Woodlands Halls Information Welcome to Woodlands Halls. We hope you enjoy your stay in your University accommodation. Woodlands Halls is a non-smoking residence for your comfort. 1
Woodlands Halls To help you enjoy your stay with us we have put together some useful information for you. Please read this before you arrive. You will also need to refer to it throughout your stay. It contains important information about your accommodation. Also check us out on Facebook & join the Woodlands Halls group: https://www.facebook.com/groups/763684827109515/ If you have further questions not answered in this booklet you should look at Frequently Asked Questions on our website or contact us by either e-mailing accommodation@tees.ac.uk or giving us a ring on 01642 342255. 2
Contents Pre-Arrival Information Collecting your keys.. Page 4 Map and Directions... Page 4 Your Address.. Page 5 Your Deposit... Page 5 After you Arrive Inventory.. Page 5 Registering with a Doctor.. Page 6 About your Residence Your Room..... Page 6 Looking after your keys. Page 6 Internet Access.. Page 7 Laundry Facilities.. Page 8 Heating. Page 8 Telephones. Page 8 Wardens... Page 8 Contents Insurance.... Page 9 Maintenance & Repairs. Page 9 Practical Advice The Accommodation Team.. Page 10 Condensation... Page 10 Post Delivery... Page 11 Equipment.. Page 11 Caretaking & Cleaning Staff... Page 11 Maintenance Staff... Page 12 TV Licensing. Page 12 Community Living.... Page 12 Help and Support for you Page 12 Parking Page 13 Furniture. Page 13 Safety Your safety. Page 13 Fire Alarm & Fire Fighting Equipment.. Page 14 Security Page 14 Smoking Policy.. Page 15 Administration Room Changes... Page 15 Accommodation Fees Page 15 Withdrawing from your course. Page 16 Return of Deposits (At the end of your stay). Page 17 Re-directing Mail.... Page 17 Contacting you during the contract period. Page 17 If you have an issue or a complaint Page 17 Let us know what you think Page 18 Frequently Asked Questions.. Page 19 Useful Contact Numbers Page 21 3
Your Arrival Collecting your keys You can collect your keys from the Security Control Office on the ground floor of the Library building (building 2 on the campus map on the University website). The Security Control Room is staffed 24 hours a day. To get the keys when you arrive you must give us the registration form. This is the bottom half of the covering note in the e-mail sent to you after you returned your signed contract the top half has your current address on. If you can t give us this form unfortunately we will not be able to give you the keys. You should arrive no earlier than the date on your contract. If you need to arrive before this date then you need to agree this with the Accommodation team and we will start your contract from the day that your key is collected from Security. If you need to cancel your booking you need to tell us at least 10 days before the course start date. You must also tell us if you are going to be delayed. Map and Directions The campus map on the University web site shows where Woodlands Halls are situated. If you are travelling by car please refer to the website for Travel Directions. If you are travelling by train please book your ticket to Middlesbrough Station, a short taxi ride away. Teesside is a varied and vibrant region find a guide to the attractions and surrounding area at: http://www.tees.ac.uk/sections/common/rough_guides.cfm 4
Your address Your address will be: For Halls 1-4 Hall Room, Woodland Hall, Woodlands Road, Middlesbrough, TS1 3BQ For Halls 5-7 Hall Room, Woodland Hall, Laura Street, Middlesbrough, TS1 3QJ Your deposit You need to know that we can only refund the deposit of 150 if we receive written confirmation at least 10 days before your course start date that you will not be attending the University. You also need to tell us if you are going to be delayed. If you don t, we may re-allocate your room to another student if you have not arrived by the Wednesday after the course start date. After you Arrive Inventory This is sent to you with the Registration Card. This is really important. It is your chance to tell us the condition of your room when you move in. After your arrival you should make a note of any damages and faults so that you are not charged at the end of the Agreement period. It is really important that you fill this in and return it to us by the date requested. If you don t return it you may not get your deposit back especially if we find any damages. We have to charge you for any damage over and above fair wear and tear. Please take care when fixing posters etc. to the walls. Any charges for damages will be notified to you by letter as soon as possible after it has been reported. We will inspect all the communal areas and rooms at the end of your Agreement period and we keep a record of the current 5
