Living in Accommodation

2011-12
QUEENS ACCOMMODATION ENCOURAGES STUDENTS FROM ALL BACKGROUNDS AND CULTURES TO LIVE AND LEARN FROM EACH OTHER

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CONTENTS welcome............................................1 what we do........................................3 your accommodation contract.............4 before you arrive.................................7 the fine print.....................................8 when you arrive................................13 A-Z of living at Queens.....................14 student support................................26 catering........................................30 useful contact numbers.....................31 glossary.....................................33 campus map....................................35

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welcome

Living away from home for the first time can be an exciting and challenging experience living and studying in a new location, meeting new people, making new friends and managing personal finances. The assistance and support of our friendly, knowledgeable staff and the Community Youth Work team will help you settle in and make that transition easier. This booklet provides information on what you need to know when you come to the University, what to bring to your accommodation and other things you need to consider such as personal security, health and safety and the welfare services available to you. We know you have a lot of information to read as you embark on your new life at University, however we would ask that you take time to read the information in this Guide to Living carefully as you will need to understand the nature of the contract you have with the University, including Dos and Donts of living in Student Accommodation and the behaviour that is expected of you as a student at Queens University Belfast. If you have any queries about any aspect of this information, please contact us via the Accommodation office, all contact details are on page 3. I hope you will enjoy the experience of living in University Accommodation and that your time at Queens is happy and successful. Caroline Young Director of Queens Accommodation and Hospitality

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what we do

Reception The Elms Village reception staff deal with general enquiries, mail, lost keys/key cards, bank letters, guest rooms, vacation accommodation and lost property. Open and staffed 24 hours a day, 7 days a week Telephone: 028 9097 4525 Fax: 028 9097 4524 Accommodation Team The Accommodation team based at Elms Village deal with room allocations, Accommodation Contracts, contract extensions, room transfers, early departures and withdrawals for all University accommodation. Telephone: 028 9097 4403 Email: accommodation@qub.ac.uk Office hours: Monday Friday 8am to 6pm Facilities Team and Student Support Team The Facilities team based at the Treehouse are responsible for cleaning, grounds, maintenance, recycling and vegetable allotments. Telephone: 028 9097 5501 Email: accommodation@qub.ac.uk Office hours: Monday Friday 8am to 6pm

The Community Youth Workers live on site at Elms Village and are supported by a team of Residential Assistants who are here to assist you in settling into your new environment. Community Youth Workers are based at the Treehouse and are available 7 days a week and are on call Sunday to Thursday night (Inclusive) Email: cyw@qub.ac.uk Telephone: 02890974718 Telephone: 02890974792 Telephone: 02890974697 Finance Team The Finance team are responsible for residential fee payments and providing support and advice on payment plans for all University accommodation. Telephone: 028 9097 5639 Email: residentialfees@qub.ac.uk Office hours: Monday Friday 9am to 5pm Maintenance Team The Security and Maintenance team are based at Elms Village reception. Telephone: 028 9097 4525 Email: accommodation@qub.ac.uk The Maintenance team are responsible for responding to all maintenance issues in accommodation in a timely manner.

Online Maintenance Reporting For all maintenance repairs within Queens Accommodation, students are required to complete an Online Maintenance Request Form through a Maintenance Link. To complete the Online Maintenance Form students will need to follow a set of instructions which will be in both the Online Maintenance Guidelines and the Online Maintenance Brief Guide on our website. Students can get help and advice regarding any maintenance issues and guidance on completing the Online Request Form, from the Student Plus Helpdesk at Elms Village reception or by contacting the Helpdesk on 028 9097 4419. The Maintenance helpdesk is located at Elms Village reception Telephone: 028 9097 4419 Office hours: Monday Friday 9am to 5pm Email: accommodation@qub.ac.uk For maintenance queries outside these hours or for those students in 76 Malone Road and College Gardens without internet access please contact Elms Village reception on (028) 9097 4525

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Your accommodation contract

A legal relationship When you accept your place in Queens accommodation, you agree to abide by the Conditions of Occupancy which form the legal contract you have with the University. This document is referred to as your Accommodation Contract. All the Universitys resident students are required to enter into an Accommodation contract with the University before they take up occupation. Students in Queens accommodation are allocated a single study bedroom in a named residence. The Accommodation Contract creates a contractual relationship between the University and each resident and the obligations in the agreement are legally enforceable. In particular reference to non-payment of fees the University Regulations will apply: Failure to pay, or make appropriate arrangements to pay, all fees and other monies due to the University by the relevant deadline will lead to a student being suspended. Students under suspension will not be eligible to enrol or graduate until that debt is repaid. The University reserves the right to withhold a degree certificate or transcript from any student who is in debt to the University. Such a debt includes outstanding tuition and accommodation fees, unpaid library charges and/or other amounts owed to the University. By withholding the degree certificate or transcript, the University will not be precluded from pursuing repayment of the debt by, for example, using a debt recovery agency.

The Universitys Accommodation Contract is a detailed document that explains both the students and Universitys obligations so that it is clear and fair to both parties. You should keep a copy of your Accommodation Contract and Conditions of Occupancy for the time you live in University Accommodation. Information regarding termination of your contract can be found on page 6. When does the Accommodation Contract become binding? For students who have accepted online, the agreement becomes binding when you have forwarded your acceptance of your accommodation offer confirming you have read the agreement accepting the terms and conditions and the University has sent an email confirming that you are now under contract. Your Accommodation Contract is a two part document: Part 1: Offer of Accommodation: This is your offer and it details which building and room you have been allocated, the length of your contract and the residential fees for the year. Part 2: Conditions of Occupancy: This is the second part of your Accommodation Contract with the University which details what you can expect from us and what we expect of you during your time with us, i.e. behaviour etc.

Contract acceptance of a place in our accommodation commits a student to live in the accommodation for the full residential year of 38 weeks/50weeks (or a semester if appropriate) and pay the required fee independent of any absences from the accommodation as part of your course. You must complete the on-line induction process before you arrive as the final step in completing your Accommodation Contract. If you have not done this before you arrive then it must be completed before you are able to check-in and receive your keys.

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Fees Students living in Universityowned accommodation are legally obliged to pay fees to the University throughout the period of their Accommodation Contract. Facilities included in your fees In addition to your furnished room: All utility charges (heating, hot water and electricity). Heating and hot water are at set times Mon-Fri 7.00-9.00am and 5.00-10.00pm (3.30-10.00pm Dec-Feb) Saturday/Sunday 9.00-11.00am and 5.00-10.00pm (3.30-10.00pm Dec-Feb) Internet provision via the Queens network, is for educational use. Please note there are some restrictions related to available gaming ports. Access to Skype is available. Please familiarise yourself with the security policies on the website at www.qub.ac.uk/ is **please note that networked internet access is not available in 76 Malone Road and 7-12 College Gardens TV licence in communal areas Weekly cleaning service in communal areas during core teaching periods Support through Community Youth Work team and Residential Assistants Repairs and maintenance 24 hour security and reception cover A social programme with something to suit everyone

If you think you may have a problem paying your fees please arrange to see someone in the finance team at Elms Village reception as soon as possible so that you can be advised of the best course of action to take. You can also contact the Student Advice Centre located on the 2nd floor of the Students Union for advice on loans or grants for which you may be eligible. Contact details can be found on page 31. It is extremely important that you do not ignore reminders about outstanding fees arrears on your account. It is in your best interest to seek help and advice at the earliest possible opportunity. Defaulting on payment will result in the University Regulations via Student Administrative Services and Systems (SASS) being initiated which may result in suspension or possible expulsion. The University also reserves the right to refer outstanding debt to a third party agency for collection. The University also reserves the right to move a student to alternative University accommodation, but only where it is reasonable to do so. This may be in circumstances where, for example, there has been an emergency, or where a student or group of students is behaving disruptively. Unless the reason for the relocation is the students own behaviour, the University will try to offer accommodation of a similar standard. Where the new accommodation is less expensive, only the reduced rent is payable. If the new accommodation is more expensive, rent will be charged at the previous rate.

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Charges for damages The University will write to notify you of the cost of putting right any damage caused. Where damage is caused anonymously the University is entitled to charge each student for a proportion of the costs. The University will exercise reasonable discretion in deciding whether to share the charges among the occupants of a house/flat, all the students in a particular block or on a particular corridor, or among the occupants of the entire house. Where accommodation has to be cleaned, decorated or repairs made before it is fit to be reallocated, we will charge the full cost of cleaning, decorating and repair to the outgoing resident student(s). Items which need replacing as a result of reasonable wear and tear, and decoration which is necessary as part of ongoing maintenance are not charged to students. Where damage is caused anonymously and the University divides the charges between the students, any student who has grounds for objecting to the charge (for example if they can show they could not have been at the University at the time when the damage occurred) may make representations to the Accommodation office who will fairly and impartially consider the statements made and the evidence presented. Where the Investigating Officer is satisfied that a student could not have been responsible for the damage, they will not be charged. This may mean that other students have to pay an increased share of the costs.

