Student Halls Guide 2020

Student Halls of Residence Partnership Agreement

Kingston University is committed to working in partnership with our students to enhance the Halls of Residence student experience. Kingston University wants you, our students, to get the most out of your University Life and, specifically, your stay in Halls

Health and safety

  • You must take responsibility for your own and others' safety and you are expected to comply with any Health and Safety Policies and Fire Regulations that are in place.
  • You must not interfere with, cover or otherwise misuse the fire fighting and safety equipment or signage installed in the Hall, Flat or Studio, or allow anyone else to do so.
  • Don't prop open doors or cover detector heads as this could pose a serious danger in the event of a fire. Escape routes and fire exit doors must not be obstructed in any way.
  • Only cook in the designated kitchen areas. Cooking equipment should only be stored in kitchen areas.
  • Other equipment such as heaters, small refrigerators may only be brought into the Accommodation with the prior written permission of Halls Management, or upon the written prior recommendation of a University Disability or Mental Health Advisor.
  • You are responsible for the safety of any electrical appliances that you bring onto University premises. All equipment must be fitted with a suitable and fused plug and must carry the CE mark. All device chargers must be certified as compatible with the items being charged.
  • Candles, incense sticks, hookah and shisha pipes, or similar potential burning or smoldering materials are not permitted.
  • Smoking, including the smoking of e-cigarettes and vaporisers, is not permitted in Halls of Residence. You and your guests must not use the Halls for any illegal purpose. This includes the possession or supply of prohibited drugs. Weapons or replicas, including guns, air guns, and swords are not permitted.
  • You are required to ensure that you keep your room or studio in a condition that does not cause an unnecessary risk to yourselves or others. 

Breach of the above may be treated as misconduct and dealt with under the Halls of Residence Code of Conduct below or the Student Disciplinary Procedure which applies to all University Students. This could result in the termination of your Licence Agreement. In this case you will be liable for the Halls Fees for the room until the end of your original Licence period unless the University is able to re-let your room to another eligible student

Personal conduct

You should behave with consideration and respect and not do anything that is likely to cause a nuisance or annoyance to other residents, guests or staff in the Halls, or to the neighbours and community around the Halls.

Stereos, televisions and other noise must not be audible outside your room at any time. You should also ensure that noise created by you or your guests does not cause a disturbance to other residents. For the comfort of all residents, noise should be kept to an absolute minimum between 11.00pm and 7.00am.

Halls of Residence are private living and studying environments; they are not appropriate locations for parties, particularly those involving a large amount of people. You must not host or advertise unauthorised events within the Halls of Residence or invite excessive numbers of guests into Halls of Residence.

Anti-social or inappropriate behavior is unacceptable, incidents specific to the Halls will be dealt with through the Halls of Residence Code of Conduct below, other misconduct will be dealt with through the Student Disciplinary Procedure. This could result in your Licence Agreement being terminated In this case you will be liable for the Halls Fees for the room until the end of your original Licence Agreement unless the University is able to re-let your room to another eligible student.

Parking and bicycles

  • Parking spaces are not guaranteed and are subject to availability. You need to obtain a nontransferable parking pass and swipe card to park at University halls sites. Parking permission ends whenever this Licence ends.
  • All vehicles (including bicycles) must be left in designated areas only.
  • The planning permission for 75 Penrhyn Road stipulates that students in that hall are not entitled to apply for a Residents' Parking Permit from the Royal Borough of Kingston upon Thames. By agreeing to this Licence you agree not to apply for such a permit.
  • We are not liable for any loss / damage whatsoever to such property, except to the extent that any such loss or damage is caused by our negligence

Moving out

  • Before you move out, you must clean and tidy your room and remove all your belongings from both your room and the communal areas, and ensure that any rubbish is disposed of in the correct bins. We will dispose of any remaining items without any liability to you or the University. You have joint responsibility for communal areas and individual responsibility for your own room.
  • You must hand-in your keys to Hall Reception by midday on the date the Licence ends. Failure to return keys will incur an Additional Charge.
  • You should arrange for re-direction of post or notify change of address. Post and deliveries for residents who have left will be refused or returned to sender

Additional charges

Item leading to ChargeAmount of Charge
Room Exchange Fee (only possible after 1 November) £50.00
Early Leaver Charge Equivalent to the rent outstanding for the remainder of the licence period until such time as another student takes up occupation of the room
Lock Change as a result of a lost key At cost
Repairs and replacement of items where fault can be identified, or an apportioned share of the cost amongst students in a particular flat if fault cannot be identified At cost

Halls of Residence Code of Conduct

Students living in Kingston University's Halls of Residence are expected to follow the Halls of Residence Code of Conduct.

Code of conduct

Purpose and Scope

1.1
Students are expected to behave considerately at all times as a member of the University and local community, and to respect the rights of other students, staff and members of the public, both on and off campus.

1.2
The Halls of Residence Code of Conduct is an integral part of the Licence Agreement and applies to all students living in a University Hall of Residence.

1.3
All reported allegations of misconduct or misbehaviour against resident students will be considered. Investigations may lead to disciplinary action being taken in accordance with the University's Student Disciplinary Procedure and Guidance in addition to the Halls of Residence Code of Conduct.

