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  • Residential services lock out procedure - campus residences

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    Access control cards

    On arrival students will be issued with an access control card which will give them access to their study bedroom, their flat and to relevant communal areas within the hall. The access for each hall will be different. Further details of specific access will be given in the site specific welcome handbooks.

    It is understood that this may be a new system which will require some orientation and for this reason the following measures have been agreed.

    Experience has demonstrated that loose cards can be easily mislaid or forgotten so all residents will be issued with a card holder and a lanyard to carry their card with them at all times.

    There will be an orientation period after residents move in to allow adjustment to the new system. After this time it is hoped that the card system will become more familiar. The orientation period will be until 3rd October.

    This policy can be referenced in the Accommodation Agreement 2.4.1.

    Following the orientation period students will still lock themselves out of their study bedrooms. This is time consuming for the halls staff so following the orientation period the following procedure will be followed:

    • For first and second lockouts the student will not be charged
    • For third lockout a £5.00 charge will be made
    • Fourth and fifth lockouts carry the same charge of £5.00
    • Sixth – meeting arranged with management to discuss situation. Action will be determined following outcome of meeting.

    Anything after this will be referred to Hall Manager and possibly Wardens – outcome dependent.

    This charge will be added to your student account and is payable via the online portal. The invoice raised will need to be paid by the student within 28 days or it can affect their use of University systems.

  • Residential services lock out procedure - off campus residences

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    On arrival students will be issued with a set of keys which will give access to your study bedroom, your flat and to relevant communal areas within the hall. The access for each hall will be different. Further details of specific access will be given in your arrival information.

    There may be occasions when students have mislaid or lost keys. Any loss of keys should be reported immediately to the hall reception.

    The loss of keys is time consuming for the halls staff so if keys are lost or mislaid the following penalties will apply

    Reception opening hours – lost keys

    While the reception desks are staffed, residents should report the loss to reception immediately.

    If keys are lost a new set of keys will need to be purchased. Replacement keys will be charged at £10.00 per key/fob and you will not be charged a lockout fee.

    Please note that any missing keys that are not returned at the end of term will be charged £10.00 per key/fob.

    Reception opening hours - mislaid/temporary keys

    In the event that you have left your keys at home, in a friend’s, at university, or you have mislaid your keys, a temporary key will be issued to allow access to your study bedroom for up to seven days whilst you locate your keys after seven days you will be charged for the full set of keys which you have to collect from reception.

    Each occasion you require a temporary key will count as one lockout of halls and will be monitored.

    Reception closed

    The on duty security team should be contacted to gain access to your room by contacting the reception desk.

    Each occasion you call to be let into your room will also count as one lockout of halls and will be monitored.

    All halls lockouts will be monitored daily and charged as below:

    • For first and second lockouts the student will not be charged
    • For third lockout a £5.00 charge will be made
    • Fourth and fifth lockouts carry the same charge of £5.00
    • Sixth – meeting arranged with management to discuss situation. Action will be determined following outcome of meeting.

    Any charges raised will be added to your student account and will be payable via the online portal.

  • Excess cleaning charges

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    You will find below a table of all excess cleaning charges. These will be added to your account if your bedroom or ensuite are found in an unsatisfactory condition during safety checks or at check out.

    Standard required 

    If standards fall short of the requirements, the following charges will be made

    Bedroom  
    Floor litter free and clean  If carpet cleaning is required the charge will be as per the invoice from the designated contractor 
    Rubbish removed  Rubbish removal £5.00 per bag 
    Furniture empty and wiped clean  £10.00 
    All surfaces wiped clean  £10.00 
    All belongings removed  See policy on belongings left in room 
    If room not left in clean condition and all belongings not removed £20-£100 depending on condition and amount of belongings.
    Ensuite bathroom
    All belongings and rubbish removed £5.00
    Shower, toilet and sink all wiped clean £10.00 - £30.00
    Floor litter free and clean £5.00 - £20.000
      If deep clean required £20.00
    Ensuite bathrooms/shower rooms are inspected twice a year to ensure standards are being maintained. If the facilities are found to be in an unsatisfactory condition a charge will be made in line with the charges above.
    Studio kitchen
    All belongings and rubbish removed  Rubbish removed £5.00 per bag 
    Fridge/freezer/cupboards emptied and cleaned £20.00
    All cooking facilities cleaned - oven, hob, microwave Clean of white goods £10.00 per item
    Sink cleaned £10.00
    Floor litter free and clean £10.00
      If deep clean of kitchen required £70 - £100
    Shared bathroom/toilet/shower room
    All belongings and rubbish removed £5.00
    All sanitary items cleaned £10.00
    Communal kitchen
    All cooking facilities cleaned - oven, hob, microwave Clean of white goods £10.00 per item
    Work surfaces to be cleared and clean £10.00
    Microwave clean inside and out £10.00
    Furniture returned to its original location £10.00
    Fridge/freezer/cupboards emptied and cleaned £20.00
      If deep clean required £70 - 100 split between residents of flat/corridor
    Communal areas  
    Floor litter free and clean £10.00
    All rubbish removed £5.00 per bag
    All walls, doors and surfaces clean £10.00 – 20.00
    All equipment and furniture to be returned to original location £10.00
      If deep clean required £50.00 split between residents of flat/corridor
    Exceptional charges
    To include: flooding due to negligence, defacing property As per invoice plus administration charges
    Window cleaning - excess charges
      As per invoice plus administration charges
  • Disciplinary procedures for university residences

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    Policy on student conduct and discipline – Appendix E

    Introduction

    These procedures form part of the university’s policy on student conduct and discipline and should be operated alongside this policy and its other procedures, in order to achieve consistency in operating the procedures across all university residences and alignment with all other procedures associated with student discipline.

