Everything you need to know about living in uni halls

Read on to find out all of the important information you need to know about university-owned accommodation facilities and services. 

If you have any questions that are not answered in this document please contact the FutureLets team.

FutureLets Office, Charles Ward 145, open Monday-Friday, 8.30am-5pm

• The FutureLets Office: unihalls@futurelets.co.uk T:024 7615 8158
• Lettings: enquiries@futurelets.co.uk
• Bishop Gate: bishopgate@futurelets.co.uk T: 024 7679 2400
• Godiva Place: godivaplace@futurelets.co.uk T: 024 7679 2410
• The Cycle Works: thecycleworks@coventry.ac.uk T: 024 7679 2582

Receptions are open Monday- Friday, 8am-7pm.

Access to Student Rooms

The halls team will complete room checks. Except in the event of an emergency, you will receive written notification of entry to rooms. You will receive written notification for scheduled, termly room checks and works to comply with legislation, e.g. electrical lighting tests or safe water tests. When you submit a maintenance request, you automatically authorise an approved member of staff to enter your room to complete the works. We will notify you when we have completed the work.

Section 13 of the Licence to Occupy advises the resident that the university reserves the right to enter the Room at all times for any reason in accordance with this Agreement. Please see section 13.2 Removal of Items – if found to be in breach of the licence to occupy any illegal drugs, paraphernalia or weapons will be confiscated and not returned.

Alcohol and Drug Policies

As a resident, you are not permitted to manufacture or store alcohol beyond your reasonable day-to-day needs.

We do not tolerate non-prescription drugs within any building, and anyone found to be manufacturing, using or selling drugs will be subject to university disciplinary action, and we will refer the matter to the Police. Coventry University reserves the right to search individual rooms at any time to ensure compliance with these policies and such checks may be carried out by Halls Managers, Protection Staff or other staff nominated by the University. Any non-prescription drugs will be confiscated and will not be returned to you. Please also note that for the security of both students and staff, body worn camera footage may be passed to the Police as appropriate. Please refer to your Licence to Occupy and see section 7 for further details.

Ball games

Ball games are not permitted within any building or in the grounds or frontages, as they cause a disturbance to other residents and damage to property and parked cars. See clause 7.10 of your Licence to Occupy.

Bicycle Storage

There is bicycle storage at all university-owned accommodation; additional bicycle storage is located across the University. Please contact FutureLets for additional information on booking bicycle storage in accommodation, or Estates to book bicycle storage around the university. You can contact the access control team, via phone 024 7765 7272 or email estates.cs@coventry.ac.uk or genenq.est@coventry.ac.uk. 

Motorcycles, bicycles and E-Scooters are not permitted in residential and communal buildings (see clause 7.4 in your Licence to Occupy). Please remember to insure your bicycle.

Car Parking

A limited number of car park spaces are available for blue badge holders only within Halls. Further information on parking can be found by visiting the accommodation portal pages.

Care Leavers

FutureLets can provide accommodation for you all year round, including the summer period; please talk to us about your requirements. Although we cannot guarantee you will remain in the same room for the entire year, we will ensure we offer you comparable accommodation if you need to move.

If you need further information or advice on funding as a care leaver, please contact the Student Funding team on 024 7765 2040 or visit our care leavers web page for further information.

Cleaning

Where a cleaning service is provided, it relates to communal areas such as communal kitchens and does not refer to bedrooms; please refer to the cleaning schedule in your property. High-traffic areas and touchpoints will be cleaned regularly with anti-viral disinfectant. Residents are expected to keep their bedrooms, kitchens and flats clean, tidy and hygienic at all times. Residents must allow cleaners access to communal areas at all reasonable times.

Your individual bedroom is your own responsibility, and within a shared flat, the kitchen is the responsibility of all residents. Failure to keep the communal areas to a satisfactory standard may result in costs being charged to all residents occupying the area. Please refer to the Licence to Occupy for further information (Section 8).

Do not leave refuse bags outside your hall overnight. If you need to remove refuse, put it directly into the bulk bins/dustbins as leaving refuse outside the property can cause problems with rodents. Please ensure you separate your waste and use the recycling facilities available.

Code of Practice

The University is committed to ensuring that you enjoy your accommodation experience and is registered with the Universities UK Code of Practice, which ensures compliance with the requirements of the Housing Act 2004.

The code has been prepared primarily to assist managers of student accommodation by setting out the main elements of good management practice. It covers, amongst other matters, health and safety, maintenance and repair, and relationships between managers and students. It should also assist students in understanding the standards and procedures and their obligations.

Communal Areas

All residents have a responsibility for the communal areas of the building in which they live. Please refer to the Licence to Occupy section 8 entitled ‘responsibilities of the licensee’, for further details.

