St Marks Terms and Conditions 2017/18

Our responsibilities - University of Leeds Residential Services (in partnership with UNITE for The Tannery, with Unipol for Grayson Heights, with the Mansion Group for Leodis and with Downings for CitySide)

Cancelling the agreement

1. If you accept the contract without face-to-face contact with a member of Accommodation Services staff (based in the Student Services Centre) you have a 7 day 'cooling-off period'. This means that if within 7 working days of accepting the contract you notify Accommodation Services in writing (including email) that you have changed your mind, you will be released from the contract with no financial charges, as long as you have not moved into your accommodation. The day you accepted does not count towards the cooling off period.

1a. You don't get 7 days cooling-off period if you accept the agreement at or hand it back to Accommodation Services or stay overnight in your accommodation (or keep the key overnight). This means you will be responsible for ensuring the contractual terms are met in full as soon as the contract is accepted.

2. If you are an international student who has been refused a visa, you must notify us immediately and, at any event, before the start date of your contract. We will usually release you from your contract from the date that you provide us with proof of your visa refusal. If this is after your contract start date, we will charge you rent until this proof is received.

Standard of accommodation

1. We will ensure that all fixtures, furnishings & fittings are clean and in a reasonable condition at the start of the tenancy, and that they comply with Furniture and Furnishings (Fire Safety) Regulations.

2.  We will ensure that the furniture provided is of a reasonable standard.

3.  We will ensure that communal areas (entrances to buildings, stairwells & corridors) external to your shared flat and/or room are kept clean, free of obstructions, debris & spillages.

4. We will allow the installation of further 'free-standing' items during your tenancy. In the event that they are deemed unsafe to either yourself or others or that they cause damage, we reserve the right to request their removal. You must not make alterations to your accommodation (e.g. decoration, wall fixings, etc), without the express authorisation of the manager of the residence or their staff.

5.  We will provide an appropriate number of WC, bath and/or shower facilities, with a regular supply of hot and cold running water.

6.  We will need to carry out essential repair and maintenance work at St Marks during the tenancy period. To minimise disruption to residents we want to do the work while rooms are empty. Our plan is to keep a number of rooms vacant; carry out the first phase of work there, then move residents into those rooms once work has been completed. We will then carry out the next phase of work on the rooms that residents have vacated, and so on until we have completed work on the building. By accepting an offer of accommodation at St Marks, you agree to move to a different room in St Marks at some point during your tenancy if we ask you to. We will not ask you to move more than once, and we will give you at least 14 days’ advance warning. Our plan is to move people in fairly large batches, keeping people in the same flat together, so that you should be just as close to your friends after the move as you were before. Most of the work will be external, and we will not be refurbishing rooms. However, we do plan to decorate some rooms and kitchens, as necessary. If a resident refuses to move when requested, we will carry on our planned programme of works, but without liability to the resident concerned for any disruption, inconvenience, loss of amenity or anything else.

Repairs, maintenance and management

1.  We will carry out repairs within reasonable time limits and as stated in the welcome information (for The Tannery, Grayson Heights, CitySide and Leodis) or Customer Service Promise (for all other residences).

2. We will provide a reactive maintenance service, all year-round, with an emergency response service 24 hours a day. We maintain all properties in line with relevant statutory legislation and in keeping with the ANUK/Unipol Code of Standards for Larger Developments.

3.  We will undertake regular inspections and take appropriate action against tenants who fail to comply with the conditions of their tenancy agreement, especially with regard to any failure by the tenant to keep their accommodation properly clean, tidy and maintained in a good condition. We will serve written notice to tenants if we require them to improve standards of cleanliness or care for our property, reserving a right to charge tenants to cover any costs of rectifying poor conditions or standards if a tenant fails to do this.

4.  We will ensure that all contractors are identifiable by corporate clothing & I.D. badges, are required to follow agreed entry procedures for residential accommodation, and are professional and courteous whilst in the accommodation.

5.  We will ensure that all contractors are required to complete the work to a good standard, and leave your accommodation in both a safe and a clean condition.

6. We will maintain the grounds for all properties in a safe and tidy manner.

Security, health and safety and welfare 

1.  We will provide a security service at your residence by making arrangements with the University's, Unite's, Mansion Group's, Unipol's or Downing’s Security Services.