    The procedures are designed to:

    • Deal quickly and informally with minor offences for which a warning, reprimand and/or a fine may be given
    • Deal formally with more serious incidents for which more serious penalties may be applied and/or whereby a resident may be required to leave the accommodation
    • Allow students to appeal against decisions made and penalties imposed and for those appeals to be handled fairly and in a timely manner
    • Refer appropriate cases to the chief operating officer under the university’s formal disciplinary procedures described in Appendix A of the policy on student conduct and discipline.

    ‘University residence’ refers to any owned or managed accommodation provided by the university, this includes: traditional halls of residence, self-catered residences and other residential accommodation provided by a third party which the university manages on their behalf.

    For the purposes of these procedures, ‘university residence’ also includes private facilities which the university has contracted to deliver accommodation to students under the terms of the university’s tenancy agreement.

    Separate agreements will be put in place to deal with misconduct by a resident who is not a student of the university, normally in residence under the auspices of a commercial agreement between the university and a partner.

    These procedures do not cover members of staff who are residents (except where a member of staff is also a student of the university).

    Delegated powers and responsibilities by the senate for disciplinary action within university residences are assigned to:

    • Director of Residential, Sport and Commercial Services
    • Deputy Director of Residential, Sport and Commercial Services
    • Operational Manager, Residential Services
    • Accommodation Office Manager
    • Hall Wardens
    • Hall Managers
    • Accommodation Officers

    This level of jurisdiction within these procedures is limited to the ‘sphere of responsibility’ of those listed above, and allows for a more effective means of dealing with offences related to university residences, such as less serious breaches in the tenancy agreement and less serious offences. Different levels of jurisdiction are required so that cases can be handled according to their severity and, where appropriately, with an appropriate speed, to ensure that minor breaches, such as excessive noise, unacceptable behaviour or discourtesy to staff, can be checked to avoid any escalation of misconduct.

    Students who are residents in university residential accommodation are bound by the terms of the tenancy agreement which sets out the limits of acceptable behaviour in the residences, which have the force of regulations under the policy on student conduct and discipline.

    Complaints about student misconduct in university residences may be brought to hall wardens and hall managers by residential advisers, residences staff, other university staff, other residents, the emergency services or members of the public who are affected by students’ misbehaviour.

    From time to time, the behaviour of individual students in the residential setting may raise concerns about their general health and well-being, which may extend beyond concerns about their conduct to be dealt with using disciplinary procedures. Residential staff are encouraged to seek advice from appropriate parties where they have such concerns.

    Under these procedures, wardens and hall managers should be aware that instances of serious misconduct by students who are studying on professional programmes, (eg medicine, dentistry, veterinary science, health sciences) may have significant implications for their fitness to continue to train in these clinical disciplines, and appropriate advice should be sought.

    Limits of jurisdiction in university residences

    Under the university’s policy on student conduct and discipline and under these procedures, the director and deputy director of residential, sport and commercial services have authority to apply all permissible penalties within the jurisdiction of the hall warden or manager and up to but not exceeding the following penalties against students whose behaviour is deemed to warrant such measures:

    • Suspension from university residences under conditions which are appropriate to the case
    • Relocation to alternative university accommodation
    • Termination of the tenancy agreement by issuing a Section 8 notice to quit - this will set out the grounds for seeking a possession order from the courts and expulsion from the residence
    • Imposition of a fine not exceeding £500
    • The imposition of any penalties has to be fair, reasonable and proportionate.

    Hall Wardens and Hall Managers have the power of jurisdiction within their own residences.

    However, if they feel compelled to make a complaint about a student’s behaviour themselves, they should submit this complaint to the deputy director of residential, sport and commercial services. The director may appoint a warden or a manager from another university residence to judge the case, unless the alleged offence falls outside the normal sphere of responsibility of a warden or manager. In that case, the matter should be referred, via the director of residential, sport and commercial services, to the chief operating officer, under the university’s formal disciplinary procedures.

    Hall wardens and managers have jurisdiction over students who are resident in their own residences, providing the offence does not merit penalties outside their powers of jurisdiction. This jurisdiction includes residents’ conduct inside and in the vicinity of the relevant residence and residents’ conduct where it is associated with their residence. Where a visitor of a student misbehaves whilst in the university residence, the student themselves will be held responsible and would be the subject of any disciplinary action.

    The limits to the penalties which can be applied by hall wardens and managers are:

    • Imposition of a fine
    • Imposition of a charge for damage caused and/or loss incurred by a student and/or for associated other charges incurred by the university but not in excess of the actual cost of repair or replacement (this may be in place of or in addition to a fine)
    • Withdrawal of hall privileges for a period of up to one month or longer if deemed appropriate
    • Delivery of a reprimand which will act as a warning not to repeat the offence
    • Delivery of a final warning for a repeated offence.

