Policies and Procedures

Assistance Dogs Sept 2022

We are pleased to be able to offer residential accommodation for students with Assistance Dogs as detailed below. Should you have any queries regarding this, please contact a member of the Accommodation team.

1. Assistance dogs must be certificated Assistance Dogs and owners should be able to provide evidence of this upon request.

2. Accommodation available is in a one bedroom self-contained flat, located at either Wolfson Hall or in Student Apartments.

3. Assistance Dog owners should ensure that their dogs do not enter other students’ private spaces, including flats and bedrooms with University Residences, without permission.

4. The provision of accommodation is for students with Assistance Dogs only; no other pets, including Therapy pets, are permitted in University of Glasgow Accommodation.

Confiscation of Items Sept 2022

The purpose of these guidelines is to explain how the University will deal with the removal of items found in rooms and / or communal areas that are deemed to be dangerous and/or in breach of student contract whilst carrying out routine inspections or visits to the occupied areas.

These guidelines will apply to any accommodation managed by or on behalf of the University of Glasgow.

INTRODUCTION
All students in residence enter into a Licence Accommodation Contract with the University of Glasgow and this references items which may NOT be brought into the accommodation by students. This list is not exhaustive and staff, whilst carrying out inspections, cleaning or maintenance may come across items they are not sure about. If this is the case the items will be treated in the same way as those listed below.

EXTRACT FROM LICENCE ACCOMMODATION CONTRACT
PART 2 – STUDENT’S OBLIGATIONS
To remind students of their obligations under the Licence Accommodation Contract below are the relevant extracts of the Student’s Obligations:

Electrical Equipment and Prohibited Items
ai. Stereo related equipment, televisions (with a T.V. Licence), computers, chargers, games consoles and personal grooming equipment such as hairdryers, straighteners and beard trimmers are permitted provided they comply with current safety regulations and have been safety tested where appropriate. The University does not take responsibility for carrying out safety testing on any such items. Any other electrical items require the permission of the University. The University has the right to remove any electrical items where it is not satisfied that they are safe in accordance with the Confiscation of Items policy https://www.gla.ac.uk/myglasgow/accommodation/policiesandprocedures


aj. The Student will not install or arrange to have installed a telephone line, an aerial, a satellite dish or any other communication/ transmission device in the Hall or the Room. In the event of the Student failing to comply with these restrictions (i) the University will not be responsible for any costs or charges incurred by the Student in arranging such installation (ii) the Student will immediately, on request by the University, have the service disconnected and (iii) the Student will be responsible for the cost of the disconnection.


ak. The Student shall not bring any furniture into the Hall/Room (as the case may be) without the prior written approval of the University.


al. The Student shall not bring into the Hall/Room (as the case may be), nor use decorative lights (e.g. fairy lights), candles or other naked flames at any time. The Student shall not bring into the Hall/Room (as the case may be), nor use portable gas cylinders or liquid paraffin fires/heaters or plug-in air fresheners at any time. The University has the right to remove any items where it is not satisfied that they are safe in accordance with the Confiscation of Items policy.


am. The Student shall not bring into the Hall/Room (as the case may be) any firearms, catapults, laser pens, knives or any other article which could be regarded as a weapon. In the event of a Student found being in contravention of this Condition, the University may inform the Police. The University will not be responsible and will not be liable for any event or action arising from the Student failing to comply with this Condition. The University has the right to remove any electrical items where it is not satisfied that they are safe in accordance with the Confiscation of Items policy.


an. The Student shall not use drawing pins, blu tac or sellotape or any other adhesive on the interior walls or woodwork or on any other part of the Hall/Room (as the case may be) or drive nails into the plasterwork or woodwork. Poster boards are supplied in all rooms for attaching posters etc. Failure to use these could result in a surcharge being levied if any damage is caused to the décor of the Hall/Room.
Behaviour

n. sound which may be audible outwith the Room shall be permitted in the Room between the hours of 11pm and 8am. Further, the Student shall comply with the University’s Noise No music or other Policy (and undertakes to observe any decisions taken by the University in accordance with the same) - https://www.gla.ac.uk/myglasgow/accommodation/policiesandprocedures/

PROCEDURE
When staff enter rooms/communal areas within accommodation for routine inspections, to carry out repairs, to address noise complaints, or whilst undertaking regular cleaning routines and they find item/s which cause concern as they constitute a danger to the premises, a breach of Health and Safety regulations or a breach of the Licence Accommodation Contract, the following steps will be taken;

1. Items which do not constitute immediate danger or disturbance to the occupants or premises will be left in-situ and student instructed via email to remove them within a specified date e.g. items of furniture or soft furnishings. Follow up visits will take place to ensure that the removal has taken place by the required date. Failure to remove item(s) will result in escalation to site warden.

2. Items, which constitute an immediate danger or disturbance, will be removed and the students informed of this action by email. Items which fall into this category could include:
• Overloaded adaptors including non-British Standard or Conformité Européenne adaptors
• Unsafe electrical equipment, frayed cables etc.
• Plug-in fairy lights – especially if draped over/around soft furnishings.
• Candles which appear to have been used.
• Plug-in air fresheners.
• Items causing noise or disturbance - music equipment, speakers, amplifiers, etc.

3. On discovering items, which fall into the category of weapons/firearms, advice would be sought immediately from the Accommodation Services Office/ University Security and their recommendations will be adhered to.

4. Any removed items that have been removed will be recorded by the site office and will be returned to students at the end of the CTP (Core Tenancy Period) or on a date agreed with the students.

It should be noted that persistent offenders will be reported to the site Warden under the Residential Code of Conduct.

COVID-19 Guidance

Students in University of Glasgow Accommodation are expected to adhere to Scottish Government Coronavirus (COVID-19) rules and the University will not tolerate any behaviour which breaches clear guidelines, causes disruption, or puts others at risk.