condition. Inspections are made regularly whilst you are living there either by us or the Wardens on site and the Caretaker. Register with a Doctor (General Practitioner GP) On arrival you should register with a local Doctor (GP). You can find local GPs on the NHS website http://www.nhs.uk/service-search/gp/locationsearch/4 To register you need your current medical card which should be signed and include the name and address of your current GP, or if you are an International student your passport. About your Residence Your Room Each room has a: Single bed with a standard mattress Wardrobe Chest of drawers Desk and study chair Wall-mounted Bookshelf Looking after your Keys Your key is your responsibility. Your key opens your room door and the lock for the corridor of your House. Your key cannot be cut elsewhere as it is part of a suited lock and has to be specially cut. Access to the main Hall door is via your student card. X Don t identify your key in any way with your name and address. Always keep them in a safe place and do not leave them unattended. If you lose your key you can get a spare one at any time from the Security Control Room. You will need to show identification and sign for the spare key. If spares are not returned within one week then replacement key(s) will be 6
ordered by us and we will deduct the cost, 20, from your caution money. If you have any queries contact us, during office hours, or the duty Warden. When you leave your room at the end of the contract period all keys should be returned to the Security Control Room, which is staffed 24 hours a day. Internet Access All rooms are equipped with a broadband network facility giving access to the internet free of charge. A wireless service is also available in Woodlands Halls It s easy to access the Internet and associated services in your room. All you need to do is register your details on the StudentCom Portal. To connect to this service you will need to log on to https://prearrival.studentcom.co.uk/registration and you will be guided through the process. The basic package is included with your accommodation; however there are options to purchase upgrades and/or additional services via the StudentCom Portal. The basic package includes: 20mb Internet connection. The service will allow up to five devices concurrently, e.g. primary device such as PC or MAC, a gaming device such as Xbox or PlayStation, a smart phone, a tablet device etc. The connection will provide access to all University web based services that are accessible via the internet (email, etc.) Freewire IPTV Mis-use of the system may result in its withdrawal. 7
Laundry Facilities You have a laundry which is situated in the grounds of your Hall and is operated via a cashless system. It is open between 9am-11pm on week days and 9am midnight at weekends. You enter the laundry using your student card. A top up card will need to be purchased from the machine installed on the ground floor of the Clarendon building (behind the lift). The cost is 2 per card. Top ups can be made via the online top up service which can be accessed at this address http://www.circuit.co.uk/card-topup-unauth/ You will be given a PIN number to enter at the laundry. The card can then be used on the machine you are using. The helpline number for your laundry is 01422 820040. Heating Heating comes via the radiators and is controlled by a central boiler. Hot water is unlimited but the heating is set on a timer programme. The radiators in the communal areas should be kept on a low setting in colder weather to make sure there is a constant flow of heat. Telephones There is a telephone in the foyer or 1 st floor landing of each Hall. This will take incoming calls during office hours and you can use it to call internally within the University. Wardens There is a team of three Wardens at your site who are part of the Accommodation team. They live in Halls 1, 5 and 7 and are on call during each evening and weekend on a rota basis to deal with any problems or concerns that you may have outside of normal office hours. 8
The Wardens can deal with any pastoral issues and you should contact them in the event of any fire alarm activation during their duty hours. If you have a complaint or dispute or there is an issue regarding noise you should contact them to sort it out. They can then deal with them immediately. They will also keep records of any call outs in case a problem is persistent. Mobile for the duty Warden: 07730 129034 A Warden from one of the five University Managed Residences is also on call during most daytime hours of each weekend. Wardens are able to charge for their time, 25, if they are called out to the same problem or person repeatedly. Contents Insurance Basic Contents Insurance is included and provided through Endsleigh. Further details of the policy and what is and isn t covered can be found on the university website: http://www.tees.ac.uk/docs/docrepo/about/insurance%20certific ate.pdf Maintenance and Repairs If you have a maintenance issue or a repair which needs doing in your accommodation just let us know. Once you tell us we can then see that it is dealt with as quickly as possible. This is easy to do. You can do it by: Filling in the Maintenance Reporting form on the Frequently Asked Questions section (FAQs) on the Accommodation section of the University website and e- mail it back to us Or Calling in to the Student Centre and complete a Maintenance Reporting Form 9