Release from your contract The Accommodation Contract is not a tenancy and does not have a break clause or notice period allowing a student to end the contract before the end date. Please note that the Accommodation Contract commits a student to stay in the Universitys residence for the duration of the contract, either short-term, single semester, 38 or 50 weeks, and to pay the required fee regardless of any absences from accommodation as part of their course. If, for whatever reason you decide to leave earlier, you will still be liable for the fee until another student takes up the room, which will become more difficult later in the semester. In all cases the student must complete an accommodation release form at Elms Village reception. Any belongings left in your room after you vacate it will be disposed of. There may be an additional charge for extra cleaning if the room is left in an unacceptable state. Finding a student to take your room is not always straightforward. However, if you leave during the first few weeks of term finding a replacement may be easier than later in the year. If you leave after Christmas it can be difficult to find another student to take the room. You could end up paying rent on a room you are not using until the end of the contract period. Please note that handing in your keys does not constitute a surrender of your accommodation contract.

Student regulations and disciplinary procedures Information about the Universitys disciplinary procedures is contained within the Universitys General Regulations. It is essential that you read the General Regulations so that you understand your obligations and responsibilities as a student of the University. Student conduct and disciplinary procedures are detailed within the General Regulations under Conduct Regulations. The General Regulations can be found on https://www.qub.ac.uk/directorates/ AcademicStudentAffairs/AcademicAffairs Electrical equipment and safety

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before you arrive

You must complete the on-line induction process before you arrive. This is the final step in completing the acceptance of your Accommodation Contract. If you have not done this before you arrive then it must be completed before you are able to check-in and receive your keys. Before you arrive at your new accommodation please take into consideration the points raised below and on the following page. You will need to ensure your equipment is safe to use before bringing it into the accommodation. Any faulty fittings or dangerous wiring will be removed. Holes must not be made in furniture or fabric to accommodate wiring. In order to prevent the electricity in your room from cutting out the use of the following items in your bedroom is prohibited: Kettles Toasters / sandwich toasters Rice cookers Coffee machines Household fridges Electric blankets Hairdryers or hair straighteners must be less than 1000 watts. Amplifiers/keyboards Extension leads must not be used in corridors Please note: we do provide kettles, toasters, fridges, cookers and microwaves in all kitchens and rice cookers in some kitchens. The total combined watts of your appliances in use at anytime in your room cannot exceed 1000W. If the power in your electrical sockets fails please try pushing the re-set button on the socket. If this is not available in your room or does not restore the power please complete a maintenance request on-line or contact Elms Village reception. Please remove all plugs from sockets if you leave your room for any length of time and remember DO NOT overload extension leads. Transport Car parking and bicycles If you applied and were successful in obtaining a car park permit for Elms Village, you will be assigned a space on the Elms site. Due to traffic congestion in South Belfast and around Queens, the University asks students not to bring cars to Belfast. If you do not have a parking permit you must not park in the residential streets adjacent to Elms Village in order to minimise disruption to the local residents. A pay-as-you-go parking system operates in the car parks at Elms Village. More information about this is available on our website www.stayatqueens.com We encourage you to consider your environment by car sharing or using public transport where possible. Further public transport details and timetables can be found on the Translink website www.translink. co.uk or try some alternative money saving travel tips at www.belfastcity.gov.uk/money/ begreen.asp Please be advised that there are no parking facilities at 76 Malone Road, Grant House and Mount Charles if students park in these areas they will be clamped and fined. All bikes must be kept at the bike stands located around the site or in the bicycle shelter outside the Treehouse. Any bikes found inside buildings will be removed immediately and bike locks attached will be broken if necessary.

Motorbikes You do not require a parking permit for a motorbike, however, please complete a form at Elms Village reception detailing your registration number for security purposes. You can park your motorbike at your own risk anywhere on the site where there is a suitable space which is not obstructing access.

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the fine print

When you live in Queens Accommodation, there are certain conditions and regulations that must be observed. These conditions are outlined in your Accommodation Contract and are in place to ensure the safety and wellbeing of all residents. As you are sharing your accommodation with other students it is important that you understand what is expected of you and what you can expect of the other residents. Please ensure that you are fully aware of your obligations. The following conditions are for your safety and wellbeing and form part of your Accommodation Contract.

Absences from University Accommodation Any student leaving their room for more than a week during term-time or during the summer if you have a 50 week contract should notify the Accommodation Team in person, via email to accommodation@qub. ac.uk or telephone 028 9097 4403. This is so as not to cause undue worry or concern. We also need to know this to allow our housekeeping staff to run fresh water through the shower and taps once a week whilst you are absent. This is to ensure that water hygiene is maintained throughout the building, and water remains fresh in your room. Please also advise the Accommodation Team of your return to accommodation. Access to your room or building Your room is your home therefore we will aim to give prior notice before accessing your room. However it will not be possible to do so in the following circumstances: When repairs are required (or any other matter affecting the suitability of the accommodation for habitation) reported by you When access is required to the communal areas, i.e. kitchen or corridors (e.g. tours to prospective students) If your floor is found in an inappropriate state.

In these circumstances the University is entitled to enter the accommodation whether or not you are present. However, we will leave a card to advise you that we have been in your room. Antisocial behaviour When living in shared accommodation, you need to be aware of how your behaviour affects others. Antisocial behaviour causes nuisance and distress for fellow students and neighbours living in the surrounding community. Causing a nuisance or disturbance is also a breach of the Universitys Conduct Regulations. One of the most common problems is caused by high noise levels. Whether inside the halls or grounds around the halls, noise levels must be kept to a minimum at all times. Noisy behaviour will be regarded as antisocial and a breach of the Universitys Conduct Regulations which can be found on http://www.qub.ac.uk/directorates/ AcademicStudentAffairs/AcademicAffairs/ StudentCharter The following are examples of antisocial behaviour: Music, singing and loud conversation which is audible to those outside your room or flat Unruly behaviour such as shouting, causing a disturbance in the street, often when returning to accommodation late at night. Incidences of noise nuisance or other antisocial behaviour are often fuelled by excessive alcohol consumption. The University does not accept this as an excuse for inappropriate behaviour at any time.

Noise levels in individual apartment blocks are monitored throughout the semesters. Most of our accommodation is situated in residential areas and students are expected to respect neighbours who may be elderly, have young children or have to get up early each day. The Belfast City Council also monitors noise disturbances and can fine anyone who persistently behaves in an antisocial manner. The following are examples of unacceptable behaviour that may bring the name of the University into disrepute: Verbal or physical abuse towards other students, neighbours or staff Harassment or bullying Criminal activity, such as the use of illegal substances Possession of firearms or imitation firearms. Students must not bring a firearm to accommodation. This restriction on firearms applies whether or not the firearm is licensed and it also applies to imitation firearms. Students should also not bring any other item to the halls of residence which may be used as an offensive weapon unless the student has a valid and lawful reason for having it in his/her possession Tampering with fire detection equipment and activating fire alarms. See page 9 in this guide for the section about Fire Regulations. Use of amplifiers/keyboards. You can call security at any time if you are affected by antisocial behaviour. The contact number is 028 9097 5099.

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Cleaning Students are responsible for cleaning their bedrooms and keeping the communal areas within their flat/building clean and safe. Rubbish should not be allowed to accumulate and bins and recycling containers must be emptied regularly. Where students do not maintain an acceptable standard of cleanliness and hygiene they will be billed for professional cleaning charges, which can be very expensive. For more information on cleaning services see page 15.