Fire Safety Policy - Sept 2022

Purpose
The purpose of this policy is to inform student residents of the potential risk of fire/unwanted fire alarms.
Background
This document was developed to ensure that all student residents are aware of the potential risks which can be influenced by their behaviour within residences. There are sanctions where breaches in fire safety are found.
Implementation
Residence Life Staff and Site Management teams are responsible for ensuring that this procedure is adhered to by residents through inspection etc.
Adherence
All student residents are to adhere to the Fire Safety requirements within this document. Student residents must also ensure that guests to their accommodation also adhere to these requirements.
Failure to adhere to these requirements can lead to fines and/or disciplinary action which could result in a student’s permanent removal from residence.


1. General Student Education
a) All incoming residents will be required to participate in a compulsory online induction. prior to arrival. This includes viewing a Fire Safety video and answering questions relating to Fire Safety. A report will be compiled of those who have not completed the induction and Wardens and their teams will pursue those who fail to complete it.

b) On arrival, students will be given an envelope with their key and included in this envelope will be a Fire Safety information sheet.

c) Fire Safety posters and other information is provided in flats and common areas.

d) Fire Drills will be carried out as early as possible in Semester One to ensure all students are aware of how to behave in the event of a fire alarm activation. A further Fire Drill will be held in semester Two.

2. Fire Safety

a) Fires
There have on occasion been fires within our residences. While it is accepted that none of these fires were deliberate, they have been caused by student neglect of basic fire safety principles.

b) Unwanted Fire Alarm Signals (UFAS)
These cause a great deal of stress to our students, staff and members of the public living in close proximity to our residences. They also place great strain on the resources of the Fire Service in staff and cost terms (estimated Audit Scotland cost of a call-out is £2300).

The main causes of UFAS:

i) Fumes/Smoke from Cooking
Heat detectors are provided in the kitchen in many properties and will not sound when cooking. However, the alarm will be activated by the smoke detectors in the hall or corridor. Activation can be prevented by ensuring the kitchen door is closed during and after cooking, together with the correct use of extractor fans. The fire alarm is often activated because the fire door to the kitchen/pantry is wedged open. Propping open the fire doors is a very serious offence and puts students’ lives at risk because the spread of fire happens more quickly and affects escape routes.

ii) Unattended Cooking/ Toasters - Burnt Food & Grill Pans
When cooking, food should never be left unattended. If called away, the toaster/cooker should be switched off and all food removed from the heat source. It is also important that the toaster/grill is cleaned daily to stop deposits collecting in or near heating elements. Cooker tops and ovens also require regular cleaning. If failure to do so results in a fire situation, students will be held responsible for the cost of the damage or the excess on the insurance policy.

iii) Smoking in Residence
Smoking, including the use of electronic cigarettes, is prohibited inside all accommodation provided by Accommodation Services.

iv) Use Of Candles, Joss Sticks, Incense Burners or Naked Flame
Candles have been the cause of very serious fires in student accommodation in the past and we would draw students’ attention to their contract, which states that the burning of candles, joss sticks incense etc. is prohibited.


v) Using Cooking Appliances within Bedrooms
Cooking within bedrooms is strictly forbidden. The introduction of a heat source/cooking in a bedroom can cause fires/ unwanted fire alarm activations. This includes appliances such as kettles, toastie makers, rice cookers, etc. Where resident student(s) are found to be using equipment in their room, they will be told to remove and re-locate into the kitchen area.

vi) Use of aerosols
You should not use aerosols in the vicinity of fire alarm detector heads. Products such as deodorant and hair spray can set off smoke detectors. Consider using alternative products

3. Fire Safety Breaches

There has also been a significant increase in the past academic year of the amount of recorded fire safety breaches. These breaches put the student and their fellow residents at risk; not accounting for the real potential of fire and the risk to those attending to it.

i) Detector Interference
This is an extremely dangerous and illegal practice, which places at risk the life of all occupants in the event of fire. Interference would include removal of the detector, damaging/covering the detector head, squirting liquid onto the detector head, or any act that damages equipment or renders it ineffective.
Students should be aware that fire management systems can pinpoint the exact location where interference has taken place.

ii) Malicious Use of Fire Alarm System & Extinguishers
This is a criminal offence. Both Police Scotland and Scottish Fire and Rescue Service can prosecute anyone who maliciously activates a Fire Alarm System whether it is activation of a detector or breaking glass in an alarm point.

iii) Soft Furnishings within Kitchens
The addition of soft furnishings into a kitchen environment can be extremely hazardous and can cause fire. Soft furnishings unless specifically supplied in designated seating areas must not be brought into the kitchens. This includes chairs, bedding, clothes on airers etc. If found, then the resident student(s) will be required to remove these items with immediate effect.

iv) Obstructing Fire Doors/Escape Routes
Obstructions can have serious implications if they impede the evacuation of a room, flat or building. If obstruction is found e.g. bikes, rubbish, ironing boards, vacuums etc. in corridors/stairwells/escape routes, resident student(s) must remove with immediate effect.

v) Overloaded Sockets and Use of Foreign Adaptors
Overloaded sockets can catch fire – if extensions are required then they should be a British or EU standard four plugs type with a maximum amp load of 20. International adaptors must not be used within the sockets/extensions. Residents should seek to replace these with British or EU approved plugs. Any other type of extension/adaptor will be immediately removed. More information of suitable extensions can be found in your residence guide.


vi) Wedging Open/Misuse of Fire Doors
Fire doors are provided for both the protection of the resident of the room and the flat as well as others in the household. In the outbreak of a fire/excessive smoke, a fire door will contain the fire/smoke for 30 minutes. Wedging open fire doors not only increases the risk of fire/smoke spreading but also will cause the door to ‘drop’ within the frame and effectively prevent the door from sealing when shut. Disconnecting the closing arm can also prevent the door from closing properly and is prohibited. Fire doors must never be wedged open.