    (A fine is defined as a sum of money imposed as a penalty following disciplinary action. A charge is defined as a sum of money imposed on the student in recompense for damage caused or loss incurred. Both fines and charges are payable in accordance with the policy on payment of fees, fines and charges. A fine can be levied in addition to a charge following disciplinary action.)

    Hall wardens and managers may forbid a student who is not a resident in their residence to enter the residence either temporarily or permanently and they may forbid a student who has been expelled from the residence to enter the residence as a visitor either temporarily or permanently. Should a student disobey the hall wardens or managers in these circumstances, disciplinary action may be taken as below.

    Dealing with students’ engagement with routine housekeeping requirements and membership of the student residential community

    As part of the tenancy agreement and by virtue of being a member of the university community, students are expected to exercise courtesy to other residences at all times. This includes keeping noise to a minimum, especially at night, to respect other people’s property and to maintain an appropriate level of cleanliness in communal areas such as kitchens. Students are also expected to maintain courteous and polite relationships with members of staff and are expected to follow instructions of staff when asked to do so.

    In order to deal swiftly with general poor levels of housekeeping and low-level antisocial behaviour such as noise, hall wardens/managers may impose sanctions not exceeding the following:

    • Imposition of fine not exceeding £50.0
    • Imposition of a financial charge in recompense for damage/loss/other charges incurred not exceeding the value of any such damage/loss
    • Delivery of a warning
    • Delivery of a reprimand
    • Removal of hall privileges for a period to be determined fair and reasonable under the circumstances.

    This provision is permitted in order that general standards of behaviour are maintained and the process is sufficiently light-touch to deal effectively with low-level anti-social behaviour.

    In all cases, however, wardens/managers are required to establish the facts and to investigate any counter-claim made by the perpetrators, and, if necessary, use the stage one procedures (below) where it emerges that this informal approach will not resolve the issue. There is no right of appeal against actions taken under these circumstances, although a student could, if they wished the matter to be considered further, request that the matter is reviewed using the stage one procedures below.

    Hall warden/managers are required to inform any student who is subject to any procedure for handling misconduct of their right to advice and representation by the Guild of Students.

    Stage one – procedure for dealing with more serious misconduct or repeated minor infringements

    Stage one of the procedures is designed to allow more serious incidents or repeated bad behaviour to be dealt with quickly by the hall warden or manager to prevent further breaches and sustain appropriate standards of conduct and behaviour of all students in university residences. Any complaint about more serious student misconduct or repeated offences should be submitted to the hall warden or manager in writing, together with any relevant documentation or other evidence.

    The hall warden or manager will invite the student for an interview, setting out clearly, in writing, the nature of the infringement, alongside any evidence which has been collected. Under normal circumstances, at least 24 hours’ notice should be provided to the student unless there is a substantial body of evidence in which case it is advised that at least 48 hours’ notice is provided. Where a student wishes to obtain advice and/or representation from the guild of students, the timing of such a meeting should take account of this.

    The student should be informed of the time and location of the meeting and the people who will be present at the meeting. This would normally be the hall warden or manager, and at least one other person who would also act as note-taker,. The student should be permitted to bring a friend as a supporter. Normally, this would be fellow student or a member of the guild of students. Where a student wishes to be accompanied to the meeting by other people who are acting as witnesses, the hall warden or manager may ask other staff members to be present.

    The notes of the meeting should provide a summary of the issues which were discussed and record of the decision(s) taken by the Hall Warden or Manager.

    At the meeting the hall warden or manager will hear from the complainant, where present, and the student. The student should be given the opportunity to either admit or deny the allegation(s) made against them. Under all circumstances, the warden/hall manager will take into consideration all the information and evidence presented and any mitigation offered by the student, and will only then decide whether or not the case against the student is proven.

    If the case against the student is proven or the student has admitted to the allegation of misconduct, the hall warden or manager may impose a penalty which may include one or more of the following:

    • Removal of hall privilege for a period to be determined fair and reasonable under the circumstances
    • Removal of right of access to specific locations within the specific residence, for a period to be determined fair and reasonable under the circumstances
    • Impose a fine not exceeding £100
    • Impose a financial charge in recompense for damage/loss/other charges incurred not exceeding the value of any such damage/loss.

    The imposition of a penalty is at the discretion of the hall warden or manager and, whilst the limits of those penalties are set out in this policy, there is no ‘tariff’ system in operation. Penalties imposed must be proportionate and be applied consistently and hall wardens and managers must take into account the implications for the student of imposing a specific penalty.

    The hall warden or manager will also issue a warning to indicate to the student that further breaches or infringements are likely to lead to more serious disciplinary action. This warning will be included in the outcome letter (see below).

    Wardens may not impose any other penalty than those listed above when using stage one of these procedures as this would constitute a procedural irregularity and thus provide grounds for appeal. Hall wardens or managers may impose a suspended fine where they believe it is the best course of action under the circumstances.

    If the case against the student is not proven, this decision should be provided to the student in writing, and no record of misconduct would be kept on the student’s file. Where the original complaint was made by another student, the hall warden or manager should consider how best to inform the complainant to avoid any undesirable consequences.