If you have an emergency that cannot wait until office hours, for example a broken window, you need to contact the duty Warden who will contact appropriate staff for you. Practical Advice The Accommodation Team The Accommodation team is based in Level One of the Student Centre. We are here to support you. If you have an issue or a problem please contact us. You can contact us by calling 01642 342255 or e-mailing accommodation@tees.ac.uk or by calling in to see us. We are responsible for managing your Residences along with the Campus Services team who look after the buildings and the Caretaking and Cleaning. We work closely with local Environmental Health and Housing Departments. We are accredited through the Universities UK (UUK) approved Code of Practice for the management of its Residences to make sure we give you the best possible service. We have various policies as part of the requirements of this code. In your communal kitchens you will find a Housing manual which gives you some useful additional information that you need to know. You can check out the Universities UK code for accommodation by following the link below: http://www.universitiesuk.ac.uk/pages/home.aspx If you have suggestions on how we can improve our service against this Code please let the Accommodation Team know. Condensation You need to ventilate your room by opening the window when you are in, and opening the small vents on the window frame at all times. Don t dry any clothes in your room or store large amounts of belongings under the furniture as air cannot circulate around the room if you do. 10
Post Delivery If you want to be contacted by post your address is at the front of this booklet. Post is usually delivered directly to your Hall and put in the post trays in the room on the ground floor so you will need to check this each day. Parcels will also be delivered to the University s Main post room on the ground floor of Middlesbrough Tower. We also have an Amazon Locker on Campus where you can collect parcels 24 hours a day. It is called Sapphire and is located under the Clarendon Building in the Car Park. Equipment You need to bring with you your own bedding, towels and any kitchen or cooking equipment you may need. The kitchen is equipped with electric cookers, microwave, fridge and freezer. Appliance instruction manuals will be available in the kitchen areas. An ironing board is available in each kitchen together with one vacuum cleaner per floor. You are responsible for cleaning your own rooms including the en-suite and the communal areas. Cleaning materials or equipment are not provided. You can buy bedding packs, kitchen starter packs and discounted catering vouchers from us (subject to availability). You need to buy these at least 10 working days before you get here. If you have not already arranged this and would like to do so please visit http://tees.ac.uk/payonline Caretaking and Cleaning Staff A Caretaker is on duty each weekday morning. We also have cleaning staff to clean some communal areas twice a week. The cleaners will undertake the following: - Take out all rubbish if it s in bags or bins twice a week - Clean toilets and bathrooms twice a week - Clean corridors / circulation areas twice a week - Mop floors in kitchens once a week - Clean windows once a month 11
Please remember - you are responsible for the cleaning of your own room and en-suite. Please do not leave dirty pots, pans etc. in the kitchen. Please make sure you take out your rubbish every day. The skips for rubbish will be open during week days from 7:30am until 2:30pm. The Wardens and Caretaker will undertake regular inspections of each Hall. Maintenance Staff At certain times University maintenance staff and contractors may need access to your Residence or room and when possible you will receive written notification of any visit. If you report a problem, however, relevant staff will call automatically. Please also note that staff will call on a regular basis to carry out routine maintenance to the emergency lighting and showers. TV Licensing We do not provide aerial sockets in any rooms. If you want to watch TV programmes in your accommodation you will need to do so via a PC or laptop. You will require a licence. For more information please visit www.tvlicensing.co.uk Community Living As you will now be living alongside other housemates and other local residents, please be mindful of your own behaviour and the impact your actions can make. Be courteous, tidy and keep noise levels to a minimum. Please treat your fellow students, staff and members of the local community with due respect, regard and consideration. Little things can make all the difference for having a happy house! The common room in your hall will be open from 9am each morning and will be closed at 11pm each weekday evening and at midnight at weekends. Help and Support for you Teesside University has a lot of help and support for you. There s obviously your School of study to help with things to do with your course but there is also the Student Services 12