Similarly, the use of over door hangers and hooks screwed into the doors will compromise the integrity of the door – these are not permitted within the residences.

vii) Mis-charging of Electrical Devices
There have been fires attributed to devices overheating and catching fire on soft furnishing e.g. duvet/bed. Devices should only ever be charged on hard surfaces e.g. desk. When resident is out of room for extended periods then devices should be switched off and unplugged from the socket.

iii) Covering or tampering of Light Fittings
The covering or tampering of light fittings and their automatic control units, either completely or partially, by anything other than the covers supplied by the manufacturer will increase the risk of overheating and catching fire. Any non-compliant coverings will be removed.


4. Sanctions for Non-Adherence
Fines/Disciplinary Action
Due to the serious Health & Safety implications, those found in breach of fire safety advice will be subject to action – see Fire Safety Breaches (Student Sanctions)

Fire Safety Breaches (Student Sanctions & Escalation Levels) Sept 2022

Please note repeated or serious fire safety breaches may result in referral to Senate office, under the student code of conduct and / or the termination of your student accommodation contract and may be reported to Police Scotland where appropriate.
In most instances individuals responsible for fire alarm activation will be held accountable however where no individual accepts responsibility for the breach, full flats will be held accountable and subject to the sanctions listed.

 

Action1st Breach2nd BreachRepeated Breaches
Fire Activation due to Cooking Warden issue Written Warning and £100 fine
Review/Confirmation of Fire Safety Procedures
Immediate referral to Student Life Manager who may (in accordance with the Code of Conduct) enforce a fine up to a maximum of £250 Penalty at discretion of Student Life Manager /Head of Student Engagement and Student life
Fire Activation due to use of any prohibited items in bedrooms Warden issue Written Warning and £100 fine
Review/Confirmation of Fire Safety Procedures
Immediate referral to Student Life Manager who may (in accordance with the Code of Conduct) enforce a fine up to a maximum of £250 Penalty at discretion of Student Life Manager /Head of Student Engagement and Student life
Smoking or evidence of smoking (including e cigarettes) in Residence or allowing guests to smoke Warden issue Written Warning and £50 fine
Review/Confirmation of Fire Safety Procedures
Immediate referral to Student Life Manager who may (in accordance with the Code of Conduct) enforce a fine up to a maximum of £250 Penalty at discretion of Student Life Manager /Head of Student Engagement and Student life
Evidence of use Of Candles, Joss Sticks, Incense Burners, or Naked Flame Warden issue Written Warning and £50 fine
Confiscation of item - in accordance with Confiscation Procedure Review/Confirmation of Fire Safety Procedures
Immediate referral to Student Life Manager who may (in accordance with the Code of Conduct) enforce a fine up to a maximum of £250 Penalty at discretion of Student Life Manager /Head of Student Engagement and Student life
Evidence of cooking Appliances within Bedrooms or misuse of heating equipment  Warden issue Written Warning and £50 fine with instruction to immediately remove and re-locate all items to the kitchen.
Review/Confirmation of Fire Safety Procedures
 
Confiscation of item - in accordance with Confiscation Procedure.
Immediate referral to Student Life Manager who may (in accordance with the Code of Conduct) enforce a fine up to a maximum of £250
 
Penalty at discretion of Student Life Manager /Head of Student Engagement and Student life 

Escalation levels- Residences

LevelSanctionAppointed managerReview manager if required
 1 Written warning Head of Student Engagement Operations Manager, Accommodation Services
 2 Fine Head of Student Engagement Operations Manager, Accommodation Services
3 Relocation to alternative residence Director of Student Support & Wellbeing and
Head of Security
Executive Director of Student & Academic Services or
Director , Commercial Services
 4 Probation Director of Student Support & Wellbeing and
Head of Security
Executive Director of Student & Academic Services or
Director , Commercial Services
 5 Termination of accommodation contract Director of Student Support & Wellbeing and
Head of Security
Executive Director of Student & Academic Services or
Director , Commercial Services
6 Referral to Senate*
(Student Code of Conduct)
Senate Office * Application of appropriate penalties depending on outcomes of the referral. Penalties may include suspension or expulsion from the University

If at any stage a student is invited to attend a meeting, they can choose to be accompanied by a fellow UofG student or a member of the SRC e.g. Advice Centre staff

In all instances an appointed manager may nominate a suitable alternative member of staff to hear a case if required.

Residential Student Code of Conduct Sept 2022

September 2022

Living in university residences is a great way to make new friends and settle in quickly to student life. The accommodation is designed to provide students with suitable living conditions, a pleasant atmosphere for studying and the chance to meet people from different backgrounds and cultures. It offers students an independent lifestyle, and in return we expect students to live together responsibly, without close supervision or interference from members of staff.


The residential Code of Conduct provides clear guidelines on the responsibilities of Residents. All are required to familiarise themselves with their responsibilities and abide by the Terms and Conditions of their Accommodation Contract. The Residential Code of Conduct and other policies listed form part of the Accommodation Contract. Any resident who breaches the Terms and Conditions of the Accommodation Contract or Residential Code of Conduct may be subject to Sanctions and /or Disciplinary Procedures.
Conduct
The resident must conduct them self at all times in a responsible and proper manner with due consideration for University staff, other residents, local residents and members of the public. Conduct related to the Halls of Residence, which is alleged to be a breach of the Residential Terms and Conditions, Residential Code of Conduct, Accommodation policies or University Regulations, will be dealt with in accordance with the provision of regulations as detailed in the Student Conduct and Sanctions or the University Code of Student Conduct. Any alleged conduct that constitutes a criminal offence may be reported to the police. Accommodation or University Disciplinary Action may also follow.
1. Antisocial behaviour
1.1. Residents and their guests must always be considerate towards fellow residents and the staff of the University.
1.2. Residents are entitled to live free of disruption, intimidation, or harassment from other residents.
1.3. Offensive, indecent, disorderly, threatening, or disruptive behaviour or language by residents towards other residents, University staff, maintenance /domestic contractors, neighbours and visitors will not be tolerated.
1.4. Official disciplinary action may be taken against unruly and drunken behaviour or misconduct and may be reported to the police.
1.5. Residents must not do anything which is likely to cause injury, to put safety at risk, or to damage property.