It applies whether students are on University premises or elsewhere on University business or study activities, including premises managed on behalf of the University by a third party (such as halls of residence). In certain situations individuals may be subject to disciplinary action, be asked to leave and/or be reported to the police. The University has a legitimate interest in protecting those at the University and its own reputation from the likely consequences of substance misuse. More details about drug and alcohol misuse and mental health issues are available from the Student Guidance Centre. For further information visit:http://www.nhs.uk/livewell/alcohol/Pages/ Alcoholhome.aspx www.nistudentsdrugs.info www.talktofrank.com

Deliberate interference with fire fighting equipment, smoke detectors, doors, signage or alarms is a criminal offence and not only puts your life at risk but also your fellow residents. Students will be dealt with accordingly under the University Conduct Regulations; please refer to your common room notice board for further information and examples of misconduct with associated outcomes. Failure to comply with the regulations or with instructions from a member of University or emergency service staff will be considered a serious infringement and render the offender liable for prosecution. The following regulations must be observed at all times: All University accommodation is nonsmoking which includes all communal areas and bedrooms. Fire doors, these include your kitchen and bedroom doors, must be kept closed and not be propped open. Safety signs must not be covered, removed or defaced in any way. Heat/smoke detectors must not be covered or interfered with in any way. No cooking or heating of liquids is permitted to take place in bedrooms. Use of chip pans or similar items is prohibited. Care should be exercised whilst cooking with a wok, frying pan or the grill. Smoke produced from such cooking activities (e.g. burning toast) can set off fire alarms. Cookers and grill pans must be cleaned before using to prevent unwanted fire alarm activations. Do not leave food unattended in the toaster, hob, grill or oven. Barbecues are only permitted outside

Drug and alcohol guidelines The University has a responsibility for the health, safety and welfare of its students, staff and visitors and aims to provide a safe, healthy and high quality learning environment. This includes addressing the risks posed by substance misuse, informing students of their responsibilities and codes of conduct and providing help and advice on request. All students have a legal responsibility to take reasonable care for their own safety and that of others and to comply with these guidelines. The guidelines apply to students in circumstances where there is a safety risk to themselves or others, or where their conduct or quality of work affects others or the reputation of the University, such as students on Universityorganised work placements, working in laboratories on research projects or as members of University sports teams.

Fire Regulations All students and their guests are required to familiarise themselves with the following regulations, the location of fire appliances, fire alarm call points, and exit routes from buildings and assembly points. Fire and evacuation instructions are found in each building please read them carefully. You will be required to participate in fire drills which are carried out each year in all accommodation each apartment/house must successfully pass a fire drill, with residents having to evacuate the building within 3 minutes.

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the Treehouse in the designated BBQ area. Please do not use the grass areas or anywhere near your building. Please have consideration for local residents and move inside after 11pm. Activation of alarms (particularly those where fire doors have been propped open or windows kept closed) which result in the unnecessary attendance by security personnel may result in disciplinary procedures. An administration fee and equipment reinstatement charge will be levied in the event of malicious or preventable and unwanted alarm activation. Such charges may be made against an individual, flat or block. Do not spray aerosols close to the fire detector in your bedroom. Keep your en-suite door closed during and after showering as steam can activate the fire alarm. Any defects with University furniture or fittings should be reported to site staff immediately. Any activity which could place other people or property at risk is forbidden. Fire drills and fire alarm activations must be responded to promptly by all in residence. Information regarding escape plans and assembly points can be found on your bedroom door. Cars and vehicles must not be parked in locations which would impede access for emergency vehicles. Storage of bicycles or any other objects is not permitted within bedrooms, staircases, corridors or communal areas. The University may remove any article which constitutes a fire risk, but will return it to the student.

Candles, jossticks, incense, tea lights, fairy lights, fireworks, electric bar fires, fan heaters, oil burners are not permitted.

for ensuring that cables to personal electrical equipment are safe and are not left trailing. It is a condition of the Accommodation Contract that a student will not put the health and safety of others at risk. Hazardous chemicals or biological substances must not be brought into the residence sites (prescribed medicines are allowed). Mercury thermometers are not allowed on the premises. Students are responsible for the safe moving and handling of all luggage and belongings. University staff may assist in the handling of excessive loads. All items must be removed when vacating. Charges will be made for the costs incurred for removal and disposal of any waste items not removed at the end of the academic year.

Guests You are responsible for the behaviour of any visitor you invite into your accommodation and guests must stay with you whilst signed in. Guests must be over 18 years of age. For further information regarding signing in a guest please see page 18. The full Guest Policy can also be found in the Conditions of Occupancy.

Health and safety The University aims to protect the health, safety and welfare of students and staff. Some policies on safety are set out in the student handbook and others are available from the departments in the University to which they apply. A breach of a University policy may be regarded as a breach of the Conduct Regulations and disciplinary action may be taken either under the policy in question or under the student regulations and disciplinary procedures set out in the General Regulations. Every student has a duty to take reasonable care for the health and safety of him/herself and of others who may be affected by his/her acts or omissions. All students are required to maintain a safe environment within their building and bedroom for employees who may have to enter the accommodation. For example, this means students are responsible

Inventory Students will find an inventory form in their bedroom. You will be responsible for the items in your room, so please take the opportunity to make yourself aware of the inventory. An inventory is a list of the contents and condition of a room or property when you move in. It is important you check and complete the inventory as this will allow you to comment on the condition of fixtures and fittings in your room when you first move in. There are 3 copies of the inventory form. Please complete this form fully, keep a copy for your own records and return the other

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copies to Elms Village reception within 24 hours of arrival. If there is no inventory in your room, let the staff know immediately. Please report any maintenance issues via the on-line link.

Maintenance and repairs The University is responsible for the repair and maintenance of the accommodation it manages. The University can only repair faults once they are aware of them. (You should report your maintenance request online within 24 hours of becoming aware of any problem). Any defects you consider to be potentially dangerous must be immediately reported to site staff. For less serious faults, please complete a maintenance request online. You should ensure that when repairs are reported, a full description of the fault is given. For example, to mend a broken window the University may send round a glazier, but if the window just wont open, it might be more appropriate to send a joiner. You may be charged for repairs if you caused the need for repair. Repair response times are as follows: Emergency repairs (within 4 hours): these include no hot water, no heating. Urgent repairs (within 24 hours): these include sockets not working, main light not working. Non-urgent repairs (within 5 days): these include desk light not working, blocked sink. Non-urgent repairs (within 20 days): these include all joinery work.

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Please note these job priorities only apply Monday-Friday. Please be aware that at peak times, for example at the start of semesters and after holiday periods, the demand for maintenance support is greater and it may take longer to complete your request.

If you discover anyone who you believe to be trespassing or presenting a potential threat please report them to security staff immediately. Smoking policy It is against the law to smoke in virtually all enclosed public places, workplaces, public and work vehicles in Northern Ireland. Failure to comply with the law is a criminal offence and carries financial penalties. The law clarifies that smoking refers to smoking tobacco or anything which contains tobacco, or smoking any other substance. Smoking Restrictions Smoking is prohibited in the following University locations: Anywhere in University and Students Union buildings or vehicles External areas of the University. All University accommodation is non-smoking which includes all communal areas and bedrooms. Designated smoking areas are provided on Campus and there are two located at the front and back of the Treehouse. Students who have an Accommodation Contract with the University agree to comply with the Universitys policy on smoking. Breaches of policy will constitute an offence under the Universitys Conduct Regulations and disciplinary procedures. Student conduct The University takes any breach of the regulations very seriously. You are advised to refer to the Queens website for full

information on the General Regulations in order to be suitably informed. Breaches of the University General Regulations will be heard by the Disciplinary Officer or referred to the Committee of Discipline. The University has a sensible approach to the sale and consumption of alcohol by students. All drug and alcohol abuse is treated very seriously and will result in disciplinary action being taken under the Universitys Conduct Regulations. We also expect resident students to adopt a mannerly approach to living with our neighbours and to respect their privacy and rights. Any antisocial behaviour, whether as a result of drug or alcohol abuse or not, and especially excessive noise after 11.00pm, will be dealt with as a serious offence resulting in disciplinary action. In addition to this, some examples of typical misconduct and expected outcomes are available on the poster on your common room notice board. Please pay particular attention to those which constitute a criminal offence and the potential outcomes. The Accommodation and Hospitality management team also act as Investigating Officers in the event of any breaches to the University General Regulations (Conduct Regulations) when they take on investigations and assist in disciplinary hearings. Subletting The subletting of rooms is strictly prohibited. This includes allowing the use of or sharing your room with relatives, friends, boyfriends or girlfriends.

P S

Pets No animals of any kind may be kept in University accommodation except guide dogs and only with the knowledge of Accommodation staff.

Safety awareness Residents should keep their bedroom locked and windows closed when unoccupied. It is also your responsibility to ensure that the front door to your flat/building is locked. Do not let anyone into your building or home if you do not know them. If you do, and they cause a disturbance or damage, you will be held responsible. Members of University staff carry identification cards and should identify themselves before entering a building. Occasionally you may be asked by a member of University staff or security to produce identification (eg your student card). Please co-operate it is not an invasion of privacy but is in the interest of all residents to dissuade intruders. Failure to produce your identification when asked is a breach of the Universitys Conduct Regulations. There are CCTV security cameras at some accommodation sites and a security team on call at all sites.