department which provides a whole range of services. That ranges from Accommodation you can stay with us for the whole time you are at University, through to Financial support, Disability support, Counselling, Careers, Sport & Well-Being, support for International students and much more. You can find us in the Student Centre on the first floor. The Students Union also offers advice and support on a range of issues including finance, accommodation through their SU Support Service (SUSS.) They can be found in the Students Union building which is building 3 on the campus map. Parking We do have some car parking spaces although these are limited. Students living in University Halls will be allocated spaces at West Parkside Village. These spaces will be allocated by Campus Services. Registered disabled drivers may park closer to their Residences. The University also has designated Bike Storage and Motorbike parking spaces. You will need to apply to Campus Services for a pass. You can find them in Room M208 in the Middlesbrough Tower building Furniture Any furniture that you provide must comply with the Furniture and Furnishings (Fire) (Safety) Regulations 1988. Safety Your Safety You cannot use candles in your room or any communal area of your accommodation. In the kitchen you must not fry any food using a pan with a deep level of oil without a thermostatic temperature control. If you do not keep the kitchen door closed when cooking you will set the alarm off. 13
Please make sure that the extractor fan is on when you are cooking. You must also make sure that any electrical equipment that you bring to the University is safe to use and PAT tested. Any electrical equipment which the University deems to be unsafe may be removed. It is your responsibility to make sure that you do not use any damaged or faulty equipment. International students please be aware that UK voltage is 230 Volts so please make sure that you use the correct equipment. Fire Alarm and Fire Fighting Equipment If the fire alarm sounds you must always evacuate the building immediately, never assume it is a false alarm. Please read and familiarise yourself with the Fire Action Notices within your Hall. You must not tamper with any firefighting equipment, sounder or detector. This is a criminal offence. You will be charged 25 per incident if you tamper with this equipment. All fire alarm activations are linked to the Security Control Room. You must also contact the Duty Warden. If you are sure that it is a false alarm, please advise the Caretaker, Warden or Security staff immediately. The Fire Brigade will attend any alarm after midnight automatically. Security We have a University Security team which operates from the Security Control Room, in the foyer of the Library, 24 hours a day, 365 days a year. CCTV cameras linked to the Control Room with recording facility also protect the campus. The Security Officers are committed to the safety and welfare of all staff and students, and Crime Prevention issues. Any security concerns or issues should be reported to the Security 14
Control Room Tel. 01642 342086 or if calling from an internal telephone, Emergency Number Ext. 3200. In Middlesbrough town centre Street Wardens are also employed to work with local communities. They patrol the streets and can be contacted about any local issues or concerns and can liaise with the Police, Council or other official Departments as necessary. Street Wardens can be contacted on Tel. 01642 228500. Your Hall is a town centre location. You need to be security conscious at all times. Keep your House and room locked at all times even when in the kitchen. X Do not leave windows open if you live on the ground floor. Smoking Policy The whole of the University Campus is a non-smoking Campus. The use of e-cigarettes and vaporing apparatus are also not permitted. This includes all University Residences. Any students caught smoking in University Residences will be subject to a 25.00 penalty charge (on each occasion). Administration Room Changes You may be able to change your room or Residence but you will be charged 50.00 if we are able to arrange this for you. You can only transfer within University accommodation. Please come and have a chat with us first for advice. The contract you have signed with the University for your accommodation is binding for 40 weeks. Accommodation Fees We will send you an invoice for you to pay your fees. If you have a query about the amount charged you should contact us. If, however, you need to make alternative methods 15
for payment, or you are having difficulties paying please contact Enquiries at the University Finance Office. If you have a money worry we may be able to help you. Financial Advisers are available in Student Services in the Student Centre and SU Student Support (SUSS) in the Students Union. Withdrawing from your course We hope that you won t need to withdraw from your course but if you are thinking of leaving your course you should tell us first. Please get some advice. This can be from: The Accommodation team Our Finance Advisers (either in Student Services or SU Student Support (SUSS) in the Students Union) Your School of Study There is information which you need to know and which we will talk to you about when you contact us. You must tell us if you withdraw from your course. It is your responsibility to do so as we will not be told by anyone else in the University. If you withdraw you must bring a copy of your withdrawal form, which you will be required to complete by your Academic School, to us. If you withdraw you cease to be a student at the University and unfortunately you will not be able to stay in your room. You will need to leave your room, clear your belongings and return your keys to the Security Control Room in the Library. When we get your keys back your accommodation fees will then be recalculated but your caution money will not be returned as detailed in Clause 4 of your Agreement. 16