2. Noise - full policy can be found at https://www.gla.ac.uk/myglasgow/accommodation/policiesandprocedures/


3. Good Neighbour – full policy can be found at https://www.gla.ac.uk/myglasgow/accommodation/policiesandprocedures/


4. Parties
4.1. For safety reasons parties cannot be held in the University accommodation facilities.

 5. Visitors and overnight guests
5.1. While Scottish Government Covid-19 rules allow, all residents will be able to have a guest to stay overnight in their bedroom but they must comply with the overnight guest policy: Accommodation Services – Policies and Procedures

5.2. Where Scottish Government Covid-19 rules allow visitors:
5.2.1. Residents are allowed to receive visitors in their bedrooms between the hours of 08.00am and 12 midnight. For Health and Safety reasons and to minimise noise levels only one resident or non-resident visitor will be allowed at any one time.
5.2.2. The host resident must obtain the consent of his/her flat mates for any guest.
5.2.3. Guests or visitors are not permitted to enter or use the study bedroom or other communal areas of the flat without the host being present.
5.2.4. The guest must abide by the Terms and Conditions of the hosts Accommodation Contract. The host resident is responsible for the behaviour of their guests or visitors whilst they are on university premises and will be held financially liable and required to pay for any damage and/or loss they may cause. Visitors will be required to leave campus if they contravene the Code of Conduct.


6. Harassment
6.1. The University is committed to ensuring a learning, working, and living environment in which the dignity of all individuals is respected. Harassment is any unwanted behaviour which is perceived as harassment by the victim or anyone dealing with the incident. There is no single definition of harassment and what may be acceptable to one resident may be perceived differently by another. Examples of the sort of behaviour which might constitute harassment are:
6.1.1. Unacceptable comments, remarks, suggestions, abuse, obscenity, leering, bullying, mocking, threats, intimidation, receipt of verbal or written comments, posters, graffiti, physical contact, coercion, etc.
6.1.2. Students may be harassed for many reasons, amongst the most common of which are age, race, disability, gender identity, sexual orientation and religion or belief.
6.1.3 Abusive, threatening or violent behaviour towards other Residents, members of
University Staff, Visitors or Guests invited into University residence.
6.2. Harassment of fellow Residents, University Staff, Visitors to the University or neighbours because of their age, race, disability, gender identity, sexual orientation and religion or belief will not be tolerated.
6.3. Any form of harassment of other Residents, members of staff or members of the public is deemed wholly unacceptable, and offenders will be referred under the University Code of Student Conduct and risk having their Accommodation Contract terminated.


7. Drugs and use of illegal substances
7.1. The “Misuse of Drugs Act 1971‟ makes it an offence to possess, use or supply to other persons, any controlled drug. The Act also makes it an offence for the occupier of the premises, or a person concerned in management of any premises to knowingly permit or suffer any of several activities to take place on those premises. The activities specified in the Act include smoking cannabis or cannabis resin and supplying or attempting to supply a controlled drug to another person. The University, as a landlord, is obliged to comply with the Act and notify the police if a student is found to be in possession of drugs or to be supplying or producing illegal substances.
7.2. Staff, students and visitors are clearly required to comply with the law and therefore residents may not bring in or cause or allow to be brought into the accommodation any unlawful drugs or other such substances.
7.3. Anyone found using, supplying or producing illegal substances will face Disciplinary Action, may have their Accommodation Contract terminated (on the grounds of misconduct) or face further action being taken under the University Student Code of Conduct, and will be reported to the police.


8. Offensive weapons
8.1. Keeping or using a firearm or any other offensive and dangerous weapon or items that resemble such, such as an air pistol, a martial arts weapon, a ball-bearing gun, a catapult or banned or dangerous knife, is strictly prohibited within the Accommodation and the University.
8.2. Using any object in an offensive or dangerous manner or in a manner which is likely to frighten others is also strictly prohibited.
8.3. Residents who break this regulation, may be investigated under the University Student Code of Conduct and have their Accommodation Contract terminated immediately, and may be reported to the police.


9. Instructions by University staff
9.1. Residents must follow proper instructions given by any member of University staff who is on duty, and who identifies himself/herself, this includes Residence Life Staff. This is particularly important in respect of any instruction given in the event of a fire or any emergency but includes reasonable instructions the intention of which is to require residents to cease making noise or to comply in any other matter of behaviour.
9.2. Disciplinary action may be taken against anyone who does not comply with reasonable instructions by University staff or uses offensive language or behaviour towards any member of University staff. Investigation may be with the Warden or Student Life Manager or in some cases referred under the University Student Code of Conduct. See Escalation Levels for further detail.


10. Recharge Policy– full policy can be found at https://www.gla.ac.uk/myglasgow/accommodation/policiesandprocedures/

10.1 Each resident shares responsibility for the communal areas within their flat and has a personal responsibility for their study bedroom.
10.2 Damage within the residences should be reported to the residence site office and necessary repairs will be carried out. Any recharges will be issued in accordance with the recharge policy.
10.3 If individual(s) responsible for damage do not accept responsibility, during the
investigation stage, all residents sharing the facility, will be held jointly liable.
10.4 In the case of malicious damage, the resident may invoke investigation and
disciplinary action by the Warden or Student Life Manager or in some cases be
referred under the University Student Code of Conduct. See Escalation Levels for
further detail.
10.5 Residents are responsible for non-return or loss of keys, and any deterioration of
furniture, fittings or structure of their room not due to wear and tear.
10.6 Residents are not allowed to redecorate or alter any part of the flat or student
development.


11. Reporting repairs
11.1. Residents have a responsibility to keep the accommodation in good order and must report any faults or damage to either the flat or the appliances though the correct form as quickly as possible.
11.2. If a repair has not been completed in a timely fashion, residents should speak to the Site Office to receive an update on progress.