    A copy of the notes of a stage one disciplinary hearing and the outcome letter to the student should be retained by the hall warden or manager. The outcome of the hearing and the details of the penalty should be set out, in writing, to the student. A warning should also be included in this outcome letter to indicate to the student that further breaches or infringements are likely to lead to more serious disciplinary action. In the letter, the student should be provided with their right of appeal and details about the grounds and procedures for appeal. The student should also be informed that if they choose not to appeal, they may request a completion of procedures letter, but such a letter will not be issued automatically.

    The outcome letter and all related documentation should be retained by the hall warden or manager against the student file in a secure location. Such records should be destroyed six years after the student has left the university.

    The hall warden or manager will inform the accommodation office if any fine or charge should be raised and this process will be undertaken in accordance with the university’s policy on payment for fees, fines and charges, which can be found at: https://www.liverpool.ac.uk/feespayment/index.htm 

    Stage one appeal procedure

    A student may appeal against the hall warden or manager’s decision within five calendar days of receiving the outcome letter. An appeal must be submitted in writing to the accommodation office manager and should be submitted only on one or more of the following grounds accompanied by any evidence:

    • That there was a material procedural irregularity in determining the outcome
    • That new information is now available which, for good reason, was not available at the time that the warden/hall manager had made their decision, and which, had it been available, would have materially affected the outcome
    • That the penalty applied out-with the jurisdiction of the warden/hall manager under stage one of the procedures
    • If the student admitted to the allegation of misconduct, they are not permitted to appeal on the grounds of (ii) above.

    The accommodation office manager will review the appeal statement and any evidence submitted and will determine whether or not the student has provided evidence that they have grounds for appeal.

    If the accommodation office manager determines that the student has not provided evidence that they have grounds for appeal, he/she will write to the student within fifteen working days informing them of the decision and the reasons, and will issue a completion of procedures letter. There is no further right of appeal to the student.

    Advice on this can be obtained from the academic compliance team in SAS.

    If the accommodation office manager determines that the student does present information which suggests they have grounds for appeal, they will ask a hall warden or a manager from another residence, who has no previous knowledge of the case, to convene a stage one disciplinary appeal hearing.

    The accommodation office manager will write to the student to inform them of the decision and to indicate that they will be contacted by the relevant hall warden or manager.

    The new presiding hall warden/manager will appoint normally two residential advisers to form an appeal panel. No member of the appeal panel should have had any prior dealings with the case in question. The residential advisers can be from any university residence.

    The presiding hall warden/manager will appoint a note-taker.

    Where the appeal is heard on grounds 4(i) and 4(ii), the appeal hearing will be heard in accordance with the procedures for a stage one disciplinary hearing ‘de novo’. The outcome of the hearing will be made in accordance with sections 3(e) and 3(f) above.

    Where the appeal is heard on grounds 4 (iii), the appeal panel will sit in private to decide whether or not the penalty originally was disproportionate.

    The possible outcomes of the appeal are as follows:

    • To reject the appeal and confirm that the penalties remain in place
    • To reject the appeal and increase the penalties, if appropriate
    • To uphold the appeal and wipe off the record any penalties imposed
    • To uphold the appeal and reduce the penalties imposed.

    Increases to penalties can only be made if this can be justified as fair and reasonable and they do not exceed the hall warden/manager’s jurisdiction under stage one.

    The appeal outcome will be provided in writing to the student with a copy of the notes of the meeting.

    The student has no further right of appeal and will be issued with a completion of procedures letter as part of the formal outcome letter, which should be copied to the hall warden/manager of the student’s residence and the accommodation office manager.

    The presiding hall warden/ manager will contact the accommodation office to inform them of any change to any fine or charge.

    Stage two – procedures for serious incidents

    Where a hall warden or manager receives a complaint of serious misconduct the warden/hall manager should initiate stage two of these procedures.

    Serious misconduct to be handled under stage two includes behaviour which shows evidence of malice or reckless disregard for others or dishonesty, within the context of university residential life and which could reasonably be expected to be handled under the jurisdiction of the hall warden or manager. Serious misconduct to be handled under stage two also includes offences alleged to have been committed by students who have already received two warnings under stage one of the procedures.

    Where a student’s behaviour is of such a nature that it appears that it constitutes a serious breach in the university’s rules regulating the conduct of students, the hall warden or manager should seek advice from the director of residential, sport and commercial services in the first instance, who will decide whether the breach should be considered, under the jurisdiction of the hall warden/manager or under the formal disciplinary procedures under the university’s policy on student conduct and discipline.

    If such serious behaviour places other residents and staff at risk, the warden/hall manager may recommend to the director of residential, sport and commercial services to consider that the student is suspended (removed temporarily) from the residence. Where the case suggests that other people are at risk if the student remains in the residence, the director of residential, sport and commercial services will convene a risk assessment panel to assess the risks and decide whether or not the student should be removed temporarily from the residence. The risk assessment panel may comprise the director of legal, risk and compliance, director of student administration and support, academic compliance manager, relevant head of school, relevant school manager, and any other person whose input is required. The risk assessment panel should also consider whether the student poses a risk to the wider university community, and if so, a suspension from studies, initiated under appendix f of the policy for student conduct and discipline should be considered.

