaviour by tenants or their visitors.
Conduct
7.2
The H/FEE should encourage residents to act
D
in a fit and proper manner at all times, treat
both the property and neighbours - fellow
students, staff and members of the local
community - with due respect, regard and
consideration.
Behaviour
7.3
The H/FEE must make residents aware of the
E
H/FEEs code of behaviour and disciplinary
procedures, and how it deals with any
inappropriate conduct of behaviour.
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Evidence & Web links
Residents are informed of the procedures
in
place which minimise anti-social and these
can be found in:
• Halls of Residence Handbook (Page
10, ‘General hall Regulations’).
• Code of Student Behaviour
• Halls Web Pages
• Student Handbook (Pages 4 & 5
‘The University Community’).
• E-Intro (Headed ‘The University
Community’).
The University of Portsmouth ask all
students to abide by the ‘Code of Conduct’
and information relating to this can be
found at:
• Student Handbook (Pages 4 & 5
‘The University Community’).
• Student Charter (Page 3, Your
Commitment to the University).
• E-Intro (Headed ‘The University
Community’).
• Halls of Residence Handbook
(References made throughout the
book)
• Halls Web Pages
Throughout the year the Student Support
Team run a number of awareness
campaigns in all halls which are
communicated via, digital screens,
Residential Assistants and posters within
halls. These campaigns include;
• Being a good flat mate/hall mate
• Anti Vandalism
• Reducing false fire alarms.
• Safety and Security
• Noise/Antisocial behaviour
• Drugs/Alcohol
Information relating to the University of
Portsmouth code of behaviour can be
found at:
• Halls Web Pages (Page 10,
‘Disciplinary offences’).
•
•
24 | P a g e
Student Handbook (Pages 4 & 5
‘The University Community’).
Halls Web Pages (Headed ‘Conduct:
A Shared Charter’).