12. Cleaning
12.1. Residents are expected to keep their rooms clean and tidy and it is the responsibility of all residents to keep the communal areas clean and tidy. Failure to maintain clean and tidy flats may result in fines to return the accommodation to an acceptable standard. See Unacceptable Flat Guidelines https://www.gla.ac.uk/myglasgow/accommodation/policiesandprocedures/
12.2. For the avoidance of doubt regarding the cleaning of the communal areas of the premises, Residents are responsible for:-
12.2.1. The cleaning of kitchens to include all kitchen utensils and equipment and the correct
disposal of rubbish.
12.2.2. The cleaning of food preparation and storage areas, ovens, microwaves and cleaning
areas after use.
12.2.3. The appropriate cleaning of bathroom and toilet facilities after use.


13. Fire Safety - full policy: https://www.gla.ac.uk/myglasgow/accommodation/policiesandprocedures/ and Student Sanctions: https://www.gla.ac.uk/myglasgow/accommodation/policiesandprocedures/
13.1 Residents are responsible for studying the fire instruction and must be aware of the Fire
Regulations and evacuation procedure detailed in the policy above.
13.2 For the avoidance of doubt smoking cigarettes or electronic cigarettes (vaping) is strictly
forbidden inside all University buildings.


14. Security
14.1 Residents should ensure that all doors are closed securely when entering or leaving the premises. Do not allow anyone who is not a resident to come into the building behind you (i.e. tailgating).
14.2 Residents must ensure that front doors and room doors are always locked, otherwise personal security and that of your belongings may be at risk.
14.3 Window safety catches must not be removed, unlocked or damaged by residents.

September 2022

Good Neighbour Policy - Sept 2022

The University and its accommodation support the principles of being a good neighbour and expect visitors and guests to the accommodation to be bound to this principle by always behaving responsibly.
Our accommodation operates within a wider community framework, including homeowners and local businesses together with service providers such as police, fire and ambulance services and the City Council. Students will use these services and facilities and be living as part of this community and should do so with respect.
Examples of behaviour expected include:
• Using refuse/garbage bins correctly and not dropping litter in the street.
• Respecting the property of others e.g., fences; walls; parked cars; outdoor furniture.
• When returning home late at night, or in the early hours of the morning, be aware that noise travels and is capable of disturbing others.
• Consider the effect alcohol can have on your behaviour and the way others may view it and moderate consumption accordingly.
• Being aware of other people’s sensibilities and beliefs and recognise that some jokes or behaviour may be provocative and offensive to others.
The above is not exhaustive and is intended to raise awareness and give general insight into the behaviour expected of our residents.
Any person engaging in anti-social behaviour can expect Accommodation Services to take appropriate action.
Depending on the circumstances, disciplinary procedures may be invoked. See Student Sanctions for further detail, as well as escalation levels. Where behaviour extends beyond nuisance into criminality it will not be tolerated and will be reported to the police.
Please note that drinking alcohol in public places is prohibited in Glasgow. The consumption of alcohol, or possession of an open container of alcohol, in public places is illegal. Breaking this law can lead to a fine.

Noise Policy Sept 2022

Whenever there is a degree of shared living, noise problems can occur, and we rely on a degree of co-operation from our tenants to ensure a peaceful living environment for all. To assist you in achieving this, there are basic guidelines that we would ask you to observe.


Noise levels which negatively affect study, sleep or other activities will not be accepted, no matter what time of day. It is the responsibility of all residents to be considerate of neighbours so that an environment conducive to academic success and personal happiness is maintained. Please respect the rights of other residents and any neighbour’s privacy and the right to quiet enjoyment. Excessive or unacceptable noise which disturbs other residents will not be tolerated, whether it is residents within the same flat, residents in neighbouring flats within the student development, or people living in the neighbouring properties.


Top three complaints
1. Music – use of guitars, drums and other musical instruments is not advisable within university accommodation. Please speak to management/residence life assistants regarding where you can rehearse. Keep stereo equipment to acceptable volume. If you at are listening to music late at night, please use headphones. You can help reduce noise pollution by closing windows.
2. Noise in the stairs/at entrances - you should be aware of the noise you make when entering and leaving the building especially late at night. You are also responsible for the conduct of your guests. Shouting and banging of doors can cause considerable upset to neighbours.
3. Doors banging within the flat – Noise travels and if you have the habit of banging doors within your flat, the noise will reach your neighbours. Please close doors quietly, especially at night, and if your door closer is faulty, report it for repair.


Noise problems – what you should do
1. The first step is to approach your neighbour(s) and explain the problem, let them hear the noise you are experiencing so that they can understand the problem. It is surprising how often people are simply unaware of the noise they are making and once they realise how disruptive this is, they are happy to cooperate to eliminate the problem.
2. If you feel unable to approach your neighbours directly you should contact a member of residence life assistant staff who can intervene with you.
3. If you have spoken in a reasonable manner to the offending party, but the noise problem persists, it will be necessary for you to liaise closely with staff. You must report all instances of noise pollution, to allow us to build a case for disciplinary action. This can be a lengthy process.


Noise problems – what we can do
1. On receipt of a noise complaint, we will contact the tenant(s) concerned and ask them to come to speak to a member of management/residence life staff. It may be that by doing this we can reach a solution to the problem.
2. If further complaints are received, we will speak to those concerned again and explain that further action will be taken. It is at this stage that we would also conduct a sound test. This involves two members of staff and the neighbours concerned. The aim is to allow tenants the opportunity to experience the noise levels themselves and the noise levels in each other properties and agree mutually acceptable noise levels. This can be a highly successful tool in resolving noise complaints. If this action is unsuccessful, it will be necessary to move to formal disciplinary procedures.
3. If noise is external to the accommodation in a neighbouring property, we may contact environmental health or the police as they have powers to deal with noise that we do not have.
4. Should the source of the problem be uncooperative, and the process is taking a while to resolve, we will, if possible, offer you alternative accommodation. This will allow you to study in peace while we reach a resolution.
5. The University retains the right to remove any item which causes excessive noise until the end of the accommodation contract.