When you arrive at your hall, we will ask you to sign up to our Community Living Agreement, which sets out some basic standards we expect from all of our residents regarding cleanliness, behaviour and respect towards others.

Conduct and Behaviour

FutureLets expects all students who are resident in University accommodation to act responsibly, showing due consideration to other students, staff, visitors and members of the local community. In return, FutureLets will deal promptly with any student who commits a breach of the Licence to Occupy.

Where a breach of the Licence to Occupy occurs, this will be managed under Section 7 of the Licence to Occupy.

Council Tax

All full-time students are exempt from Council Tax, provided they live in student accommodation. If you are not moving to halls of residence, you will need to tell the council you have moved. You can apply for a student exemption at the same time by visiting www.coventry.gov.uk/counciltax

Damage and Charges

Rooms are inspected before the start of the licence period, during occupancy and at the end of the licence period when you vacate. We will cross-reference any damage noted against the information that you recorded on the inventory. Any damage not noted on the FutureLets record of the inventory will be charged to you, as the resident. If damage is recorded during a routine inspection carried out during the license period, you will be notified in writing of the damage and potential charge.

The walls should look the same when you move out as when you moved in, except for normal wear and tear. Nails, paint, wallpaper, tacks, tape or any other material that will affect the structural or aesthetic elements of the wall are not permitted. Any damage not noted on the inventory will be charged to you, as the resident (please see an indication of the costs contained in the online Student Welcome).

There is an opportunity to attend an exit inspection at the end of the licence period, which we strongly advise you to do. The Halls team will check the condition of the room, and agree any charges attributable to you during the check. We will advise you in writing of any charges that apply to your room.

It is important to remember that you are jointly responsible for the communal areas within your accommodation. If damage occurs in a communal area, we will undertake an investigation to try to ascertain the identity of those responsible if they are not forthcoming. Please note, if it is not possible to identify the individual(s) responsible, then we will split the damage charge equally between all residents who have access to the damaged area. We will write to all residents and advise of the damage costs.

If you have factual information or evidence of how the damage occurred and who was responsible, it is your responsibility to notify the Halls Manager who will investigate the matter further. If the identified individual(s) persist with damaging areas, we may refer the matter to the police.

You will be able to appeal against any damage or communal damage charges brought against you, providing the following criteria have been met:

• We will only accept appeals against damage charges with submission of an inventory.
• We will only consider appeals against communal damage charges on presentation of new evidence. You are given a timeframe in which to identify the individual(s) responsible when you are first notified of the charge.
• You must appeal to the Hall email address within 10 working days of the date of the damage invoice and mark for the attention of the Halls Manager.

Please see the damage charge sheet, Damage Charges.pdf (coventry.ac.uk)

Please see your Licence to Occupy clause 4.1 & 12.4 for more information. 

Data Protection

FutureLets have a legal obligation to comply with the Data Protection Act 1998, General Data Protection Regulation 2016 and any subsequent legislation when processing your data.

Please refer to the Licence to Occupy, section 14 entitled ‘Data Protection’ and the Terms and Conditions of Application for Student Accommodation (coventry.ac.uk), or the FutureLets Privacy Notice.

Advice Licence Fee Payment

You need to pay a £90 advance licence fee to accept your offer of accommodation. This payment is a small part of your rent paid upfront to complete the booking process, and is not refundable at the end of the licence period.

See clause 3 of the Licence to Occupy.

Where there are outstanding debts owed (e.g. damages), we will invoice these separately on completion of an exit inspection at the end of your licence period.

Disciplinary Procedures

You are required to adhere to the university guidelines for student conduct; please refer to Appendix 7 of the General Regulations and you Licence to Occupy, under section 7.

If general regulations are breached, the disciplinary procedures will be followed.

Electrical Equipment

The standard UK supply voltage is 220/240 volts, and study-bedrooms have 13-amp socket outlets. You must only use UK approved plugs and adaptors in conjunction with all electrical equipment.

All electrical equipment brought into bedrooms must be electrically safe, and random checks will be made to ensure that electrical safety is maintained. Always follow the manufacturers’ instructions: do not overload sockets, do not leave unattended electrical equipment switched on, and disconnect equipment when not in use.

Please ensure that all items that you bring to your accommodation are in sound condition with no loose/fraying wires. For information about finding an approved NICEIC PAT testing contractor, please visit their website: www.niceic.com

Please note the following:

• Cube adaptors are not allowed and will be removed if found. Bar adaptors are acceptable.
• Do not overload the system with excessive appliances.
• During room checks, FutureLets staff will undertake visual inspections of electrical equipment.
• Personal PAT testing – Look out for information in your hall receptions during the first few weeks of term. Qualified electricians will be available at published times to check and PAT test your electrical equipment if you bring it to reception.