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when you arrive

Your Accommodation Contract, check in details and welcome letter will tell you which building you have been allocated to and when you should arrive. All check in procedures are carried out in the Treehouse at Elms Village (unless otherwise stated). Take your copy of the contract to the Treehouse at Elms Village to check in. Please note, if you have accepted your offer of accommodation online, you should print a copy of the contract and bring it with you. You must also bring one of the following methods of payment: Full payment by cash, cheque, credit or debit card Completed and signed direct debit form International students 25% of payment (cash, cheque, credit or debit card) and completed and signed direct debit form International students - 50% of payment (cash, cheque, credit or debit card) and the balance to be paid in full by 1 February 2012. We cannot check you into your room if you have not completed your online induction. When you have received your keys, you will be directed to your room by accommodation staff. They will also be able to answer any questions you have about the accommodation and facilities on site or nearby. Once you have unpacked your belongings, make yourself at home and meet your new neighbours. Check out the Welcome and Orientation plan for events you can go to dont hide in your room.

What we provide The following is provided within University accommodation (Premium standard rooms in some Queens houses have double beds): Bedroom Standard single bed with mattress Wardrobe with hanging rail and shelving Desk and chair Wastepaper bin Curtains or other window coverings Desk light Communal area Sofa and/or easy chairs Dining table and chairs or bench seating Microwave oven Fridge freezer Oven with grill and four electric rings Toaster Electric kettle Cleaning equipment (e.g. broom, dustpan and brush, mop and bucket) TV (covered by Queens TV licence) Communal payphones on site Rice cookers available upon request at reception Individual lockable food storage cupboards. You need to bring a padlock. What to bring with you All Queens accommodation is furnished but you will need to bring some items to make it your home. Please note that trips to local supermarkets and Ikea will be arranged during check-in week therefore we dont expect you to carry everything in your luggage.

You will need to consider bringing these items: Basic provisions for the first few days, until you have time to get to the shops Bed linen, including sheets, pillows and duvets or blankets (please note that you can purchase a bedding pack at reception upon your arrival for 30) Towels and a dish drying towel Crockery plates, bowls and mugs* Cutlery and cooking utensils, including tin opener, bottle opener* Pans a couple of saucepans, frying pan, baking tray A kitchen pack can be purchased at reception upon your arrival for 35. This includes the following; saucepan, dinner plate, side plate, cereal bowl, mug, knife, fork, tea spoon, slotted spoon, tea towel, tin opener, small vegetable knife and baking tray (please note that if the bedding and kitchen pack are purchased together the total cost is 60) Hairdryer and toiletries (refer to page 7 regarding electrical equipment). It is advisable to bring crockery and cutlery for 1 person as there is minimal storage space. If you decide to bring a television you will need to arrange for your own TV licence. The quality of your TV reception cannot be guaranteed on our sites. All electrical equipment you bring must be in safe working order and of good condition. Portable Appliance Testing is available in Semester 1. Please remember that you will be sharing accommodation with a number of other students so try not to bring too much.

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A-Z of living at Queens

A B

Animals No animals of any kind may be kept in University accommodation except guide dogs and only with the knowledge of Accommodation staff.

Basic bank accounts are easier to open than any other type of account. You must ensure the new account can make direct debit payments. If you change your address you must notify your bank immediately for security and for mail. If you require a proof of residency letter for opening a new bank account, complete a form at reception and a letter will be available within 24 hours. If you are going away for an extended period i.e. summer break, you should inform the bank as this will lessen the risk of the bank closing down your account as a dormant account. Bicycles Secure bicycle shelters are provided in Elms Village, Mount Charles and Guthrie House. The access codes for the shelters in Elms Village and Mount Charles are available from Elms Village reception. There are also bike stands located around the Elms Village site for student use. Bins/rubbish Housekeeping staff are not responsible for the removal of rubbish from your bedroom or outside your bedroom door. You are responsible for maintaining the cleanliness of your kitchen by removing rubbish and black bin bags to your apartment front door before 12 noon (Monday to Friday) for collection. Black bags will not be collected from front doors on a Saturday or Sunday and therefore at weekends and holidays you are expected to take your own bags to the large bins on site. For health and safety reasons do not put broken glass, crockery or knives

Banking facilities Santander, Queens Students Union Bank of Ireland, 31 University Road First Trust, 35 University Road Northern Bank, 49-51 University Road Ulster Bank, next door to the Post Office on University Road. ATM in the Mace shop in the Treehouse (Bank of Ireland). Bank accounts Students must keep their original course admission letter in a safe place, not just for immigration purposes but also for opening a bank account. The course admission letter or letter of introduction will provide evidence of your student status and, together with your passport, will verify your identity. You will need to bring the following items when going to a bank to open an account: Original course admission letter to Queens University Belfast Proof of residency address (supplied by Queens Accommodation) Passport or ID card

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in the black bin bags; these items should be disposed of in the glass bins provided. For residents of Queens houses, you are responsible for the cleanliness of your kitchen by removing rubbish and recycling to the bins at the rear of the house.

you must state your case in detail, specifying why you require a car parking space. Should you receive confirmation that you have been successfully allocated a space, payment in full of the annual charge must be paid at check-in. If you do not get a parking permit there is a Pay per Use car park operating in the car parks at Elms Village. Students can park in the two car parks located beside the Elms Village Reception building on a pay per use basis. You must register your car details if you wish to use these car parks by coming to Elms Village Reception (you only need to register once). Only residents of Queens Accommodation can use the car parks and you will be issued with a Parking Authorisation disc which must be displayed on your car window. Failure to do so may result in your car being clamped and a fine is payable for its release. Clamping Please be reminded that vehicles must be parked in designated parking bays only. In the event of an infringement of the parking regulations, details of the vehicle will be recorded by Security and the vehicle will be immobilised using a wheel clamp. Parking infringments include: Failure to park in a designated car parking bay Unauthorised parking in a disabled bay Obstruction of fire exits or other emergency exits Unauthorised parking in a visitor parking bay Failure to display a valid permit/pass

Carbon Management at Queens Queens is committed to improving its environmental performance and fundamentally changing the way it works so that it becomes an environmentally sustainable organisation with a low carbon footprint. Students who sign a contract to stay in Queens Accommodation are expected to be aware of their responsibility to reduce energy usage, recycle where possible and adhere to all new initiatives that are introduced throughout the residential year. Please help lower your carbon footprint by ensuring that all electrical equipment is turned off, including all lights and remember to close your window. For further information visit http://www.qub. ac.uk/sites/CarbonManagementatQueens/ Car park Due to the traffic congestion and parking restrictions in South Belfast, the University asks that you do NOT bring cars to Belfast. However, if the use of a car is essential, students can apply for a car parking permit online which costs 100 for the full residential year 2011-12. A parking permit allows access to limited parking places on the Elms Village site only. In order for your request to be considered,

Release of a clamp is subject to payment of a 25 fee for each day or part thereof, which should be paid to Security Control (based at Level 1, Administration Building on the main Queens site). To appeal the decision to clamp a vehicle you should lodge a written appeal with the Director of Estates within five days of the issue of the Release Fee. The Director of Estates decision will be final. Cleaning The housekeeping staff will provide a weekly clean during core teaching times of all communal areas to include, halls, stairs, landings and corridors, kitchen/common rooms, communal toilets and showers. If you are a resident living in a standard bedroom with a wash hand basin in your room, you are responsible for cleaning your bedroom and wash hand basin on a regular basis and the communal shower and toilet after use. For residents at Elms Village and living in an en-suite bedroom with your own shower, toilet and wash hand basin, you are responsible for the cleaning of the bedroom and en-suite on a regular basis. Shower curtains can be cleaned in a washing machine. Housekeeping staff are NOT responsible for washing up dirty dishes in kitchens or removing rubbish and recycling. We ask that you take pride in your home and maintain an acceptable level of cleanliness by washing dirty dishes after use, cleaning cooker tops after use and by removing out of date food from fridges on a regular basis.