2.  We will provide you with security guidance that you should read carefully and comply with, so that you can assist us in reducing the risk of crime.

3.  We will provide reasonable external lighting at the entrances to each property and at any other location that is deemed necessary for crime prevention reasons.

4.  We will make sure that the communal areas of your accommodation are adequately lit.

5. We will provide you with accommodation where the gas and electrical installations comply with current safety regulations. If you install your own electrical appliances they must be correctly rated for use in the UK, and be in a safe condition. (If your own appliances do not comply or are unsafe, we will require you to remove them)

6.  We will provide all resident students with a Warden, who is responsible for both welfare and discipline in University accommodation.

Protection from eviction and harassment 

1.  We may seek possession if you are in serious or persistent breach of your obligations in this contract or in the university's disciplinary regulations (www.leeds.ac.uk/secretariat/student_cases.html) and/or there are serious rent arrears. If we want to take possession of your room/flat we have to take legal action in the courts i.e. get a court order.

2.  You are entitled to live in the accommodation free from any interference or harassment from staff or other residents. Complaints will be dealt with in accordance with the complaints procedure detailed on our website

Sports Membership 

1.  Included in your rent is Edge Club Sports membership, which would cost more than £180 per annum if you were not a resident. Membership entitles you to use the sports halls, squash courts, climbing wall, all outdoor pitches and to attend all classes free of charge during opening hours. It also entitles you to free entrance to the gym and swimming pool between 6.30am and 12 noon and between 2pm and 4pm Mondays to Fridays (www.leeds.ac.uk/theedge). It does not entitle you to free use of the University's outdoor centres. You must comply with the User Terms & Conditions. Membership will cease at the end of your accommodation contract. No refunds are given.

We recognise that a small number of students with disabilities may not be able to take advantage of these facilities. If that applies to you, please email us on accomsports@leeds.ac.uk within 7 working days of accepting this contract, stating your reason and enclosing your corroboration e.g. doctors note. We will then reduce your rent by the residents' discounted membership fee of 35p per day for the length of your contract (equivalent to £103 for a 42 week contract). If you do not email us within 7 days of accepting your contract then you will not be able to get a reduced rent. Students experiencing severe financial hardship may opt out of sports membership, but again you will need to email us on accomsports@leeds.ac.uk within 7 working days of accepting this contract, stating your reason and enclosing any corroboration. Opt-out on grounds of hardship is at our reasonable discretion and we may make an administration charge of £20. If you opt out of sports membership but subsequently decide to take it up at a later date, you will have to pay the full price. We cannot accept opt-out for any other reason, because we rely on all residents being members to be able to offer the residents' discount.

If you move into accommodation mid-session, having already purchased Edge Club, Edge Club Extra or Edge Club Premium membership, this membership will continue and your rent will be reduced by 35p per day. If you move into accommodation mid-session, having already purchased a Sports Pass, this will be upgraded to Edge Club membership, you will be charged a one off fee of £10 and your rent will be reduced by 35p per day.

You can upgrade your membership by going to sport.leeds.ac.uk/hallsmembership.

Other 

1.  You will usually be able to collect your key and occupy your accommodation from 2 p.m. on the contract start date (unless otherwise notified). You must vacate your accommodation and return the key by 10 a.m. on the contract end date.

2. In catered accommodation, we will provide meals on the dates listed below. Meal times are shown on individual residences pages. The cost of any missed meals, because you are away from your accommodation or because you have left early/arrived late, will not be refunded to you. Nor can you carry over to another day any unused amount on a campus meal card. If you do not produce a valid meal card, you may be charged for the cost of your meal.


Devonshire Hall:
18 September - 10 December
8 January - 25 March
23 April - 16 June
Breakfast and dinner Monday - Friday, brunch and dinner Saturday and lunch on Sunday (breakfast only on last Saturday of each term, except term 3 where the last meal is dinner on Friday. Dinner only on first Sunday of each term).

Charles Morris, Ellerslie Global and Lyddon Halls:
17 September - 9 December
7 January - 24 March
22 April - 16 June
Breakfast and dinner Monday - Friday (£11.10 per day meal allowance), brunch Saturday and Sunday (£6.20 per day meal allowance). On bank holidays and university closed days, there will be a limited service.