Electrical guidance for international students: 

• The voltage of mains electricity is 240v. Equipment rated 230v or 240v will function normally, whereas equipment rated at 220v may not function correctly; please check the product manufacturer’s information.
• The standard plug in the UK is a three-pin model (BS 1363).
• Do not bring any electrical items that operate on mains power unless they are dual voltage 110–120/220–240v (for example, a laptop).
• It is advisable to buy small electrical items, such as toasters and kettles, once you arrive, to avoid duplication.

Energy-Saving Tips

When a light, TV or PC is switched on, it consumes energy. In the UK, much of that energy is created through the burning of fossil fuels such as coal and gas. Each one of us contributes to the production of carbon dioxide, the principal man-made global-warming gas, every time we switch something on.

The University and FutureLets are committed to reducing their environmental impact. Please remember to switch off electrical items such as lights, PCs, TVs, games consoles and chargers when not in use. Even in stand-by mode, they are consuming significant amounts of electricity.

How you can help:

• Recognise that even as an individual your actions do make a difference.
• Always use the on/off switch or unplug items when you go out of your room for any period of time, e.g. attending lectures.
• Don’t leave things on stand-by as this wastes energy.
• Turn off lights when you leave a room that will be unoccupied.
• Only fill the kettle with the water you need as heating unwanted water wastes energy.
• Cut your food into small pieces as it takes less time to cook, and always use a lid on your pans.
• Report any flickering lights, faulty fridges or electrical appliances immediately.

For details on the utility costs included in your rent, please see the Utilities section.

Emergency Repairs

Please call the Protection Service on 024 7765 7363 for all emergency repairs, during out of hours e.g. water leaks, electricity blackouts, loss of heating.

Please visit Estates Self Service (planoncloud.com) for instructions on how to report emergency repairs.

Feedback and Complaints

In all cases, we would encourage you to informally address any complaints as soon as possible after the problem arises, either with the halls manager or assistant halls manager.

If it is not possible to resolve the issue locally, please put your complaint in writing (either by letter or email) addressed to the Associate Director for Accommodation:

• Email: unihalls@futurelets.co.uk
• Post: FutureLets, Charles Ward 145, Coventry University, Priory Street, Coventry, CV1 5FB

Please refer to Schedule 1 of your Licence to Occupy for more information.

Fire

If you discover a fire, please dial 999 and follow the procedure as displayed in your room, on the back of your door. On hearing the fire alarm:

• leave the building by your nearest exit
• close all doors behind you
• go to your assembly point

On arrival to your Hall, read the fire action notices on the back of your bedroom door. A fire alarm is fitted to each unit of accommodation, providing smoke detection in bedrooms and corridors, and heat detection in kitchens. This gives an early warning to assist in escaping before a fire has a chance to grow. Please be aware that the alarm system is sensitive. To minimise accidental activations:

• close kitchen doors when cooking
• close shower room doors as steam can trigger an alarm
• avoid using aerosol cans beneath a detector
• do not cover or tamper with detectors
• if a detector starts to bleep or make a piping sound, report it to FutureLets immediately
• keep fire doors closed at all times; do not wedge them open
• do not use candles, incense sticks, pipes or oil-burning lamps
• do not use electrical fires, gas fires, paraffin heaters or cooking appliances that are not provided by the university
• do not remove fire extinguishers from designated areas
• keep emergency exits clear

Doors to all bedrooms, kitchens and stair lobbies are 30 minutes ‘fire and smoke rated’, meaning that, provided the door was closed, that area would contain a fire for a minimum of 30 minutes. All furniture in the accommodation meets the appropriate fire safety standards.

Please see both your Licence to Occupy and Conduct and Behaviour section 7 contained within your Licence to Occupy for more information. 

As part of the fire strategy for Bishop Gate, a sprinkler system is in operation. Please do not interfere with the caps on walls/ceilings or hang anything from them as this would impact on the efficiency of the system in the event of a fire.

Fire Alarm Activation

Activation of the fire alarm system is managed under Health and Safety, section 9 of your Licence to Occupy. Failure to comply with Conduct and Behaviour may result in termination of the Licence to Occupy. In addition, under the Fire and Rescue Services Act 2004, the activation of a false alarm can result in the issue of an antisocial behaviour order (ASBO), a penalty notice for £80, and if put before the courts, imprisonment and/or a fine of up to £2,500.

Fire regulations require a record of those who will be in the accommodation overnight, so please notify FutureLets when you are away and leave contact details. If you are having visitors staying overnight, you will need to complete an overnight guest form. Please refer to section 6 of the Licence to Occupy for more information.

Fire Drill

There will be a fire drill during the residential year. The fire alarm will be tested on a weekly basis in accordance with legislation.You can read more about Fire Safety Information for Students in Halls of Residence. 