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Regular failure to keep sinks and benches clear of dishes may result in the staff being unable to carry out cleaning and therefore the service may be temporarily suspended and a cleaning charge incurred for a deep clean. Particular areas of concern are: Shared kitchens and bathrooms to avoid any issues each individual student must clean the kitchen and bathrooms after each use. Please make sure that you do your own washing up, clean the sinks and kitchen surfaces. If you use the bathroom and shower, clean them after you have finished out of courtesy for the next person. Grill pans which are not cleaned regularly are a fire hazard and will activate fire alarms. You should therefore clean grills after every use Do not leave food lying around as it will attract rodents Rubbish and recycling dont let the bins and bags provided overflow with rubbish and recyclable items Ensure fridges and freezers are defrosted regularly, at least once per semester, to prevent the build up of ice. In ensuite rooms when cleaning your shower, remove the drain lid and pull out the shower trap before cleaning; this prevents the shower tray from overflowing Where there is a shower curtain always make sure it is tucked inside the bath/shower tray. Cleaning services If required, you may purchase the following additional services which are available from our Facilities team :

Room cleaning: en-suite 20.00, standard 10.00 Change of Queens bed linen: 5.00 Deep clean of kitchen: 25.00 Carpet shampoo: 10.00 Dry cleaning service: costs available from reception Laundry service: costs available from reception Removal of recycling 2.00 per bag Removal of bottles 5.00per bag Removal of rubbish 1.00 per bag For more details please contact reception. We aim to expand the services offered throughout 2011-12 so if you have any suggestions let us know. Contract queries If you have any questions in relation to your Accommodation Contract the accommodation team is available Monday to Friday 8am to 6pm to discuss any questions, issues or concerns. Complaints and customer service Our aim is to provide you with the highest standard of service at all times. However, we know that things can and do go wrong. When this happens, we need to know about it so that we can take measures to put things right quickly and efficiently. We also welcome comments and feedback about our services. Most complaints can be resolved immediately, but if your complaint is complex we may need more time to investigate. We aim to deal with your complaint within two working weeks of having received it.

Complaints, comments or any suggestions you may have should be referred to a member of Accommodation & Hospitality staff. There is also a dedicated Customer Services Manager to help with any issues or concerns you may have. Please see page 31 for contact details.

Decorations Decorations in common room areas must be removed within a week of the celebration e.g. birthday, Christmas, Halloween! We also ask that empty bottles and cans are not used as decorations in your bedrooms and common rooms. If found you will be asked to remove them. Door locks All front doors, corridor doors and bedrooms at Elms Village and Grant House are accessed with a key card. This computerised key system provides the facilities team with your name, where you are staying, your arrival and departure date and the number of times your key card has been made. Your card will only give you access to your bedroom door, the front door and the corridor door of the apartment in which you are staying. The system allows us to track all door openings in all apartments and provide added security for you. Green light = entry to building/corridor/ room Red light = no access report to reception Green/red flashing = low battery report to reception

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 Flashing green light your door is on office mode and is not locked. Office mode allows the door to remain unlocked by dipping the card twice into the lock. To cancel, dip the card twice again. It will turn red to confirm door is locked. Always remember to remove office mode at all times when locking your door. CAUTION It is important to note that locking you bedroom door from the inside with the double bolt does not override office mode and access can still be gained. Please see the information sticker on the back of your bedroom door for further details. Please see the information sticker on the back of your bedroom door. Departure Procedure It is your responsibility to remove all your belongings from your bedroom and communal areas and ensure they are cleaned before departure. Rooms or communal areas found in an unacceptable condition will incur a cleaning charge of 25.00 per bedroom or 25.00 per student on the floor for communal areas plus any damages. When departing from your accommodation please return your key to Elms Village reception and complete the necessary paperwork to finalise your check-out. Students found occupying a room after the departure date will be charged a nightly rate until the room has been cleared and the key returned.

Facebook Follow us on Facebook for all the daily updates, including organised trips and events. Facebook be aware of the consequences! Social networking sites are now widely used for both socialising and work. They are readily accessible and offer an immediate means of communication. However, they are relatively public and posted comments may be stored permanently. Care must therefore be taken not to cause offence or distress when making comments about individuals or their work, including University staff and students. The Universitys Student Charter, its Policy on Equality and Diversity and its Student Antibullying and Harassment Policy reflect the need for an environment which is free from harassment including discrimination, victimisation and bullying. The University expects individuals to treat fellow students, staff and visitors equally and respectfully. In line with its regulations, the University will take disciplinary action against students whose comments cause distress to others. There is also a body of criminal law dealing with libel and slander. The following points should therefore be borne in mind when using any website discussion forum: Good Practice Never say anything that may cause distress to others Remember that unknown others may see what you have to say

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 Remember that your comments may be saved and become a permanent record Therefore always think before writing any comments about others, especially if they may be in any way critical. First Aid If you require first aid at any time please contact Elms reception on 028 9097 4525 where one of our trained staff will assist you.

be submitted by email to accommodation@qub.ac.uk The guest must also sign out at reception on departure otherwise you will forfeit any remaining nights for that months allocation. For PGs and non Northern Ireland students you will forfeit one guest night from your total allowance if your guest does not sign out. When your guest arrives you must accompany them to Reception where they should present photo ID and sign in. Failure to do so will result in entry being refused. You must accompany your guest at all times. Your guest must be with you in order to gain access to the accommodation. If for any reason your guest makes a disturbance, security staff or any other member of staff has the authority to ask them to leave the premises immediately. Antisocial behaviour or damage to property caused by your guest is your responsibility and could result in disciplinary action against you. We also provide guest rooms at Elms Village which can be booked in advance and paid for at reception. These rooms are subject to availability. As well as signed in guests, you are responsible for the behaviour of any visitor or fellow resident student whom you allow access to your accommodation block, floor or Queens House.

Monday to Friday 7am 9am and 5pm 10pm Saturday and Sunday 9am 11am and 5pm 10pm During the months of December, January and February, heating will be provided from 3.30pm 10pm. Hot water is provided everyday from 7.00am 10.00pm Hygiene bins All standard apartments with communal toilets are provided with sanitary hygiene bins, which are changed on a monthly basis. Residents living in en-suite accommodation should dispose of their sanitary waste in the following manner: Dispose of the item in your own bedroom bin When your bedroom bin requires emptying, place contents in a bag, close securely and bring the contents to the front door of your apartment block between 9am 12.00noon (Monday to Friday only) Please do not dispose of your sanitary item in the kitchen bins Please do not flush the item down the toilet as this may cause a blockage, resulting in an additional charge to the residents.

Guest policy We have a policy which allows students to have a guest to stay overnight in their room. Guests must not sleep on couches in common areas. If you are an undergraduate student from within Northern Ireland you are allowed to sign in a guest for a maximum stay of three nights per month; the three nights can be used altogether or as single night visits. If you are a postgraduate student or an undergraduate from outside Northern Ireland you are permitted to sign in a guest for a total of 30 nights in the accommodation year and we can be flexible on the number of nights a guest can stay. Guests must be 18 years of age or over. There are certain times when guests are restricted or not allowed, for example Halloween, St. Patricks Day. Any such dates will be communicated to you. You must book in a guest at reception by 7.00pm on the day of arrival and sign the relevant form, however your guest can arrive after 7.00pm. For those students living in Queens houses a guest request can

Heating/hot water Heating is provided during the following hours:

Insurance The University insures the building for fire, flood, storm or burst pipes. You must arrange your own insurance to cover all your personal belongings in your bedroom, to include laptops. Bicycles should be insured and secured outside your apartment/building or in lockable bike sheds.

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Internet provision Internet connection via the Queens network in bedrooms is available in Elms Village, Grant House, Guthrie House and Mount Charles. There is also a computer suite in the Lounge in the Treehouse at Elms Village which includes a photocopier and printer for student use and a bank of computers to surf the internet or use Skype. If you are a Queens student you will receive an internet username and password at registration or if you are a student at any other higher education institution you can apply at Elms Village reception for a username and password. Queens Computer Services operate a network clinic at Elms Village reception at the start of the academic year, to assist you if you are experiencing difficulties connecting in your room. Technical support is also available at the Computer Services helpdesk located in the McClay Library or by telephone on 028 9097 3760 Monday to Friday 9am to 5pm. Internet provision within the accommodation is primarily for educational use and it is accessed via the Queens network, therefore gaming ports are generally not available. Please familiarise yourself with the security policies on the website at www.qub.ac.uk/is

Keys/key cards Each student will be issued with a key/key card to his or her bedroom and/or building. Remember to lock your door even when you are going to the kitchen or bathroom and to

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keep the front door and corridor door locked at all times. You must report loss or theft of keys/key cards to staff on site immediately. Keys - applicable to 76 Malone Road, College Gardens, Guthrie House and Mount Charles Keys are issued to you at the start of the residential year and must not be duplicated or loaned to anyone else. If you lose keys to your house you will be charged a fee of 5.00 per key for a replacement set (obtained at Elms Village reception). For security reasons please remove the tab with the house number and room number from the keys. Key cards - applicable to Elms Village properties and Grant House A key card is issued to you at the start of the residential year and must not be given to or loaned to anyone else. If you lock yourself out of your room, a replacement key card can be signed for at Elms Village reception. The old key must then be returned to reception within 30 minutes. Cards not returned within this time will result in a charge of 0.50. If you lose your key card, a replacement will be issued at a cost of 0.50 which will be deducted from your deposit or can be paid at reception. If you have twenty replacement cards made, your door lock must be updated or card number 21 will not work and you will incur an additional charge of 20.00.