    Where the decision is taken to remove the student temporarily from the residence, the implications for the student’s on-going studies and their welfare should be considered and steps taken to avoid any undue disadvantage or prejudging of the disciplinary case.

    If the director of residential, sport and commercial services decides that the breach is of sufficient seriousness to warrant consideration under the university’s formal disciplinary procedures, he/she should write a formal complaint to the chief operating officer, or nominee, providing the available evidence and requesting that the matter is investigated formally under appendix a of the policy on student conduct and discipline.

    Where the hall warden/manager themselves wishes to complain about serious misconduct of a student in their residence, the deputy director of residential, sport and commercial services shall ask a hall warden/manager of another residence to act as the hall warden/manager under stage two of these procedures. This may be the case where a student has already received repeated warnings and the hall warden/manager may already have handled previous misconduct allegations under stage two.

    Where the director of residential, sport and commercial services decides that the breach should be handled by the hall warden/manager under stage two, the hall warden/ manager will convene a residential disciplinary panel.

    The residential disciplinary panel should include at least two other independent parties to include at least one student (drawn from the warden/hall manager’s hsc pool) and one member of residential staff. The hall warden/manager will act as chair of the disciplinary panel. The complainant cannot be a member of the disciplinary panel.

    The hall warden/manager should invite the student to the hearing, setting out clearly, in writing, the nature of the infringement(s), alongside any evidence which has been collected. At least 48 hours’ notice should be provided to the student. The student should be informed of the time and location of the meeting and of those who will be present. The student should be permitted to bring one person who would act as a friend or supporter and who would normally be a fellow student or a representative of the guild of students. The student will also be invited to call witnesses if they intend to deny the allegations. The complainant also may wish to bring witnesses. Both parties should inform the hall warden/manager, in advance of the meeting of the names of the witnesses that are being called. Witnesses will only be called into the hearing at the appropriate time in the procedures.

    Also present would be the complainant (or their representative) and an independent note-taker.

    The procedure for the hearing is as follows:

    • The hall warden/manager will introduce the disciplinary panel members, the complainant and the note-taker and will ask the student to introduce themselves and anyone else present who is accompanying them
    • The hall warden/manager will state clearly the allegation(s) of serious misconduct and will ask the student to confirm that they have received written confirmation of this allegation and all relevant evidence
    • The hall warden/manager will ask the student if they admit or deny the allegation. If the student denies the allegation, the warden/manager will go to section (v) of these procedures (ie leaving out the next step).

    If the student admits to the allegation, the hall warden/manager will invite the student to explain the circumstances surrounding the incident(s) and provide information of any mitigating factors. The panel members may ask questions of the student. Once this is done, the student, their supporter and the complainant will be asked to withdraw from the room while the disciplinary panel decides what action, if any, to take. Section xiii of these procedures should then be followed.

    If the student denies the allegation(s), the hall warden/manager will ask the complainant first to set out their complaint, calling witnesses if they so wish. The disciplinary panel members may ask questions of both the complainant and the witnesses.

    The hall warden/manager will then ask the student to respond to the allegations, and to state their case, calling witnesses if they so wish. The disciplinary panel members may ask questions of both the student and the witnesses.

    Where the disciplinary panel requires further clarification on any point which is in dispute, they may ask questions of both the complainant and the student, but the student should be given the opportunity of making the last statement.

    After both the complainant and the student have stated their case, the hall warden/manager will ask both parties (and any supporters) to leave the room whilst the disciplinary panel considers whether or not the case against the student is proven.

    The disciplinary panel will then deliberate over the merits of the case and will decide whether or not, and on the balance of probabilities, the case against the student is proven.

    The student and the complainant will then be invited back into the room for the hall warden/manager to inform the parties of the decision.

    Where the case against the student is not proven, the case will be dismissed and this decision will be conveyed in writing to both the student and the complainant within 5 working days of the disciplinary hearing. No disciplinary record will be held on the student’s record under these circumstances, although a record of the disciplinary hearing should be kept by the warden/hall manager for a period of at least six years.

    Where the panel has decided that the allegation(s) against the student are proven, the student will be asked if he/she wishes for any undisclosed offences to be taken into consideration. This means that any other undisclosed offences can be considered in the determination of any penalty at this stage, rather than at any time in the future.

    The student and complainant will be asked to leave the room again while the disciplinary panel decides what penalty, if any, to impose. The disciplinary panel may not impose any penalty which exceeds the following:

    • Removal of hall privilege for a period to be determined fair and reasonable under the circumstances
    • Removal of right of access to specific locations within the specific residence, for a period to be determined fair and reasonable under the circumstances
    • Imposition of a fine not exceeding £500
    • Imposition of a financial charge in recompense for damage/loss incurred not exceeding the value of any such damage/loss.

    The warden/hall manager will write to the student confirming the outcome of the disciplinary hearing which will include details of any penalty that has been imposed and the student’s right of appeal and the grounds on which the student may appeal. The letter will also contain a final warning to the student that if there is any further misconduct, the student may face more serious sanctions or penalties which could include expulsion from the residence and/or further referral under the disciplinary procedures.

    A record of the disciplinary outcome will be retained on the student file by the hall warden/manager for a period of 10 years, and a copy of the outcome letter and final warning will be sent to the director of student administration and support to be retained on the student’s central student record. Any stage two disciplinary record held against a student’s record may be disclosed to the university’s board of discipline should the student be referred under the university’s disciplinary procedures at a future date.