Halls and Accommodation Manager

A FutureLets Halls Manager is responsible for managing your accommodation and can be contacted via the FutureLets Customer Service team or hall reception. Details of your Halls Manager will be provided on arrival. If you have any concerns regarding accommodation, they will be happy to speak with you to try and resolve them.

Health

Student Services is the one-stop shop for all your health and wellbeing needs at Coventry University. It focuses on you as a whole, by providing information and advice to help with your physical, spiritual and emotional needs. Through this combined approach, they provide an efficient and joined-up service, which allows a variety of access points for all staff and students to utilise.

These services comprise the Health and Wellbeing, Spirituality and Faith Centre, Welfare and Disabilities, Sport and Recreation, Counselling, and the Medical Centre. Together, they aim to ensure that, while you are studying with us, your welfare is well taken care of. We value you as an individual and aim to provide for your individual needs as well as being a source of information for other services and opportunities that you may not have yet considered. CU Living is about opportunities and helping you make the most of your life.

Health and Wellbeing have put together an app which is available to download for free from the App Store or Google Play. If you find yourself feeling stressed, anxious or low, click on the link above.

We advise you to register with a local GP while you are studying at the university; you can find the University Medical Centre in TheHub. If you are unwell or have a temporary disability, e.g. broken leg, please inform your halls manager immediately so they can put the necessary support in place.

Heating and Hot Water

The heating times for your property will be displayed in the communal area and enabled during the times stated. However, if temperatures reach optimal levels, the heating may switch off under thermostatic control. You have access to radiator thermostats in your bedroom, bathroom and kitchen.

Electric or supplementary heaters, other than those issued by the university’s Estates department, are prohibited for use throughout all accommodation: see clause 9.3.4 & 9.6.2 in your Licence to Occupy.

If you are accustomed to very warm temperatures indoors or out, we recommend wearing warm clothing or layers. Remember that any excessive use or consumption of electricity or gas may incur an extra charge: see utilities, clause 3.5.

You should consider the following points:

• Think of the UK climate: indoors or out, wear layers of clothing or keep a jumper to hand.
• Shut windows and internal doors. If you are sharing a house or flat, significant heat can escape through even the smallest gap.
• Keep windows closed, especially at dusk when temperatures can fall quickly.
• At dusk, close curtains/blinds to retain heat.
• Do not block or cover radiators with furniture or clothing.
• Do not dry clothes in your room, as the increased humidity can make it feel colder and create a damp atmosphere within the room.

Insurance

Student possessions insurance provided by Cover4Students is included within your rent in university-owned accommodations. Check the details of the policy before you arrive to ensure that all of your possessions are covered and buy any additional cover if you need it.

Internet

All university-owned properties include WiFi in your rent, which Glide provide. You will receive a link to register for this service before you arrive. To get connected:

• Locate the network point in your room (if applicable), plug in your computer and find the Glide network in your internet settings.
• Open your internet browser and complete the Glide registration page (if you did not complete this before you arrived).
• You can purchase enhanced packages and features in the registration pages.

If you need to contact Glide for support or advice, you can email studentsupport@glide.co.uk or call 0333 123 0115.

Smartfilter Web Policy in University-Owned Accommodation

1.0 Internet Filtering

The university offers internet access to reception areas in selected accommodation. Access is available through a user’s own device. Rich internet applications, multimedia, user-generated content and other technologies have made the web experience more dynamic and interactive. Hackers use these new technologies to launch an overwhelming variety of web-based attacks. A web filtering system is needed to ensure user safety. As a result, IT Services has implemented a web gateway filtering solution to enforce the university’s acceptable usage policy and provide safe but productive access to the internet.

McAfee Smartfilter is a software solution used to scan web content. It classifies websites into categories based on content, and these categories are then either allowed through the filter for use, or blocked if virus, spyware or inappropriate material is found.

IT Services set various levels of access to these categories based on the level of appropriateness, and will block any website that is not part of the approved categories.

2.0 Filtered Internet Categories

Our web-filtering policy is designed to minimise and protect against the risks associated with accessing unsuitable and illegal websites. This policy outlines the categories that are filtered and provides descriptions of the content deemed inappropriate in each of these categories. Core categories filtered by the university are as follows:

Websites that contain spyware

Blocks spyware from entering a user’s system at the point of presentation of a website.

Websites that contain viruses

Blocks viruses from entering a user’s system at the point of presentation of a website.

Proxy bypass

Sites that are designed to provide a route for bypassing internet filters.

Disabling peer-to-peer (P2P) transfers

All sites that facilitate the sharing of files using P2P software are placed in this category. This includes, but is not restricted to, sites that host P2P software and sites that allow users to search for files that can be downloaded using P2P software.

Illegal software

Web pages that offer information to pirate or illegally distribute software or electronic media, such as copyrighted music or film, distribution of illegal licence key generators, software cracks and serial numbers.