Every 20th card after this will also carry a 20.00 charge. The reason for this charge is that this process requires a staff member to programme each door (block, corridor and room) and then to update all relevant computer software to ensure that access is restored. The charge for this reflects the costs of both resources and equipment to carry out this process.

There is no charge for the use of the domestic machines and any faults should be reported immediately to Elms Village reception. An ironing board and iron are available in all of the above locations. Contact reception if this is not the case. Lost property Please submit any items of lost property you find to Elms Village reception where the details of the item will be recorded and stored safely for collection by the owner. Items not collected will be given to a local charity.

Laundry facilities Coin operated industrial machines are available in the following locations: Treehouse located on the ground floor Grant House located at the rear of the building on the ground floor Guthrie House located on the ground floor off the main hallway 26-50 Mount Charles located at the rear of 26 Mount Charles. The cost for using the industrial machines is: Wash - 2.20 Tumble Dry - 1.00 for 50 minutes drying time If you experience a fault with any of the machines you can report the fault to Central Laundries directly on 0800 032 0070 or to a staff member at Elms Village reception or the Treehouse reception. Domestic washers and driers are located in: 76 Malone Road 7,8,9 and 12 College Gardens 11,13,15,17 and 19 Mount Charles

Maintenance requests If you have a maintenance problem please report it by: Submiting your online maintenance request via the Maintenance link which emailed to you on arrival. Please ensure to save this link for easy access. In the event of an emergency please contact the Maintenance Helpdesk on (028) 9097 4419 during office hours and (028) 9097 4525 outside office hours. The response times for different maintenance requests have been decided by the Maintenance Team. Examples of normal response times: Burst pipe within 4 hours Socket/main light failure within 24 hours Corridor lights within 5 days Joinery work within 20 days. If a maintenance request is submitted after 5pm it will be logged the following morning

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(excluding Sat/Sun). Emergency requests only will be dealt with over weekend periods. All other requests logged at the weekend (including 24 hour jobs) will be forwarded to the Maintenance team on the Monday morning. A maintenance request permits a member of the maintenance team to enter your room (please advise the Maintenance team when making the request if you wish to be present).

In particular reference to non-payment of fees the University Regulations will apply: Failure to pay, or make appropriate arrangements to pay, all fees and other monies due to the University by the relevant deadline will lead to a student being suspended. Students under suspension will not be eligible to enrol or graduate until that debt is repaid. The University reserves the right to withhold a degree certificate or transcript from any student who is in debt to the University. Such a debt includes outstanding tuition and accommodation fees, unpaid library charges and/or other amounts owed to the University. By withholding the degree certificate or transcript, the University will not be precluded from pursuing repayment of the debt by, for example, using a debt recovery agency. Please refer to, Residential Fees Payment Terms and Conditions available on the Accommodation website for further details. Post Please ensure the full name and exact postal address is used to avoid any problems with the delivery of your post. Important items should be sent by recorded delivery. The postal address if you are living at Elms Village is (the example shown is for a student living in Ash Avenue): A N Other Elms Village Ash Avenue Apartment 1 Room G03 78 Malone Road Belfast BT9 5BW Northern Ireland

If you are a resident at Elms Village, you are required to produce photographic identification to be able to receive your mail i.e. your student card. Mail that remains uncollected for a period of one month will be returned to sender. Postal addresses for other properties: 76 Malone Road, Belfast, BT9 5BU Grant House, 64 Malone Road, Belfast, BT9 5BT 7, 8, 9 or 12 College Gardens, Belfast, BT9 6BQ Guthrie House, 14-40 Fitzwilliam Street, Belfast, BT9 6AW 11, 13, 15, 17 or 19 Mount Charles, Belfast, BT7 1NY 26,28,30,32,34,36,38,40,42,44,46,48 or 50 Mount Charles, Belfast, BT7 1NZ

Payments and dates If you wish to make a payment for residential fees please call at Elms Village reception Monday to Friday 8am to 6pm, where your payment will be processed and a receipt provided. Payment queries can be handled Monday to Friday 9am to 5pm. The dates on which your payments are due will be communicated to you at check-in and will reflect which payment option you have chosen. A reminder will be sent to you two weeks in advance of each due payment date and remind you that an administrative charge will be applied for failed direct debit payments. Please ensure that your bank account allows direct debit payments. Difficulties paying and payment plans If you have any financial concerns or queries please call at Elms Village reception Monday to Friday 9am to 5pm and speak to Louise or Marie. They will be able to provide advice or identify sources of financial support available from the University to which you may be entitled to.

Public telephones Pay phones are provided in the following locations: Elms Village reception building The Treehouse (opposite the laundry) 76 Malone Road Grant House 7, 8, 9 and 12 College Gardens Guthrie House Laundry room at rear of 26 Mount Charles

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Release from your contract Please see information and procedures on page 6 of this guide. Recycling We take our role in supporting a low carbon university very seriously. Students are responsible for recycling waste in their kitchen and removing it to appropriate areas on a daily basis. Recycling facilities are available in all University accommodation locations. Facilities include bottle banks for recycling glass bottles and jars and bins for cardboard, paper plastic bottles and food and drinks cans. Students are responsible for taking all recycling materials to the recycling point in the appropriate bag provided. Recycle banks (located outside the Treehouse) for clothing, shoes, books and DVDs are available for student use throughout the year. The Treehouse Lounge encourages clothes, books, CD and DVD swaps. If you have any ides to help improve recycling in Queens accommodation please contact the Community Youth Workers in the Support Office in the Treehouse or at Elms Village reception. Recycling is promoted in association with Belfast City Council and Bryson House and you will be advised about the routines of recycling disposal when you check in and also at your accommodation induction meetings

held by the Community Youth Workers, Residential Assistants and Facilities team during the first weeks of term. Room inspections Inspections will be carried out by housekeeping staff throughout the residential year to assess the condition of your room and communal areas. Random inspections will also be undertaken to ensure compliance with health and safety policies. Any extra cleaning will incur a charge of 25.00 and additional charges will apply for damages. Room moves If you decide that you would like to change room throughout your stay, you can speak to your Residential Assistant or Community Youth Worker, or enquire about available rooms with the Accommodation team. You may be put on a waiting list until a suitable room becomes available. The charge for transferring rooms is 25.00. (Room moves are only available after 10 October 2011). Room swaps In all cases if you agree with another student to swap rooms this action must be completed formally at Elms Village reception. For health and safety reasons our records must be accurate and all students have a responsibility to keep term time addresses updated.

Security Elms Village provides 24 hour security based at the Elms Village reception. If you require assistance at any time please contact Queens security at Elms on 028 9097 4525 or the Queens security emergency number on 028 9097 5099 and security will contact the emergency services. At the start of the residential year you will be issued with your student card by Admissions and also with a key card for your bedroom. You should keep both of these with you at all times to produce when required by any member of University staff for proof of residence. If you are a resident in College Gardens, Guthrie House or Mount Charles, Queens security can be contacted on 028 9097 5099, 24 hours a day. If you are a resident in 76 Malone Road or Grant House, security can be contacted on 028 9097 4525, 24 hours a day. The University places a high priority on the safety of you and your fellow residents. Systems are in place to make all properties as secure as we can, without infringing on your freedom of movement. Please note the following: External doors and corridor doors must always be locked. You should lock your bedroom when leaving it even for a short period. If you lose your key/key card inform Elms Village reception immediately.

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 Do not let strangers into your building. On departure at the end of the residential year you must ensure your room is locked before returning your key as a charge will be imposed for any damage discovered in the room. Windows should be closed when leaving your room. Report corridor doors that do not lock immediately. Short term accommodation stays If you are living in accommodation on a short term contract you can extend your stay subject to availability. If you wish to stay longer you are required to move into long term accommodation and pay a 300 deposit, which can be discussed in more detail with the accommodation staff. Site building programme A new accommodation development for postgraduate students is being built on the boundary of Elms Village. The construction work will continue throughout the 2011/12 residential year limited to Monday to Friday 8.00am to 6.00pm with occasional weekend working. Whilst we will endeavour to keep disruption to a minimum, there may be times when access could be restricted to parts of the site. Safety precautions will be taken at all times which may include temporary walkways and crossings as appropriate.