    Where a student has appeared before a formal residential disciplinary panel on more than one occasion and the allegations were proven, a copy of the outcome letter will be sent to the student’s head of department.

    The hall warden/manager will inform the accommodation office if any fine or charge should be raised and this process will be undertaken in accordance with the university’s payment for fees, fines and charges which can be found at: https://www.liverpool.ac.uk/feespayment/index.htm

    Exceptionally, where the disciplinary panel believes that the proven misconduct warrants a penalty which exceeds the limits of the jurisdiction as set out above, such as expulsion from the residences, the hall warden/manager will defer the decision about what penalty to impose and will make a recommendation to the deputy director of residential, sport and commercial services. The hall warden/hall manager will notify the student and the complainant verbally at the end of the disciplinary hearing that the decision has been thus deferred.

    The hall warden/manager will then make a recommendation to the deputy director of residential, sport and commercial services, providing all relevant documents including the original letter of complaint, the notes of the formal disciplinary hearing, all documentary evidence considered and the student’s full disciplinary record at the residence.

    On receipt of this recommendation, the deputy director of residential, sport and commercial services will decide, taking advice as necessary, whether or not to approve the recommendation or refer the matter back to the disciplinary panel to impose an alternative penalty within the sphere of the hall warden/manager’s jurisdiction. There will be no further disciplinary hearing but the student and the complainant will be informed in writing of the outcome, either by the deputy director of residential, sport and commercial services if expulsion is approved, or by the hall warden/manager if an alternative penalty is to be imposed.

    The deputy director of residential, sport and commercial services will then proceed with the expulsion of the student from the residence under the terms of the tenancy agreement by issuing a section 8 notice to quit (section 8 possession notice). This will set out the grounds for seeking a possession order from the courts and expulsion from the residence.

    Stage two appeal procedure

    A student may appeal against a decision made by a formal disciplinary panel within 10 working days of receiving the formal outcome letter. The student must submit an appeal, in writing, to the operational manager, residential services. An appeal can only be made on one of more of the following grounds:

    • That there was a material procedural irregularity in determining the outcome
    • That new information is now available which, for good reason, was not available at the time that the formal disciplinary panel made their decision, and which, had it been available, would have materially affected the outcome
    • That the penalty applied is disproportionate or out-with the jurisdiction of the disciplinary panel under stage two of the procedures
    • If a student admitted the allegation(s), they are not entitled to appeal on grounds 6(a)(ii) above
    • The student should set out the reasons for their appeal and provide any relevant evidence.

    On receiving the appeal, the operational manager, residential services, will determine whether or not the student has provided evidence that they have grounds for appeal. If they determine that they have not, they will dismiss the appeal and inform the student, in writing, setting out the reasons. The letter will also contain a completion of procedures letter.

    Where the operational manager, residential services, determines that the information provided does constitute grounds for appeal, they will write to confirm this to the student and refer the matter to the director of residential, sport and commercial services, who will convene a residential disciplinary appeal panel.

    The membership of the residential disciplinary appeal panel will be constituted as follows:

    • Director of residential, sport and commercial services (or nominee) (chair)
    • Hall warden/manager of a different residence to that of the student and who has not chaired the formal residential disciplinary panel whose decision is subject of the appeal
    • Student representative officer of the guild of students
    • The accommodation office manager will act as secretary to the residential disciplinary appeal panel.

    Where the appeal is to be heard on the grounds of procedural irregularity or on the basis that new information is now available (ie grounds 1 and 2), the appeal hearing will be conducted in accordance with the procedures for stage two.

    Where the appeal is to be heard on the grounds that the penalty is disproportionate, the following procedures will be followed:

    • The student will be invited to attend an appeal hearing of the residential disciplinary appeal panel, the appeal hearing and will be invited to be accompanied to the hearing by a friend or supporter who would normally be a fellow student or a representative of the guild of students
    • All relevant papers will be available to all parties at least five working days prior to the meeting
    • At the hearing, the chair of the board will introduce all parties present and will invite the student to state their case. Members of the board may wish to ask the student questions
    • When all questioning has taken place, the student will be asked to make a final statement, and will then be asked to leave the room while the board makes its decision in private
    • The decision of the residential disciplinary appeal panel will be given verbally to the student and confirmed in writing in a formal outcome letter.

    The student is entitled to submit an appeal against the decision of the residential disciplinary appeal panel but only on the grounds that they did not receive a fair hearing as a result of some procedural irregularity. If a student does not exercise their right to appeal, the secretary will issue a completion of procedures letter after the period of time for appeal has elapsed.

    An appeal may be submitted within 10 working days of receipt of the formal outcome letter and should be sent to the secretary to the university’s board of discipline, who, in consultation with the chair of the university’s board of discipline, will decide whether or not the student has presented evidence of grounds for appeal. If it is determined that the student does have grounds for appeal, the matter will be referred back to the director of residential, sport and commercial services to re-convene the residential disciplinary appeal panel with a different membership to re-hear the case.

    If it is determined that the student has not presented evidence that they have grounds for appeal, the secretary to the board of discipline will inform the student in writing and issue a completion of procedures letter.