Phishing websites

Links to web pages that typically arrive in hoax emails established to steal user account information. These sites falsely represent themselves and appear as legitimate company web pages in order to deceive and obtain user account information that can be used to perpetrate fraud or theft.

Plagiarism/academic cheating

Links to web pages that promote plagiarism or cheating through free or fee-based term papers, written essays and exam answers.

3.0 Streaming Media

There is a popular misconception that viewing or listening to streamed media via the internet is not illegal because a copy of the media is not saved to the user’s computer. This is, in fact, untrue.

If the website streaming the media in question is not licensed and authorised to do so, such streaming is unlawful and breaches copyright. Similarly, viewing or listening to any streamed media is also unlawful because this is taking place without the copyright holder’s permission and, therefore, breaches copyright. Breach of copyright is not limited to distributing or copying copyrighted material.

Websites that are lawfully authorised to stream media (e.g. BBC iPlayer, All4, My5, etc.) are not in breach of copyright and viewing such material is not unlawful. However, you must still purchase a TV licence to ensure you are watching these services lawfully (please see the TV section below for further details).

As such, the university allows access to websites that it knows lawfully distribute and stream media but blocks all other websites distributing or streaming media as categorised by the Smartfilter product. If you wish to access a blocked website, you can request a review of that block. We take breach of copyright very seriously and take all reasonable steps to prevent this from happening, in whatever form, including blocking unlawful or unauthorised websites from streaming media. The university is required to do so under its obligations to its internet service provider and in acting as a responsible higher education institution. 

4.0 How to report inappropriate websites

IT Services and the university maintain the right to ultimately determine what is and is not filtered by our products. Please email smartfilter@coventry.ac.uk with the URL if you find a site that you feel should be filtered or allowed as an exception. We will review your request and notify you on the decision to permit or deny the exception.

Inventory Form

Before you arrive, you will receive an email from FutureLets asking you to e-sign to confirm receipt and within seven days of you receiving the email, you will have to read and respond to the inventory report. The inventory report outlines the condition of the room and the furniture included in it. You can either confirm you are satisfied with the report’s description of the room and its condition, or you can respond with your comments if you spot anything in the room that is missing from the report. If you do not respond to the inventory report within the seven-day deadline, your e-signature from the receipt of the email will be used as acceptance of the inventory report.

It is really important that you read and accept the inventory report as, if you fail to do so, you cannot appeal against any charges relating to damage in the accommodation at a later date.

Keys

You should report lost keys to FutureLets as soon as possible. Replacement keys vary in cost, with charges from £20–£40 per key/fob. Access card replacements are charged at £10 per replacement.

Outside of office hours, the university Protection Service can be contacted (024 7765 7363) to gain entry into a room. Under no circumstances must residents loan their room keys to another student, friend or relative – see clause 6.2.3 & 7.14 in your Licence to Occupy.

Your student ID card acts as a security card to gain access to your accommodation and different faculties around campus. Bishop Gate, Godiva Place and The Cycle Works also have access-controlled entry stiles in their receptions to keep the accommodation secure. You will need to make sure you update your card weekly so you can access everywhere you need to go. To do this, you will need to find a Phoenix registration point, which are located at most accommodation sites and faculties, then hold your student ID card up against the reader.

Laundry

Laundry facilities in halls are provided by Washnet. The machines can be used by downloading the Washnet App, making an account and topping up the account with credit using a bank card.

• Bishop Gate facilities are located on the ground floor of Block B.
• Godiva Place facilities are located on the ground floor of Block 1.
• Cycle Works facilities are located on the ground floor behind the reception desk.
• Parish Rooms laundry machines are located in the kitchens.

Facilities are available 24 hours a day. Details will be displayed on-site, and full operating instructions will be displayed in the laundry room.

In the event of a problem, please contact the operators of the machines (details of how to contact them will be available in each of the laundry rooms).

Licence Period

Your fee for your accommodation entitles you to occupy your room from the first day of the contract (subject to booking an arrival timeslot) until 9am on the last day of the contract. Please vacate your room promptly and leave it in a clean and tidy condition. Ensure that you remove all your cooking utensils from the kitchen and dispose of old and unwanted food in the plastic bin bags provided.

Any items left behind at the end of a licence period will be disposed of. Please note that the licence period is not linked to the length of your course and you do not need to vacate during the Christmas or Easter holidays.

Licence to Occupy

The Licence to Occupy is your accommodation contract and is a legally binding document detailing the rights and obligations for FutureLets on behalf of the university and you, as the resident. 

Living in your Hall

Show consideration to your fellow residents. Moving into accommodation with complete strangers can be both exciting and scary, but remember that everyone is in the same situation. University is the perfect time to meet new people, even if at first you feel you don’t have much in common. Residents will be on different courses, from different backgrounds and have different interests so it is important to respect them, their views and their habits.