Residents should also be aware that these Regulations are particularly applicable during periods of major assessments, examinations or teaching practice and between 11pm and 8am it is expected that no noise or music should be heard in adjacent corridors or rooms. For the avoidance of doubt, regulations regarding noise are applicable not just within the accommodation, but also within surrounding areas.


It should be noted that noise problems can be difficult to resolve. Tolerance to noise varies from person to person and this combined with differing lifestyles and locality can lead to difficulties. Accommodation Services will work towards a resolution to suit all parties if possible, however there are no quick answers unless everyone involved is prepared to compromise and show necessary mutual respect for their neighbours.
Please see the document Student Sanctions for full details on the disciplinary action that may be taken where excessive noise complaints are taken against individuals or flats and Escalation Levels.
If you are unhappy with the action taken by Accommodation Services, please note that the University has a complaints procedure.

Overnight Guest Guidelines Sept 2022

FOR THE SAFETY AND WELFARE OF YOU AND OTHERS, THE FOLLOWING GUIDELINES APPLY

  1. Please obtain consent from fellow residents of your
  2. Please submit your request with a minimum 24 hours notice to the site office.
  3. Guests can stay for a maximum 3 nights, per calendar month, with one guest per flat allowed at any one time (1 per 5 students for larger flats).
  4. Guests must sleep in your study room and not in communal
  5. Overnight guests are strictly prohibited from staying in shared
  6. Please ensure your guest always carries the top part of the form with them.
  7. Complaints from fellow residents regarding your guest’s unacceptable behaviour could result in your guest being asked to leave
  8. Your guest is responsible for familiarising themselves with action to take in case of fire alarm
  9. We reserve the right to remove guests from the accommodation if they breach any Health and Safety guidelines or terms of your accommodation contract. We would also refer you to Part 2 Section (ao) of your contract, which states that “the Student will be responsible and liable for the actions and behaviour of any guest(s) and the actions and behaviour of the guest(s) will be treated as the actions and behaviour of the Student”.
  10. Guests showing symptoms of Covid -19 must not visit your accommodation and it is strongly recommended that guests obtain a negative Lateral Flow test 24 hours before arrival.

 

Overnight Guest Procedure - Sept 2022

All students in residence will be able to have a guest stay overnight in their bedroom* for a maximum of three nights, per calendar month, free of charge, provided the following procedure is followed:

Prior to arrival:

  1. Firstly, please obtain consent from fellow residents of your flat. Only one guest per flat is allowed at any time (1 per 5 students for larger flats).
  2. Collect and complete a booking form from your site office and submit your request with a minimum 24 hours' notice. The top part of the form will be returned to you and the bottom kept by the
  3. Your guest must confirm that they have no Covid-19 Symptoms. If they are showing any symptoms they must not stay in your accommodation. It is strongly recommended that your guest takes a Lateral Flow test 24 hours before arrival.

When your guest arrives:

  1. Please pass your part of the booking form onto your guest and ensure your guest always carries this with them. If they do not have this to prove they are entitled to be staying, they will be asked to leave.
  2. Your guest must sleep in your study room and not in communal areas.
  3. Your guest is responsible for familiarising themselves with action to take in case of fire alarm activation.
  4. We reserve the right to remove guests from the accommodation if they breach any Health and Safety guidelines or terms of your accommodation contract. We would also refer you to Part 2 (j) of your Residence contract, which states, “the student will be responsible for any loss, damage or disruption caused by them (or any guests brought by them into the Halls or room) 
  5. *overnight guests are strictly prohibited from staying in shared rooms

** Please note that complaints from fellow residents regarding your guest’s unacceptable behaviour could result in your guest being asked to leave immediately.

PLEASE NOTE NO OVERNIGHT GUESTS ARE PERMITTED DURING CHECK IN WEEKEND OR FRESHERS WEEK.

Student Sanctions & Escalation Levels Sept 2022

Action1st Breach2nd Breach3rd BreachRepeated or significant breaches
[INDIVIDUAL(S) or FLAT]
Noise complaint Residence Life Assistants to warn residents/flat regarding noise Warning letter issued by Site Warden to flat/identified residents

 

Fine up to £60 per responsible resident applied by UofG Student Services

Fine of up to £100 applied per responsible resident /resident of flat by UofG Student Services OR Escalation to Executive Director of Student and Academic Services, who may (in accordance with the Code of Conduct and Residency Contract) terminate Accommodation contract

Escalation levels- Residences

LevelSanctionAppointed managerReview manager if required
 1 Written warning Head of Student Engagement Operations Manager, Accommodation Services
 2 Fine Head of Student Engagement Operations Manager, Accommodation Services
3 Relocation to alternative residence Director of Student Support & Wellbeing and
Head of Security
Executive Director of Student & Academic Services or
Director , Commercial Services
 4 Probation Director of Student Support & Wellbeing and
Head of Security
Executive Director of Student & Academic Services or
Director , Commercial Services
 5 Termination of accommodation contract Director of Student Support & Wellbeing and
Head of Security
Executive Director of Student & Academic Services or
Director , Commercial Services
6 Referral to Senate*
(Student Code of Conduct)
Senate Office * Application of appropriate penalties depending on outcomes of the referral. Penalties may include suspension or expulsion from the University

If at any stage a student is invited to attend a meeting, they can choose to be accompanied by a fellow UofG student or a member of the SRC e.g. Advice Centre staff

In all instances an appointed manager may nominate a suitable alternative member of staff to hear a case if required.

Student Recharge Procedure Sept 2022

The purpose of these guidelines is to explain how the University will identify, investigate and recover costs attributable to loss, damage or vandalism caused to property, fixtures, fittings, furniture and equipment by residents or their visitors of any accommodation managed by or on behalf of the University of Glasgow.


Below is detailed the definitions used throughout the document.