    There is no further right of appeal to the student.

  • Student complaints policy and procedure

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    Student Charter

    The Student Charter sets out the general entitlements and responsibilities of students. If you believe you have a legitimate complaint, you should refer in the first instance to the Student Charter to clarify what is reasonable for you to expect from the University in the relevant area and whether you have discharged your corresponding liabilities, if applicable. If you do not know who is responsible for a particular area or how to contact him or her, your Department or School Office or the Guild of Students will help you.

    Information about the Student Charter is available from the Teaching Quality Support Division.

    Making a complaint

    If, having consulted the Student Charter, you wish to proceed with a complaint you may invoke the Student Complaints Policy and Procedure.

    The Student Complaints Policy and Procedure sets out how students may seek to have their complaint addressed. It should be recognised that the vast majority of concerns which a student may have can be handled fairly, amicably and to the satisfaction of all concerned on an informal basis. Only when informal means have been exhausted should a complaint be pursued.

    Informal advice about the Student Complaints Policy and Procedure may be obtained from the Academic Compliance Team in Student Administration and Support, (email appeals@liverpool.ac.uk), or from the Guild of Students.

    The Student Complaints Policy and Procedure does not cover the following matters for which separate procedures exist:

    Complaints relating to the Guild of Students

    pro-forma for submission of a complaint is available.

  • Student alcohol and drugs policy

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    Introduction

    The University of Liverpool is committed to ensuring that the use of alcohol and drugs does not have an adverse effect on the working and social conditions of University students, staff and visitors. The University recognises that alcohol and drugs will play a part in the lives of some people and this document is designed to inform you of the University's Policy in relation to these issues.

    Aims of the policy

    • To promote an awareness of the health and legal issues associated with alcohol and substance misuse
    • To explain the University’s approach to issues arising from the misuse of alcohol or the use of illegal substances
    • To make students aware of support and guidance which is available both internally and externally for students who may have problems with alcohol and/or drug use.

    Support, advice and information

    Any student who is concerned about their use of alcohol or drugs is encouraged to seek advice. The University will regard anyone seeking support as having a health problem and will provide assistance to enable appropriate help or treatment to be accessed. Confidential advice and support, or information on other services, for those wishing to discuss problems related to the use of drugs or alcohol is available from the Student Health Service, the University Counselling Service and Liverpool Guild of Students (LGoS).

    The University will provide support and information about the health and social issues arising out of drug and alcohol use and misuse. Alcohol awareness and student health/ wellbeing campaigns will be organised through the University’s Student Health Service and the Liverpool Guild of Students.

    The focus will be on minimising harm and on emphasising support networks and accessing reliable sources of information.

    Staff in the Student Health Centre, Student Support Services and the Counselling Service can offer advice, information and support. There are also a number of agencies in the local area providing a range of services.

    The University community

    All members of the University community contribute to creating an environment in which everyone can live, study and socialise free from inappropriate disturbance. Anti-social behaviour resulting from alcohol or drug use is unacceptable and may be grounds for disciplinary action including the possibility of exclusion from the University. For students on clinical programmes, drug use or excessive alcohol use may also result in a student being referred for consideration under the University’s Fitness to Practise procedures. Being under the influence of alcohol or otherwise intoxicated will not be considered an excuse for offensive, abusive or illegal behaviour, and may be regarded as an aggravating feature. It is a breach of the University’s Rules Regulating the Conduct of Students to supply, use or knowingly possess any controlled drug, on University premises including University-owned or managed Halls of Residence.

    Reporting concerns

    If you believe that someone has a difficulty in controlling their use of alcohol or drugs you should encourage them to seek support. Excessive drinking can be the first outward sign that a student is under stress and needs help.

    If you are concerned that a student may be a danger to themselves or others it is recommended that you inform a senior member of staff or discuss your concerns with someone from the Student Administration and Support Division or any of the Student Support Services.

    Students or staff may become aware of, or suspect, drug use or supply on campus. In such situations you can report your concerns to the Security Control Office which is open on the campus 24 hours a day and who will take full details. If concerns are about activity in any of the University Residences then you should report these to the Hall Warden or Manager in the first instance.

    It should be noted that action against students by the Police or the University is unlikely to be taken on the basis of anonymous reports or unsubstantiated allegations. The University will take advice from Merseyside Police when considering appropriate action and the University reserves the right to invite the police to make spot checks on University premises where there is suspicion of persistent drug usage or supply/dealing.

    The University and the law

    The University has a legal responsibility to provide a safe and healthy environment for students, staff and visitors and will take appropriate steps to ensure this environment is established and maintained.

    Misuse of Drugs Act 1971

    Under this Act it is an offence for ‘the occupier or someone concerned in the management of any premises knowingly to permit or suffer on those premises the smoking of cannabis; or the production, attempted production, supply, attempted supply, or offering to supply of any controlled drug’ (Misuse of Drugs Act 1971). It is not the duty of staff to collect evidence, but any suspicion of dealing in controlled drugs on University premises should be reported to the University’s Security Service. The Head of Security will take whatever action he considers appropriate, which may include involving the police. The University reserves the right to invite the police to make spot checks on University premises where there is suspicion of persistent drug usage or dealing.