As you live closely together, you’re likely to have the odd disagreement. These are often caused by small things like cleaning, noise, food disappearing, visitors overstaying their welcome or personality clashes. These disagreements are usually sorted out easily, however, the following tips may help to resolve the situation:

• Talk to the resident – they may not realise you are upset.
• Establish what the problem is – you may find you are arguing about different things.
• Try to talk about behaviour, for example: “I find it distracting when you play loud music.” It is not helpful to tell residents they are inconsiderate or selfish.
• Discuss possible solutions and agree on an outcome.
• If you do not feel that you can resolve the issue amicably, speak to your Halls Manager.

Local Residents

Respect the surrounding area and keep noise levels to a minimum, especially directly outside your accommodation. We have a good relationship with local residents and respect their privacy, and we would be grateful if you could do the same. Please click on the following link for more information, Anti-social behaviour – Coventry City Council.

Mail

Student post must have the correct address and postcode, including your full name, room number and block number (where applicable) to ensure delivery to the correct post box. At the end of the licence period, please arrange for post to be re-directed to your home address. FutureLets staff are not responsible for the collection and forwarding of mail and it is not possible to give access to collect it after the end of your licence.

If you are expecting large parcels, you are advised to arrange for these items to be delivered to your accommodation direct with the courier. Residents will be emailed if they’ve had a parcel delivered to reception so they can collect this. You will need proof of identity to collect items, and we will not hand over items to others unless you give prior written permission.

Noise and Antisocial Behaviour

The university is committed to the effective reduction and prevention of all incidents of antisocial behaviour. Excessive noise and antisocial behaviour will not be tolerated, so please ensure that you keep noise to a minimum. Remember the following to reduce noise levels:

• use headphones when listening to music and be aware of the impact of both volume and bass.
• if you are asked to turn down your TV, game or music then do so.

When returning to your accommodation at night:

• be considerate to others
• be mindful not to slam doors
• keep conversation to a minimum

Noise levels are monitored, and any student found to be causing a nuisance will be managed under Conduct and Behaviour of the Licence to Occupy. If you are suffering from any form of noise nuisance or antisocial behaviour, you can contact your Halls Manager during office hours or the Protection Service out of office hours.

Parties

Parties, gatherings and barbeques are not permitted within your accommodation. You can contact the Students’ Union or Square One for details of events and venues across the city or help if you wish to organise a party.

Do not use social networking sites to advertise any events that you may plan in accommodation. Barbecues are not permitted in accommodation: please refer to Clause 7.6.4 & 9.3.5 of your Licence to Occupy.

Pest Control

Please report any sightings of pests (e.g. rodents/bed bugs/cockroaches) in your accommodation immediately to ensure appropriate action can be taken. You can report information directly to your hall reception.

See repairs and maintenance for further information.

Pets

Animals, birds, insects and reptiles are not allowed in any University accommodation (guide dogs or other animals required for medical/therapy excepted, subject to medical evidence and additional terms and conditions).

Please refer to Clause 7.8 of your Licence to Occupy for full details.

Recycling

Information about the recycling facilities available to you will be detailed in your accommodation.

You can also download the free ‘Your Rubbish’ app, created by Coventry University and Coventry City Council. The app tells you all about what can go in which bins and when these are due to be collected. 

Rent

You will receive electronic correspondence from the University regarding your rental invoice (accommodation payments). Please ensure you check your University email account regularly, as you must pay your accommodation fees on time.

FutureLets understands that you may at times find yourself unable to pay or be awaiting loan payments, and while FutureLets and the University sympathise with this, you need to meet the payment dates and settle accounts on time.

If you find yourself in financial difficulty and unable to meet the payment dates, please contact Coventry University’s Finance Team or the Students’ Union Advice Centre. If you find you cannot pay your accommodation fees, please contact the FutureLets debt officer by emailing accomm.fin@coventry.ac.uk, who will be able to help by setting up a payment plan suitable for your situation. You can view your payments and account balance by logging into your online accommodation application account. You can find out more about Finance by clicking on the following link, Ways to pay for Student Accommodation | Coventry University. 

Members of Finance, Students’ Union, International Office and Student Funding staff are available to offer information and advice. If you do not pay your accommodation fees within the requested timescale, FutureLets reserves the right to refer the total sum of debt, to that date, to an external debt collection agency and/or issue a ‘notice to determine’ to terminate your stay in university accommodation. You remain responsible for the rent for the whole contract period.

Students that are in debt will not be permitted to extend contracts or book accommodation for the following academic year until the debt is fully cleared.

Repairs and Maintenance

Please report your maintenance requests via the following link Estates Self Service (planoncloud.com). There are different levels of response:

• Emergency or urgent problem, such as a gas leak, lift fault or burst pipe: response within 4 hours.
• Important response, such as blocked showers or a security system fault: response within 24 hours.
• Non-urgent response, such as a flickering light or a corridor light not working properly: response within 7 days.
• Routine issues, such as a faulty cupboard door or broken bathroom tile: response within 28 days.