3.  We will serve at least 24 hours written notice before any routine inspection or planned maintenance visit by staff or appointed contractors, with the exception of regular cleaning visits (for which a schedule will be provided in each property). However, where you have previously reported a fault to site staff, contractors will be asked to enter your accommodation without notice to effect speedy repairs. We may also need to enter your room without 24 hours’ notice in case of emergency, or if we have reason to believe that an illegal activity is taking place or that you are at risk. All staff and contractors will follow an agreed procedure that respects your rights to privacy and quiet enjoyment of the property.

4.  We will insure the building against fire and natural disasters. If you are unable to live in the property due to accidental fire or other disaster, any advance rent paid will be returned. We would look to resolve any dispute in this particular case by mediation. We will try, but will not be under any obligation, to re-house you.

5.  Rarely, we may require you to change room due to unforeseen circumstances. Where this occurs, we would provide you with a comparable room at the same rent.

Your responsibilities

Rent and deposit

1.  You will pay the rent on the agreed instalment dates. (accommodation.leeds.ac.uk/pay)

2.  You agree that if you move out early you may still be liable to pay the rent, unless a suitable replacement is found. This must be another full-time University of Leeds student, who is not currently living in and/or who has not been asked to leave university accommodation and who is deemed acceptable by the Accommodation Manager and Warden.

3. If you leave University in accordance with the temporary or permanent withdrawal procedure described in the regulations for taught or research students, you must give us 8 weeks’ notice in writing of your intention to leave your accommodation. We will release you from your contract after the 8 weeks as long as you have handed your leavers form in to Accommodation Services and returned your keys. We may also offer you the opportunity to transfer your rent liability to a cheaper room, if available. You will usually also be charged a £40 administration fee. Your Edge Club membership will cease from your contract release date.

4.  If you move to alternative University accommodation with the agreement of Accommodation Services, you will no longer be responsible to pay rent under your existing contract but would be bound by the contract on a new room. The terms and conditions for residential accommodation would remain the same, other than where specified on the new contract or "Amendment to Tenancy Agreement" form. We will usually charge you a £40 movement charge. The end date of your Edge Club membership will be amended in line with your new contract end date.

5.  You agree that an administration charge of £20 will be added to your bill if any accommodation fees are not paid by the due date, followed by a further £20 for each month that payment remains outstanding.

6.  Any charges for damage or fines made during the year will be added to your account and will be payable within 10 days of us sending/emailing you an invoice. Non-payment by the due date will result in late payment administration charges as per section 5 above.

7.  You will also pay a returnable deposit of £200 on signing this contract. At the end of your contract any remaining unpaid damage charges, fines, rent or additional fees will be deducted from the deposit and any remaining balance returned to you usually within 4 weeks from the contract end date. (It will be longer than 4 weeks if you are to be charged for any damage that is not at a fixed price). If the £200 returnable deposit does not cover the outstanding charges, fines, rent or additional fees, you will be sent a statement of account which will be payable immediately.

Respect for others 

1.  You agree to keep noise at a level that does not interfere with the study, sleep or comfort of other residents, staff and neighbours. This includes TV's, stereos, CD players, musical instruments, singing, shouting etc. You must reduce the level of noise immediately if requested to do so. After 10 p.m. you should keep noise to a minimum and after 11 p.m. no noise should be heard outside your room (unless you have written permission from your Warden for a party and are following the guidelines stated in that permission).

2. You agree to behave with respect and consideration towards other residents, staff and your neighbours. This includes not injuring, or damaging the property of others, not using foul or abusive language, not using other residents' possessions without permission and respecting the privacy of others. The University does not tolerate any form of harassment, discrimination or bullying, whether it be based on someone's faith, gender, sexuality, race, disability or other.

3. You agree to keep your room in a clean state and carry out your share of cleaning in any communal areas for which you are responsible e.g. the kitchen.

4. You agree that if the communal areas for which you are responsible are not kept clean, the Warden or Residence Manager may issue a warning and request that the areas be cleaned properly. If there is no improvement after the warning we may hire a company to clean the areas and re-charge the cost to the residents responsible for them.