Return of Deposits (At the end of your contract in June) We can only refund the deposit after the final inspection has been done and an agreement for replacement costs for any damages caused has been made. We only reimburse when we have received receipts for any damaged items. We will itemise any deductions from your deposit It is therefore usually August when deposits are refunded to you. They are sent to the address which you gave us at the start of the Academic year. If this has changed then it is your responsibility to tell us before you leave. Re-directing Mail Please return to sender any post delivered for former occupants of the property. Please make sure that before the end of the contract period that you notify all authorities of your change of address as all post we receive during the summer months is automatically returned to sender. Contacting you during the contract period After arrival if we need to contact you we will do so at your University email address. If you have an issue or a complaint We want you to be happy in Woodland Halls and will do our best to make your time with us a good one. If you do have an issue or complaint then you can speak to one of the Wardens or you can speak to one of the Accommodation team who will try and resolve your issue. Whilst we will do all we can you do have the right to make a complaint and you can do this through the Student Services Complaints Procedure. This can be found on the University website at https://www.tees.ac.uk/docs/docrepo/undergraduate/complaint s.doc 17
Let us know what you think We are keen to work with you to make your home in Woodland Halls a happy one. If you ve got any suggestions for how we could improve this then please let us know. You can e-mail us at accommodation@tees.ac.uk or call in to see us on the First Floor of the Student Centre or ring us on 01642 342255. 18
Frequently Asked Questions Q1. One of my housemates is noisy. What can I do? Tell the duty Warden. You can find out who that is by looking at the duty rota. Tell them what the problem is and they will sort it out for you. They are there to support you. Q2. Who cleans my room? You are responsible for cleaning your room. Q3. Who cleans the common areas in my residence? There are cleaners who come round and clean the common areas but you are responsible for this as well. You must take out your rubbish each day and keep things clean and tidy. Q4. Can I have a pet? Unfortunately no pets are allowed unless they are working animals or those which are needed for medical reasons. Q5. Do I have to clear my room at Christmas and Easter? No. Your contract is for 40 weeks which means you can stay, or if you just want to leave your belongings in your room that is also ok. Q6. I ve got a maintenance problem what do I do? There are a few ways in which you can do this. You can: Fill in the Maintenance Reporting form on the Frequently Asked Questions section (FAQs) on the Accommodation section of the University website and e-mail it back to us Or You can call into the Student Centre and complete a Maintenance Reporting Form Q7. Can I get some bedding or a kitchen starter pack? You can buy bedding packs & kitchen starter packs from us (subject to availability). You need to buy these at least 10 19
working days before you get here. If you have not already arranged this please visit http://tees.ac.uk/payonline Q8. I ve lost my room key what do I do? Don t worry. Spare keys are held in the Security Control Room in the Library for all the Residences. You can go and sign for the spare. We will have to charge you for the spare if you do not find the one that was issued to you on arrival within one week. In an emergency one of the Wardens can let you in. Q9. How Can I Pay My Accommodation Fees (Rent)? An invoice for your rent will be delivered to your room shortly after you move into your accommodation. The invoice will be for the full 40 week contract period. Payment Options You can choose to pay by either: 1 instalment due 31 st October 3 instalments due 31 st October, 10 th January and 25 th April 7 instalments due the last day of each month October through to April If you opt to pay in instalments you can calculate the amounts by dividing the annual rent either by 1, 3 or 7 Payments should be made on line at http://tees.ac.uk/payonline 20
Useful Contact Numbers Woodlands Halls Duty Warden 07730 129034 University Security (in the Library) 01642 342086 University Security Emergency Personnel ext. 3200 Accommodation Student Centre 01642 342255 Student Services Info Desk 01642 342277 21