For more information, you can read the Service Level Statement for Student Accommodation.

ResLife

By choosing to live in University accommodation, you will be part of a very supportive community that welcomes all. The ResLife team are here to help you have the best student experience possible and inspire you to make the most of your time here at the university.

ResLife offers a wide range of activities, events, sports, fundraising, life-skills sessions, and information and awareness campaigns for you. Every week, there are loads of opportunities to get involved, such as trips and activities including cooking, karaoke, movie nights and cultural celebrations. We strive to produce a fun, encouraging and action-packed programme, which will enhance your university experience during your time in student halls. As we have many links to the wider university, such as the Students’ Union and Sport Active, we can provide partnership events that you do not want to miss.

There are four pillars of ResLife – Social, Health and Wellbeing, Skills, and Community.

Social

Our resident assistants help organise a wide range of inclusive social activities, not only to bring the halls together but to ensure you have a great halls experience. Some of the ResLife events include FIFA tournaments, arts and crafts, and open mic nights. There are themed events such as Easter egg hunts, Chinese New Year and Valentine’s Day blind dates, right through to cooking activities such as Come Dine With Me.

Health and Wellbeing

We understand you might experience feelings of being homesick, anxiousness or stress. How you feel and think is important to us. We support health and wellbeing all year round, especially over exam periods and the first few weeks of your university life. Our ResLife team of current students can be great people to speak to when you need support.

Skills

Adjusting to university can be tough; ResLife are here to help guide and support you into independent living. Our team helps you have a smooth transition into university life and then go on to live independently. On arrival, we aim to prepare for your arrival at your new accommodation to give you the best start possible. This could include anything from learning how to cook, through to writing a CV and interview tips. ResLife will conduct friendly kitchen visits to advise on following the Community Living Agreement as set out in Schedule 5 of the Licence to Occupy.

Community

ResLife will offer opportunities for students to engage in their local area and become active members of the community through campaigns, fundraising and volunteering. Participating in community events not only makes a difference to the people being supported but to every student’s career prospects as well.

Residence Life membership includes:

• Monthly day trips to exciting, educational and cultural places – everything from shopping trips to Bicester Village to day trips to York.
• Themed events celebrating all holidays, religions and cultures.
• Events in halls, such as cooking classes, film nights, karaoke and more.
• Discounted transport to all events outside of Coventry.
• Discounted tickets for key events such as theme parks, heritage site visits and many other social events in the calendar.

Key benefits:

• Supporting health and wellbeing all year round, but specifically over exam periods and the first few weeks of university life.
• Helping residents live, learn and grow.
• Building a community.
• Improving student experience.
• Weekly events, email updates and opportunities to meet new people.

For more information, visit the ResLife web pages.

Room Inspections

Room inspections are carried out within halls/houses each term by your Halls Manager. You will receive prior notice before we enter your room, except in the event of an emergency. Please note that the University still reserves the right to allow authorised personnel to gain entry to your accommodation at any time. Please see Licence to Occupy Clause 13, for more details.

Room Transfer

If you wish to transfer rooms either within your current accommodation or to alternative University accommodation, please make an appointment with your Halls Manager, who may be able to facilitate a move (subject to availability and a £50 administration charge). Please note that room transfers are not guaranteed, and it is your responsibility to find an alternative student to take over occupancy of the room you wish to vacate. The Licence to Occupy does not refer to a specific room, therefore, the University reserves the right to transfer a student to an alternative room on reasonable written notice. This type of transfer is only likely to occur if there is an unforeseen issue with the room/building or its inhabitants (e.g. room is uninhabitable). In these circumstances, a student would be made aware of the situation and alternative options available.

Safety and Security

The university has a 24/7 Protection Service, access-controlled doors and a monitored CCTV system. You will receive your card, fob and/or keys when you arrive on site. All accommodation has either electronic access and/or key-controlled doors.

• Do not allow anyone to follow you through an access-controlled door unless you know they are entitled to do so. Where someone gains unauthorised access by following someone into a building, this is known as ‘tailgating’.
• Do not be afraid to challenge people who try to follow you into a controlled area and expect to be challenged if you try to follow someone else.
• Ensure that your bedroom door and window, front door and ground-floor windows are closed before leaving your accommodation and do not allow anyone into your accommodation who is not a resident.

University Protection Service officers visit all accommodation in the first term to discuss safety and security and run events during the first few weeks of term.