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If you have any issues regarding this matter please contact the Director of Accommodations office on: Tel. 028 9097 4473 Or in an email to: Lorraine Wallace, lor.wallace@qub.ac.uk Storage for luggage If you are staying with us on summer vacation and wish to travel, or if you are an international student wishing to visit home during the summer before returning in September, then we may be able to offer storage for your luggage and possessions. It is your responsibility to label your belongings and please be advised that using such storage is at your own risk. Summer accommodation If you wish to stay in University accommodation after your contract ends on 9 June 2012, you can apply for summer accommodation by speaking to a member of staff (rates available on request at reception). You may not be able to remain in the same room/apartment/house due to other bookings or essential maintenance works taking place. You will be responsible for moving your own belongings to your new accommodation.

TV licences All kitchen/common rooms are provided with a colour television which is covered by the Queens TV licence. We are not responsible for signals to purchased Freeview boxes. If you wish to use a television in your bedroom you must have your own licence as inspections are carried out on our properties by the TV Licensing Authority. Please be aware that watching live TV on your laptop/PC also requires a licence. Please refer to the information posters on this matter or visit their website at www.tvlicencing.co.uk where a licence can be bought on-line; they are currently offering a refund of 3 months making it applicable to your academic year.

Withdrawal from University If you withdraw from University you must give two weeks notice to the accommodation office prior to vacating your room and provide them with a copy of the official University withdrawal form issued by your School. You will continue to be liable for your residential fees until you have given the accommodation office your notice, vacated your room and returned your key/key card. You will also forfeit your 300 deposit. If you withdraw from Queens University Belfast you must also move out of Queens accommodation. As the Universitys student accommodation is administered on a not for profit basis, each students early departure/withdrawal means the University will incur the loss of those residential fees for all or part of the academic year; the 300 deposit, or remaining part, is therefore used to offset this loss of income, if a replacement is not found immediately.

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Student Support

Student support is available through the Community Youth Work team and the Accommodation staff who are there to make sure you get the most out of the student experience. They can signpost help for all kinds of academic and non-academic issues. You dont need to feel particularly worried about anything to benefit from their services either sometimes they can just help optimise an experience which you are already enjoying. At other times, they provide professional support and advice on trickier subjects and have the experience and expert knowledge that delivers great benefits. Below is an outline of some of the student support offered. Dont worry if your particular question or difficulty doesnt fit neatly into one of our named functions, they are happy to help whatever you need.

Support for students in University accommodation Community Youth Workers (CYWs) what we do At Queens University we make the welfare of all students a priority and 24 hour support is provided by three Community Youth Workers and a team of twelve Residential Assistants who live in residences at Elms Village, Grant House, College Gardens, Guthrie House and Mount Charles. Our Community Youth Workers and Residential Assistants will be able to help if you feel lonely or homesick and will organise social events throughout each semester. The Community Youth Workers will: Welcome you on arrival and help you settle into your accommodation Tell you about all the social events for students and where these are advertised Lead a tour of the facilities at Elms Village and show you the student Lounge at the Treehouse an alcohol free venue for events and for simply chilling out or playing computer and board games, surfing on the bank of PCs or meet with friends for a coffee Provide support and help Organise social events to help you get to know your fellow students Build strong community relations within all residences Work closely with the Students Union to assist you with any issue you may have Help to address antisocial behaviour

Ensure you conduct yourself in a responsible and adult manner, respecting the comfort, convenience and safety of other students and local residents Ensure you are familiar with the Universitys Conduct Regulations Listen to the needs of undergraduate students, international students and postgraduate students Encourage you to get involved in various social events and projects Organise open forums where you can voice your opinion, put forward ideas and thoughts on improving your accommodation and the facilities provided Provide details on free and confidential support services available within Queens University. Residential Assistants (RAs) what we do Residential Assistants support the Community Youth Workers and the Accommodation and the Facilities teams in the day to day running of the accommodation; they are students themselves, usually in 2nd or 3rd year. Residential Assistants will: Welcome you on arrival and help you settle into your accommodation Carry out induction meetings with each floor/building which gives you the opportunity to meet your fellow residents Provide a regular drop-in giving you the opportunity to meet your Residential Assistants

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 Advise you on your responsibilities regarding fire safety and organising/ assisting in fire drills Carry out regular fire and health and safety checks within your apartment/building Plan activities and promote the full social programme designed for you and your fellow students to develop an inclusive and responsible community within University accommodation Communicate the extensive social programme of events happening at Elms and other venues around campus including how to book for organised trips and outings Help you as a first point of contact. They can highlight your need to the Community Youth Workers, for example, if you are having problems settling into University, feeling lonely or other issues Assist you to organise your own events. The Residential Assistants are unlikely to pay much attention to your comings and goings (or the times of these) unless you are disturbing other residents in the process. Interested in being an RA? If you are interested in getting involved as a Residential Assistant in the future please speak with your Residential Assistant or one of the Community Youth Workers; we normally begin the recruitment process at 1 April each year.

Treehouse Treehouse Bar and Restaurant This is an ideal place for you to meet your fellow residents and friends for a drink, a bite to eat, to watch all the major sporting events on the big screen or to have a game of pool. Events are held here during the week and include regular quiz nights and music events. Check your social programme for details or ask your RA (Residential Assistant). All events, trips and news are also advertised on our Facebook page. To follow us search for Queens Accommodation. The restaurant does great value meals in the evening an option if you dont wish to cook. The bar is run by the Students Union and therefore conforms to the Universitys responsible attitude to the sale and consumption of alcohol to students. The Lounge A great student common room with soft seating, a bank of computers to surf or use Skype and web cams, play board games, computer games, watch DVDs, swop books, play ping-pong and just relax in an alcohol free area. Regular events also take place here in the evenings like DVD nights. Check the social programme for details or ask your RA (Residential Assistant) or any of the Community Youth Workers. All events, trips and news are also advertised on our Facebook page. To follow us search for Queens Accommodation. The Lounge can also be booked by Student Clubs and Societies for suitable events by contacting the Community Youth Workers.

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MACE Shop and Deli Your local store for all your shopping needs. Also offers breakfast, lunch and sandwich options. ATM cash machine The ATM Bank of Ireland cash machine is located within the MACE Shop. There is no charge for cash withdrawals. Barbeque area Located at the rear of the Elms Student Centre for use up until 11pm only. Laundry facilities Industrial washing machines and driers are available for your use for a small charge. Iron and ironing board also available see page 20 for further details. Smoking area There are designated smoking areas located at the front and rear of the Treehouse. Smoking is not permitted in any other area at Elms Village. Photocopying and Printing There are printing and photocopying facilities available in the computer area adjacent to the Lounge.

Student Support services available across the University Contact information for the following services can be found on page 31. Chaplaincies Pastoral care for all faiths. Lectures, social events and worship, discussion, retreats, pilgrimages. Childcare High quality, affordable and flexible childcare. Information for studying parents. University Health Centre Sexual health, drugs and alcohol information. Advice on vaccinations and health issues. Student Advice Centre, Students Union General advice and focus on financial issues including loans, additional funds and money management. International Student Support Support for international students providing advice on immigration. The team also provides support for international students in the areas of pastoral care, culture shock and homesickness. You can find further information about their services, including opening times and common queries on the main Queens website at www.qub.ac.uk. For contact details please see page 31. Postgraduate Student Centre This Centre provides dedicated support to postgraduate students and acts as a hub for many aspects of information, advice and guidance. Postgraduate taught and research students are able to enjoy dedicated social

and study facilities on the upper floors of the Centre, which include wireless access to the university network, a silent study area with open access computers, a social space affording students the opportunity to meet and socialise with their peers from other disciplines, in addition to a series of seminar rooms which offer group work and training facilities. For the Centres contact details please refer to page 31.

Student Guidance Centre Careers employability and skills Career planning, workshops, help with job applications and CVs Volunteering and work opportunities whilst at University Employment and further study choices Counselling. A confidential service, which allows a safe space to address issues and problems. Disability Service Offers information, guidance and support to disabled people who study at Queens. Income and student finance Advises students on course tuition fees, including the assessment and collection of fees. Learning development service Offers academic help and advice and will assist students with learning support requirements.