 

TermDefinition
Damage Damage is considered to be any deterioration to property, fixtures, fittings, furniture and equipment over and above that which is accepted as “fair wear and tear”. Some damages are easy to identify, for example, where items have been broken. Some damages are less immediately obvious, for example, cigarette burns in carpets, marks left on walls due to the use of “blue tack”. 
Vandalism Vandalism is considered to be intentional and serious damage to property, fixtures, fittings, furniture and equipment. 
Loss Loss of any items relating to property, fixtures, fittings, furniture and equipment provided to the resident at the start of their tenancy/licence agreement. 
Inspection The office team will be responsible for inspecting properties as determined by the Accommodation Manager. Inspection of properties will facilitate identifying any loss, damage or vandalism caused to property, fixtures, fittings, furniture and equipment by residents of any accommodation managed by or on behalf of University of Glasgow. 
Inventory  A schedule of items supplied to the resident as part of their tenancy/licence agreement.
Written communication/ responses  E-mail as well as letters can be considered to be written communication or responses by either the complainant/service user or Designated Staff member or Accommodation Manager. 
Kinetics Online accommodation management system.
Indicative Charges  The charges that will be levied to a resident either individually or split equally between all identified parties to recover the costs of replacement items that are damaged due to other means other than normal wear and tear. These charges can be found displayed on residence notice boards and at the main reception areas of all sites.  

PROCEDURES
1) ON ARRIVAL
When residents check in to their accommodation, they will be sent two inventory lists via Kinetics to their student email address. One inventory list will be for their bedrooms and the other one will be for all the communal areas in the flats, i.e., kitchens, corridors etc. These inventory lists will detail all items supplied and the condition of the items at the start of the resident’s tenancy.
It is the resident’s responsibility to reply within two days having reviewed the inventory either to confirm the inventory and the condition of the items or to make comment on items that are missing or not in the condition as detailed. In the case of flat communal areas, the first resident to confirm the inventory for the communal areas will do so on behalf of the whole flat, but the other residents still have the ability to question the return or make comments as required. If a resident contests any item and / or condition of items, then the site office will inspect the area(s) applicable and record any discrepancies on Kinetics. This will ensure that the most up to date data is recorded and will be used as the basis for future inspection and any potential charges.
2) INSPECTIONS AND SUBSEQUENT CHARGES
For reasons of Health and Safety and student welfare all properties are inspected on a regular basis. These inspections vary but advance notice of bedroom inspections will be provided by the site office team at least 48 hours in advance.
The frequency of these inspections are as follows.
• Communal Areas – monthly check as part of cleaning and caretaking services
• Bedrooms – minimum of two inspections each year.
• Flats may also be inspected as a result from a report from residents for repairs or damage that need actioned.
• At the end of the tenancy period.

After every inspection the site office team will be responsible for recording all instances of loss, damage or vandalism to all property, fixtures, fittings, furniture and equipment. A report of all findings to be recorded on Kinetics including photographic evidence and evidence from CCTV (where available) and all resident(s) will be advised withing two working days of the damage being discovered. In addition, the office team will advise the resident(s) that the information will be forwarded to the University within five working days for recharge.
On occasion where damage is found to be excessive, and not covered within the Indicative Charges list, the costs for repair, damage, replacement etc. will need to be sought from a relevant contractor. The office team will advise the resident and the University and ensure that costs are forwarded as soon as received.

3) INVESTIGATIONS AND DETERMINING CAUSE OF LOSS, DAMAGE OR VANDALISM
The site office team will be responsible for assessing any loss of items relating to property, fixtures, fittings, furniture and equipment against the agreed inventory agreed by the resident at the start of their agreement. All damage assessments will be carried out by two members of site management staff. They will record all damage and take photographic evidence as appropriate. All details will be recorded on the Damage report form and stored electronically. Once the report is complete it will be sent to the site warden to sign off before any damage costs are raised on Kinetics.

RESIDENT’S BEDROOM
All residents, as per their Licence Accommodation Contract, are considered responsible for any loss, damage or vandalism within their own room. Where any loss of items has occurred, and the resident is unable to return the item(s) or cannot offer a reasonable explanation for its loss, the site office team will advise the resident within two working days that the University will be informed within five working days of the charges that will apply. All relevant information will be updated on Kinetics with the detail of the loss and any relevant back-up information. The resident will receive an email from Kinetics advising them of the cost of replacing the missing items.
Where any damage or vandalism has occurred to property, fixtures, fittings, furniture and equipment in an individual resident’s bedroom, the same rules will apply as with the loss of items, i.e., the site office team will advise the resident within two working days that they are considered to be responsible for any damage or vandalism, and Kinetics will be updated detailing the damage/vandalism along with any relevant back-up information, e.g., photographs. The resident will receive an email from Kinetics advising the resident of the costs for repair and or replacement. The University will be notified within five working days for charging the cost of repairs and/or replacement of any items.

PUBLIC AREAS WITHIN FLATS
All residents, as per their Licence Accommodation Contract, are considered responsible for any loss, damage or vandalism that occurs to property, fixtures, fittings, furniture and equipment in the public areas within flats, e.g., hallways, kitchens, bathrooms, shower rooms, toilets, living rooms. Where there is damage or vandalism in these areas and the liability for the damage has not been accepted by a resident(s) who have access to these areas, the site office team will advise all residents within the flat of any charges that will apply, split equally amongst all residents. The site office will update Kinetics with all the details and any other relevant information including photographs, within two working days, the information will be forwarded to the University within five working days for recharge. All residents will also receive an email via Kinetics advising of the costs for repair/replacement.
Please note that after departure it may take up to 7 days to carry out an inspection.
PUBLIC AREAS OUTWITH FLATS
All residents, as per their Licence Accommodation Contract, are considered to be responsible for any loss, damage or vandalism to property, fixtures, fittings, furniture and equipment to public areas out with flats, e.g., hallways, staircases, stairwells, laundry areas. Where loss, damage or vandalism has occurred, and liability has not been accepted by a resident or residents the site office team will advise via Kinetics all residents of the floor or block within two working days with all the relevant costs split evenly between all residents of that floor or flat, and that the University will be informed within five working days for recharge. The office team will also update Kinetics, detailing the loss/damage/vandalism and any relevant back-up information e.g., photographs etc., again within two working days.
DAMAGE / VANDALISM DISCOVERED OUT OF HOURS
Where damage or vandalism has occurred to property, fixtures, fittings, furniture and equipment and has been discovered out of hours, the issue must be reported to the on-site duty staff, who must fully investigate the damage and record it on the in-house maintenance system (Ivanti), to try to establish person(s) responsible. If the person(s) responsible are identified then the associated costs of repair or replacement will be processed in line with all other loss or damages, i.e., residents will be notified within two working days, Kinetics will be updated, and emails will be sent with the costs.
4) DISCRETION
The site managers will have the right to use appropriate discretion in determining whether any damage to property, fixtures, fittings, furniture and equipment to individual resident’s bedroom or to communal areas is considered to be accidental.