5.  You agree not to hold any parties without prior permission of the warden, which will be given in writing.

6. You agree not to smoke (including hookah/shisha pipes) in any part of any building in your residence except within your own room if Accommodation Services have advised you, by email, that it is designated as a smoking room. If your room is designated as a smoking room, you and your guests are allowed to smoke tobacco within your room only and must keep the door closed. You are required to ensure that University staff and contractors visiting your room (during inspections, cleaning and maintenance activity etc.) are not exposed to smoke when they enter your room. You must stop smoking during staff and contractors' visits and open your window if requested to do so. You will be charged for any damage caused as a result of smoking (eg burns to flooring).

Respect for your accommodation/living environment 

1.  You agree not to keep any animal, bird, reptile or insect. Disability assistance dogs are permitted with prior notification.

2.  You agree to ensure the building and your room/flat is left secure. For example, you must not prop open external doors and you should lock your door, and close the windows when you are out.

3.  You agree not to tamper with any electrical equipment, gas installations/appliances or fire-fighting/prevention equipment (unless you have due cause to do so) and you are warned that you may be committing a criminal offence if you do.

4. Due to fire risk you are not allowed to have portable electric or gas heaters or any sort of portable cooking equipment, chip pans, fairy lights, candles, incense sticks, oil lamps, or anything else with a flame. You must not prop open fire doors or obstruct exits. You agree not to keep in University accommodation anything that could harm you or someone else, for example airguns or any other form of weapon (even a licensed weapon), chemicals, or fireworks.

5.  You may not decorate your room or any communal area without written permission from the Senior Residences Manager.

Other

1. You agree not to give keys to your flat/room to any other person.

2. You agree that if you have a vehicle on the accommodation site, you will park it in the designated bays and display a parking permit. You also agree to drive responsibly and with due care and attention, obeying any traffic and road regulations at your site. Major repairs to cars or motorcycles must not take place on University premises.

3. If you have a bicycle, you agree to use it responsibly and to leave it only in the designated bicycle areas.

4.  If you have a television or watch television through a computer, you accept responsibility for buying a television licence. The TV Licensing Authority may prosecute and issue a fine of up to £1000 if a resident has a TV but no licence (The TV Licensing Authority is an external body and not part of the University. See www.tvlicensing.co.uk/ for more information and to purchase a licence).

5.  You agree to report any damage to your accommodation promptly, using the reporting procedure set out on our website  

6.  You agree that if you break the rules set out here, or fail to respond to a reasonable instruction from a Warden/subwarden or member of staff, you may be subject to disciplinary procedures. The disciplinary procedure forms part of this contract and you can read it at www.leeds.ac.uk/secretariat/student_cases.html

7.  You agree not to sublet your room/flat without written permission from Accommodation Services.

8. You agree that your guests can only stay in your room/flat for three consecutive nights, three times per term. These arrangements can only be changed by permission from the Warden (permission will not be unreasonably withheld). You agree also to make sure that your flatmates, or those students living in rooms near to you, have no objection.

9.  You agree to be responsible for your guests whilst they are in or on the residence site. This includes being responsible for any damage they may cause.

10.  You agree not to use your room, or any part of the residence, for any business purposes (this includes promoting non University or LUU events through flyering and selling of tickets) or illegal activity, including any activity relating to illegal drugs.

11. You agree to pay for any damages that have been caused by you, either through negligence, deliberate act or accident. You also agree to pay for any damages that may be caused within an area over which you have sole or joint control (e.g. a shared kitchen), if the person who has caused the damage cannot be identified. In the case of an area over which you have joint control, you will be required only to pay a fair proportion of the charge. You have the right to appeal against a charge - details of the appeals process can be found here accommodation.leeds.ac.uk/fines. You also accept that you may be subject to disciplinary action as a result of these damages, under the disciplinary procedures described at www.leeds.ac.uk/secretariat/student_cases.html.

12. You agree to move out of the residence if you stop being a student and if required to do so. If you refuse to leave, we need to obtain a court order for possession.

13. You agree to vacate your accommodation, leaving it clean and free from rubbish or belongings, and to return the key by 10 a.m. on the contract end date. You agree that we may dispose of anything left in the accommodation after you have returned your key.

The accommodation contract, including these terms and conditions, has been approved by LUU Student Advice Centre. You can contact them for independent advice and assistance. Email:advice@luu.leeds.ac.uk