1.4
The Code of Conduct will be followed in accordance with the University's strategy for Equality, Diversity and Inclusion.

Reporting of allegations of breach of Licence Agreement or other misconduct in Halls of Residence

2.1
Any allegations of a breach of a term of the Licence Agreement or other misconduct in Halls of Residence must be reported to Halls Management within 15 days of the incident or last in a series of incidents.

Investigation

2.2
Halls Management will collate evidence from those involved, provide emailed copies to the student(s) and arrange an interview with the student(s). This meeting will normally be held within 5 days of receipt of the allegations. If the student is unable to attend the meeting, s/he should advise Halls Management in advance in order that an alternate meeting time may be arranged. If the student fails to attend a second meeting without good reason, Halls Management will consider the evidence in the student's absence and make a decision.

2.3
The meeting will be conducted by one or more members of the Halls Management Team and note of the meeting will be taken. The student(s) will be asked to sign a copy of the note to indicate their attendance.

Outcome and Penalties

2.4
If it is determined on the balance of probabilities that a breach of the Licence Agreement has occurred, one or more of the following penalties may be applied:

  • A formal warning - repeated incidences of such behaviour may lead to a final warning being issued
  • A final warning - any further incidences may lead to a Notice to Quit being issued
  • A Notice to Quit, requiring the student to leave their room in Halls within 28 days
  • An Immediate Notice to Quit, requiring the student to leave their room in Halls within 24 hours
  • A charge in accordance with Schedule One of the Licence Agreement

2.5
Matters of serious misconduct may also be referred for investigation under the University's Student Disciplinary Procedure and Guidance.

2.6
Outcomes will be communicated to the student in writing, including by email, within 5 working days of the interview.

Appeals against formal and final warnings

3.1
A student who is dissatisfied with the outcome of an Investigation under the Halls of Residence Code of Conduct may submit an appeal to the Security and Interim Residences Services Manager on one of the following grounds:

  • i. There were other factors involved in the incident(s) which you were unable or, for valid reason, unwilling to divulge to the investigating officer
  • ii. There was some material administrative error or irregularity to the disciplinary process 
  • iii. The penalty given was disproportionate and unjustified under the circumstances

3.2
A letter of appeal, including any supporting documentation, must be submitted by the student within 5 working days of the meeting outcome letter.

3.3
Appeals which do not meet the above grounds or which are submitted late and do not provide exceptional circumstances will not be considered. The student will be notified and issued with a Completion of Procedures Letter. The decision of the University in this instance shall be final.

Process

3.4
The appeal will be considered by the Security and Interim Residences Services Manager or another member of Halls Management with no prior involvement in the case (their "nominee") within 5 working days of the appeal being submitted.

3.5
The documentation considered will normally include the student's letter of appeal, any supporting documentation.

3.6
Any penalty imposed by Halls Management will remain in place, pending the outcome of the appeal.

Outcome

4.1
On the basis of the evidence submitted, the Security and Interim Residences Services Manager or their nominee shall determine whether the appeal should be upheld or dismissed. Should the appeal be dismissed, the penalty imposed by Halls Management shall be applied immediately. If the appeal is upheld, the Security and Interim Residences Services Manager or their nominee must decide whether to:

  • Dismiss the case against the student; or
  • Impose a lesser penalty.

4.2
The student will normally be notified of the outcome in writing within 5 days of their appeal being submitted.

Appeals against Notice to Quit (NTQ)

5.1
A student who is dissatisfied with the outcome of an Investigation under the Halls of Residence Code of Conduct which has led to a Notice to Quit being issued may submit an appeal to the Assistant Registrars (Student Conduct and Complaints) on one of the following grounds:

  • i. There were other factors involved in the incident(s) which you were unable or, for valid reason, unwilling to divulge to the investigating officer
  • ii. There was some material administrative error or irregularity to the disciplinary process
  • iii. The penalty given was disproportionate and unjustified under the circumstances

5.2
A letter of appeal, including any supporting documentation, must be submitted by the student within 5 days of the interview outcome letter to the Assistant Registrars (Student Conduct and Complaints) at studentcomplaints@kingston.ac.uk or delivered in person to the Student Life Centre, John Galsworthy Building, Penrhyn Road Campus.

5.3
Appeals which do not meet the above grounds or which are submitted late and do not provide exceptional circumstances will not be considered. The student will be notified and issued with a Completion of Procedures Letter. The decision of the University in this instance shall be final.

Process

5.4
The appeal will be considered by a Panel comprised of an Assistant Registrar (Student Conduct and Complaints) and a representative from the Union of Kingston Students.

5.5
The documentation considered will normally include the student's letter of appeal, any supporting documentation, and a written response to the appeal from the Representative who dealt with the case. The student is not required to attend in person.

5.6
Whilst the appeal is being considered, any penalty imposed by Halls Management will remain in place, pending the outcome of the appeal.

Outcome

6.1
If the appeal is upheld, the Panel must decide whether to: ? Dismiss the case against the student; or ? Impose a lesser penalty.

6.2
Where the Panel is unable to reach an agreement on the outcome, the Head of Wellbeing or their nominee will have the final say on the case.

6.3
The student will normally be notified of the outcome in writing within 5 days of their appeal being considered. This decision is final and as such the student will be issued with a Completion of Procedures letter.