5) UNIVERSITY RECOVERY OF RECHARGES
The University will be responsible for recovering all charges due through the resident’s My Campus Account. The University will implement debt recovery for amounts recharged but not paid.

6) DISPUTED CHARGES
Where resident(s) dispute the liability of any loss, damage or vandalism to property, fixtures, fittings, furniture and equipment to individual resident’s properties or to communal areas, the residents have the right to appeal against the decision to the Accommodation Manager within two working days of receiving the correspondence advising of outcome of the investigation and applicable charges.
The Accommodation Manager will further investigate and confirm to the resident(s) within five working days of their decision whether to uphold the cost / liability or if the charges are to be disregarded.

If the Accommodation Manager upholds the cost/liability and resident(s) still do not agree with that decision the resident(s) will be advised that the information, including any subsequent supporting findings, will be forwarded to the University within five working days for recharge and The University will make the final decision as to whether the resident(s) are liable for the costs.

Unacceptable Flat Policy Sept 2022

The purpose of these guidelines is to detail the procedures that will be followed if the common areas of student accommodation are found to be in an unacceptable condition. These guidelines will apply to any accommodation managed by or on behalf of the University of Glasgow. 

INTRODUCTION  

All students in residence enter into an Accommodation Contract with the University of Glasgow and are bound to abide by this.

Residents are reminded of the following extract from part 2 of the agreement:

Repairs and Maintenance
w. The Student shall keep the Room clean and tidy. The Student is also responsible, together with other residents of the Hall, for ensuring that the communal areas pertaining to the Room are kept clean and tidy on a day to day basis. Failure to maintain the accommodation in a clean and tidy condition to the satisfaction of the University will result in residents being issued with written warnings and/or cleaning charges and fines in accordance with Unacceptable Flats policy

Procedure

In any working day, residence common area/s may be visited by a number of staff in the usual course of their duties or as part of the scheduled flat inspections.

If a member of staff considers that the common area(s) in which they are working or inspecting does not meet with the Terms and Conditions of the Accommodation Contract, they will start the process detailed in stage 1 below.

Although not an exhaustive list, some examples of substandard conditions are:

  • Excessive rubbish or bins left overflowing.
  • Excessive accumulation of materials to be recycled.
  • A build-up of dirty crockery and cooking utensils which present an opportunity for pest infestation.
  • A build-up of dirt, spilt food and grease on hobs and in grills and ovens, which also constitutes a fire hazard.
  • General untidiness which may present the opportunity for fire risk.
  • Inappropriate items being brought into the accommodation, e.g., bicycles, supermarket trolleys, traffic cones, etc.
  • Worktops covered in dishes, food or equipment preventing the cleaning staff (where this service is provided) from undertaking their duties.
  • Communal toilets and showers excessively dirty
  • En-suite bathrooms excessively dirty
  • Sinks inaccessible due to build up of dishes.

Stage 1

  • Photographic evidence will be taken and sent to the site Assistant Manager.
  • The Assistant Manager will email all residents of the flat detailing all areas for improvement and advising that they have 48 hours to rectify the areas for improvement.
  • At the end of the 48-hour period, the flat will be re-inspected by the Assistant Manager who will take photos to corroborate if the areas for improvement have been actioned. 

OUTCOMES 

A) If the areas for improvement have been actioned:

The Assistant Manager will email all residents of the flat to confirm that the required actions have been completed. Please note that the Stage 1 note will be open for three months and a further occurrence will mean that the process will immediately proceed straight to Stage 2.

 B) If the areas for improvement have NOT been actioned:

The Assistant Manager will email the flat to advise them they are progressing to Stage 2 of the Unacceptable Flat Process and that they have a final 24 hours to rectify the areas for improvement.

 Stage 2 

  • The flat will then be re-inspected by the Assistant Manager 24 hours later and again they will take photos to corroborate if the areas for improvement have been actioned.

 OUTCOMES

 A) If the areas for improvement have been actioned:

The Assistant Manager will email all residents of the flat to confirm that the required action has been completed and as with Stage 1, the Stage 2 warning will be left open for three months and any further occurrence will mean that the flat will proceed straight to Stage 3 of the process which may also involve a recharge for the cost of a deep clean of the flat.

 B) If the areas for improvement have not been actioned:

The Assistant Manager will email the flat to advise them they are progressing to Stage 3 of the Unacceptable Flat Process and will be recharged for the cost of a deep clean based on the areas of concern and the indicative price list. 

Stage 3 

The flat will be cleaned on behalf of the residents and all residents will be charged all costs involved as per the recharge policy.

Health and Safety Concerns

If a flat is found to be in a highly unacceptable condition and causing a risk to the Health and Safety of the residents living there, the Accommodation Manager and Accommodation Services Operations Manager can make the decision to bypass the three-stage process and initiate an immediate deep clean with residents liable for all the associated costs.

University's Student Contract (Senate Office)

The Student Contract is a legally binding agreement between you and the University comprising three documents: your offer of study, the Student Terms and Conditions and the University Regulations.

Details can be found on the Senate Office web page. 

Please note the Student Contract is published in August for the upcoming academic year. Please ensure you refer to the Contract for the current year of study/accommodation contract.