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catering

Dont be stuck without money for food! Make sure you take advantage of our flexible catered option by using the top-up facility on your Queens Student Card. This means you can add credit to your card which can only be spent on meals and snacks in many of the restaurants and coffee shops on Campus, this is in a cashless transaction format at the till as if using a bank debit card. You can top-up anytime via the online service on the Queens website even other members of your family can do this for you from home! More information on this catered option and how it works will be available on our website www.stayatqueens.com and further updates will be posted right up to the check-in date of 17 September 2011.

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QUEENS CONTACTS Elms Village Reception 028 9097 4525 Your first point of contact for advice, mail, security and general enquiries. Open and staffed 24 hours a day, 7 days a week. Number 38 on map accommodation@qub.ac.uk Queens Sport 028 9068 1126 Physical Education Centre Number 39 on map sport@qub.ac.uk Queens International Office 028 9097 5088 Lanyon North, level 2 Number 1 on map international@qub.ac.uk International and Postgraduate Student Centre 028 9097 3899 behind Administration building Number 4 on map Incorporating the: International Student Support Office 028 9097 5178 internationalstudentsupport@qub.ac.uk Welcome Centre 028 9097 5252 Lanyon Building Number 1 on map welcomecentre@qub.ac.uk

Students Union 028 9097 3106 University Road opposite the main site (the Lanyon Building) including the SU shop, cafes and bars and Santander Bank Number 15 on map studentsunion@qub.ac.uk Student Guidance Centre 028 9097 2727 on University Road Number 13 on map sgc@qub.ac.uk CITY CONTACTS Belfast Welcome Centre 028 9024 6609 Tourist information Belfast International Airport 028 94 48 4677 Tourist information desk George Best Belfast City Airport 028 9093 5372 Tourist information desk Translink 028 9066 6633 Local Bus and Rail Service: Timetables and advice at www.translink.co.uk Police station 0845 600 8000 276 Lisburn Road

FonaCab 028 9033 3333 (allowed onto Elms site) SHOPS/POST OFFICE MACE Convenience Store Open Monday-Friday 08.00am-Midnight The Treehouse, Elms Village includes take away hot and cold snacks, fresh and frozen foods, groceries and essential items such as stationery. There is an ATM (Bank of Ireland) Tesco 369 Lisburn Road, at the bottom of Derryvolgie Avenue, opposite entrance to Elms Village. Post Office 95 University Road, beside the Student Guidance Centre and the Ulster Bank. Asia Supermarket Provides a range of specialist oriental food products at competitive prices. 189 Ormeau Road, at the bottom of Rugby Avenue behind the main University building. Europa Supermarket Offers a range of products from eastern europe and Italy. 179 Ormeau Road, at the bottom of Rugby Avenue behind the main University building.

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HEALTH CARE University Health Centre Students living in accommodation in Belfast are advised to register with a local doctor. The University Health Centre is located at 5 Lennoxvale, on Malone Road Telephone: 028 9097 5551 Out of hours service available on 028 9079 6220 Number 37 on map Closest Accident and Emergency City Hospital, Lisburn Road Emergency Department call 028 9026 3877 Number 27 on map Closest Pharmacy: Windsor Pharmacy 395 Lisburn Road Telephone: 028 9066 7767 Emergency Procedures and Contact Queens Security For residents at Elms Village, 76 Malone Road and Grant House Telephone: 028 9097 4525 For residents living in College Gardens, Guthrie House and Mount Charles Telephone: 028 9097 5099 The Emergency Services Police/Fire Service/Ambulance Telephone: 999

International Students Advice and Guidance If you are an international student and have a query which is not about your accommodation, please contact the International Student Support which is located on the main Queens site, Map Reference 4. No appointment is necessary just call in. Telephone: 028 9097 3899 Email:iss@qub.ac.uk Frequent queries include: Visa

Postgraduate Students Advice and Guidance If you are a postgraduate student and have a query which is not about your accommodation, please contact the Postgraduate Student Centre which is located on the main Queens site, map reference 4. Telephone: 028 9097 2585 Email: pg.centre@qub.ac.uk www.qub.ac.uk/postgraduate Frequent queries include: Postgraduate Awards (Taught and Research Students) Postgraduate Skills Training Programme (Research Students) Careers Support and Guidance (Research Students) General Support and Guidance

If you discover a fire

Raise the alarm by operating the nearest Fire Alarm Break Glass Call Point (in corridor, near stairs) then follow the instructions below

On hearing the fire alarm sound

Leave the building immediately by the nearest available safe exit Do not take any personal belongings Go to the assembly point this location is noted on the Fire Instructions notice on the back of all bedroom doors.

Please familiarise yourself with these instructions.

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glossary

Accommodation Contract A contract (legally binding agreement). Conditions of Occupancy The terms and conditions which form your Accommodation Contract with Queens University Belfast. Contract Legal binding agreement, enforceable by the courts of law. An Accommodation Contract is one form of a contract. CYW Community Youth Worker Deposit A specified amount of money which may be used to charge for any damage that may be caused in a property by the occupants. E contract Contract made available to students online. E induction An induction process completed on-line Inventory A list of everything provided in your room including: furniture, carpets, curtains, fixtures and appliances. It should also state the condition of everything, so that if there is existing damage or wear before you move in you are not held liable. Legal Relating to the law.

RA Residential Assistant Subletting Subletting is the term applied when a person enters into a tenancy agreement but subsequently allows another person to occupy some or all of the premises they are a tenant of, where the tenancy is kept in the original persons name. Subletting is not permitted in halls of residence.

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School Offices
A B C D E F G H J K L M N P Q R S T V W Biological Sciences Chemistry and Chemical Engineering Education Electronics, Electrical Engineering and Computer Science English Geography, Archaeology and Palaeoecology History and Anthropology Languages, Literatures and Performing Arts Law Queens University Management School Mathematics and Physics Mechanical and Aerospace Engineering Medicine, Dentistry and Biomedical Sciences Music and Sonic Arts Nursing and Midwifery Pharmacy Planning, Architecture and Civil Engineering Politics, International Studies and Philosophy Psychology Sociology, Social Policy and Social Work

University Faculties
X1 X2 X3 Arts, Humanities and Social Sciences Engineering and Physical Sciences Medicine, Health and Life Sciences

Location
3 3 32 27 28 1 13 24 20 13 9 10 29 1n 13 8 21 36 14 Academic and Student Affairs Administration Building Ashby Building Belfast City Hospital Bernard Crossland Building Canada Room/Council Chamber Careers, Employability and Skills Centre for Cancer Research and Cell Biology (CCRCB) Chrono-radiocarbon dating centre Counselling Service Crches David Bates Building David Keir Building Development and Alumni Relations Disability Services Drama and Film Centre at Queens (inc.The Brian Friel Theatre) Dunluce Health Centre Elms Village / Treehouse Elmwood Hall

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19 3 16 3 17 1s 18 5 26 3 11 34 12 4 1n 33 13 1 38 10 25 11 22 1 31 35 2 25 37 31 8 1s 1n 30 6 13 1n 15 11 35 1a 1 7 23

Elmwood Learning and Teaching Centre (ELTC) Estates Festival Office Finance Governance Great Hall Guthrie House (Student Accommodation) Harty Room, School of Music and Sonic Arts Health Sciences Building Human Resources Information Services Institute of Professional Legal Studies (IPLS) Institute of Theology International and Postgraduate Student Centre (IPSC) International Office INTO at Queens Jobshop Lanyon Building Larmor Lecture Theatre Mathematics McClay Research Centre Media Services Medical Biology Centre (MBC) Naughton Gallery at Queens Northern Ireland Technology Centre (NITC) Occupational Health Peter Froggatt Centre (PFC) Pharmacy Physical Education Centre (PEC) QUBIS Ltd Queens Film Theatre (QFT) Registrar Research and Enterprise Sonic Arts Research Centre (SARC) South Dining Hall Student Guidance Centre (SGC) Student Plus Students Union The McClay Library University Health Centre Vice-Chancellors Office Welcome Centre Whitla Hall Whitla Medical Building

Queens University Belfast

Campus Map

CL A

REM

ON

T ST REE

KEY
University Buildings Landmark Buildings The Lanyon Building Roads Footpath Cafe University Accommodation

Off Campus Sites

ECIT at Titanic Quarter Medicine and Dentistry at Royal Victoria Hospital Marine Research Centre at Portaferry

Elms Village / Treehouse

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Elms Village Reception Office Queens University Belfast 78 Malone Road Belfast BT9 5BW Tel: 028 9097 4525 Fax: 028 9097 4524 Email: accommodation@qub.ac.uk

CDS 62993

www.stayatqueens.com
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