    The University will take appropriate action if such incidents occur and will refer these to the Police.

    Alcohol Licensing Act 1964

    The supply and consumption of alcohol are subject to the restrictions of the Act. Licence holders have a legal duty to manage premises responsibly and have the authority to ban people for their anti-social behaviour from bars and other social places where alcohol is on sale. Any events organised are also required to be managed responsibly.

    The law and you

    The consequences which can result from a Police caution or a prosecution for the possession, supply or trafficking of illegal drugs are not limited to fines and prison sentences. A criminal record can have a serious impact on employment prospects, particularly for professions such as law, teaching or medicine. Even your travel plans can be affected as you may be denied a visa to enter certain countries, such as the United States of America, if you have been cautioned or convicted for a drugs related offence.

    A criminal record arising from drunken behaviour can also have a serious impact on employment. Receiving a police caution for drunk or disorderly conduct should not be treated lightly as this could have an adverse effect on your future career.

    The University has a duty of care to all its staff and students and thus it needs to be informed of any alleged criminal activity by its students. If at any time during your registration on a programme of study at the University you are arrested by the police and charged with a criminal offence, you are required to report this immediately to the Director of Student.

    Implementation and evaluation

    The Policy will be implemented through:

    • Dissemination of the Policy to students and staff
    • Raising Awareness of alcohol and drug related issues across the University including in the University’s Halls of Residence.

    Approved April 2018

  • Left property policy

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    Purpose statement

    To ensure property left within university owned accommodation at the end of the period of residence or upon early termination of the accommodation agreement is dealt with consistently and in accordance with service standards and procedures.

    Scope

    This policy is applicable to all members of staff and residents within university owned accommodation. The policy should be used when property is found or has been left behind at the end of the period of residence or upon early termination of the accommodation agreement. The property may belong to residents or their guests.

    Definition

    Left property: personal item of value left behind by residents or guests in a bedroom or communal area after a contract has ended.

    Personal items can include:

    • Passport
    • Birth certificate
    • Cheque book (to be deposited at supplying bank)
    • Cash or secure container (purse or wallet) likely to contain valuables
    • Credit/debit card (to be deposited at supplying bank)
    • Driving licence
    • Bank statements (to be deposited at supplying bank)
    • Mobile phone
    • Laptop

    (The above list is indicative)

    Responsibilities

    University staff and contract staff working on behalf of the university are instructed to consult with the hall management team before removing any left property.

    Left property

    Residents are responsible for clearing all personal belongings from the accommodation before returning keys to the reception at the end of the period of residence or upon early termination of the accommodation agreement.

    Before the end of the period of residence a reminder will be sent to all residents stating that it is the resident’s responsibility to clear all personal belongings from the accommodation before returning keys to the reception.

    This policy equally applies if a student fails to return the keys to the accommodation at the end of the period of residence or upon early termination of the licence agreement and leaves property in the accommodation.

    Staff who find a personal item of value when cleaning accommodation at the end of the period of residence or upon early termination of the licence agreement have a responsibility to notify the halls management team so the item/s can be logged and stored safely and securely.

    The hall manager will contact the resident via email and/or letter as well as trying to make contact by telephone advising the student that a personal item of value has been found and should be collected within 28 days from the date of correspondence. During this period the property will be kept in a safe and secure storage area.

    Property left behind after the end of the period of residence or upon early termination of the accommodation agreement, which does not fit the category of personal items of value i.e. Clothing, shoes, cd’s, dvd’s, books etc. Will be donated to local charities or where possible recycled.

    Open foodstuffs, alcohol, toiletries, consumables, bedding and pharmaceuticals will be disposed of.

    The university reserves the right to charge the student costs associated with the storage or disposal of any items left in university owned accommodation at the end of the period of residence or upon early termination of the accommodation agreement.

  • Damage deposit

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    A booking fee is charged when a room offer is accepted by a student. On arrival the booking fee reverts to a Damage Deposit. The Damage Deposit is security against a student’s failure to comply with his/her obligations under the Student Tenancy Agreement. Arrears of residence charge or compensation for damage or payment of additional cleaning charges, for example, may be deducted from the damage deposit of the student responsible. In practice the University will invoice the student for any payments for damage when it arises.

    All residents are issued with a Room Inventory, which should be duly completed and returned to the Halls Manager’s Office within 48 hours of moving in. The inventory gives students the opportunity to indicate if any of the fixtures and fittings are damaged in any way. Any defect or damage should be noted against the appropriate item in order to ensure the student is not held responsible for the damage/defect within the room when he/she leaves. If in any doubt about completing the inventory, students should call in and see the Halls Manager.

    If after proper investigation the University is unable to identify the perpetrator(s) of mess or damage it may share the cost of cleaning or repair among the residents by making a deduction from the damage deposit of each. Alternatively, students may be invoiced locally for the damage and the deposit kept intact.

    The University will check all accommodation when it is vacated to make sure it has been left in a clean and tidy state, with all fixtures and fittings in place, and undamaged (except for normal wear and tear). The University will return the damage deposit, after making any proper deductions, as soon as possible after the Student Tenancy Agreement has been terminated (usually four-six weeks). Where deductions have been made the University will give the student a schedule itemising those deductions.

    No interest is payable on the damage deposit.