Officers are uniformed and highly visible; they may be wearing bodycams both around the university and in our managed properties. The Protection Service is available 24/7, and will respond to:

• emergencies and requests for assistance – contacting external emergency services where necessary (police, ambulance and fire service)
• first aid requests
• lock-outs (out of hours) to ensure students can gain access to their accommodation
• patrol accommodation as necessary
• complaints regarding antisocial behaviour that is causing a disturbance to others (out of hours)
• investigate fire alarm activations
• respond to emergency maintenance requests (out of hours)

The Protection Service will coordinate a response to any emergency situation, including bomb alerts, suspicious packages, reporting a crime or suspicious/unusual behaviour. In the first instance of a threat, please contact the Protection Service first. 

Safety tips:

• Lock your bedroom door if you leave it unoccupied, even for just a few seconds, and ensure windows are closed and secure before you leave the room. It is very easy to steal a laptop, phone or bag through an open window. 
• Don’t leave valuable or attractive items in full view in your room, at your workstation or in the library. It only takes a couple of seconds to take things that are left unattended.
• Do not have cash sent to you via Royal Mail.
• Use an ultraviolet pen to mark electrical equipment with your postcode and student ID number.
• Make a list of your personal property including the serial number and descriptions of the items. You can also register them on www.immobilise.com, a national database that could help reunite you with your possessions if they are lost or stolen.
• If you are bringing high-value or specialist equipment with you to university, please check the Endsleigh policy to ensure they are covered or whether you need to purchase additional cover for these items.
• Don’t walk home alone at night; arrange in advance to stay with a friend or pre-book a taxi.
• Never leave drinks unattended in pubs or clubs. If you suspect your drink has been spiked, contact a member of staff and a trusted friend.
• Secure your bike with a good-quality D-lock.

When taking money out of cash machines: 

• go in daylight and use machines inside banks if you can
• shield the keypad when inputting your pin
• do not get distracted
• if someone crowds or watches you, cancel the transaction and move away or use an alternative machine
• if the machine looks like it has been tampered with, do not use it
• put money and cards away before leaving the machine
• do not count money in plain sight

More information on student personal safety and general safety tips are available through the Safety Office.

Access control and CCTV systems/body worn video recording

Your student ID card acts as a security card to gain access to your accommodation and different faculties around campus. Bishop Gate, Godiva Place and The Cycle Works also have access-controlled entry stiles in their receptions to keep the accommodation secure. You will need to make sure you update your card weekly so you can everywhere you need to go. To do this, you will need to find a Phoenix registration point, which are located at most accommodation sites and on campus, then hold your student ID card up against the reader.

The University operates a system of electronic locks, controlled by ID cards, to control access to university buildings. This system is intended to ensure the safety and security of university staff, students and property. You should be aware that the electronic locking system allows individual access to buildings to be logged and that the university may also use this information in circumstances where it is necessary to confirm the movements of individuals, for example, in the course of disciplinary proceedings.

The University also operates a CCTV system to protect staff, students and members of the public on the campus and in university buildings. Signs are in place to indicate where the cameras are in use. In addition to being used for the prevention and detection of crime, CCTV footage may also be used in the course of disciplinary proceedings.

Video and audio body-worn video recording is used in accommodation by Coventry University Protection Services for your personal safety and security. Please refer to your Licence to Occupy 20.3.2 for further information or call contact 024 7765 7363.

Smoking Policy

A no-smoking policy is in operation across the University and all University accommodations. You must not smoke or vape in any part of your accommodation, including your bedroom. To safeguard the health of all residents, smoking is not permitted within five metres of any university accommodation building (Clause 9.3.2 of the Licence to Occupy). 

Spirituality and Faith Centre

Spirituality and Faith Centre (sharepoint.com) is located in The Hub. It is accessible to everyone, and open every weekday during term time, whether you want some spiritual guidance or simply a calm and peaceful place to meditate.

Student Status Letter

The Nova system is available to access student status letters if you need one to open a bank account or confirm your student status, please click the following link Welcome to the Coventry University Group Student Portal (sharepoint.com). Do ensure to visit Wayfinder for any further enquiries.

Students' Union Advice Centre

The Students’ Union Advice Centre (SUAC) is a free, independent and confidential service for all students. They give advice and support, and provide representation when necessary, on a wide range of problems, including housing, consumer law, cheating and plagiarism, internal disciplinary procedures and complaints. If they cannot provide the help you need, they will refer you to an agency that specialises in your inquiry.

They offer face-to-face advice via appointments and drop-ins, as well as email, Skype and telephone: www.yoursu.org/support/advice

TV

You need a TV licence to watch any channel live online or on a TV; you will also need one to watch online catch-up TV on the BBC iPlayer service, even if you aren’t streaming the content live. Please refer to: www.tvlicensing.co.uk for further details. 

University Gym

Membership to the University gym is not included within your rent unless you live in Bishop Gate, where there is a small gym in this accommodation. Please note, if you withdraw from your accommodation prior to the end of your licence period, membership to the University gym will be terminated. For further information on student membership visit the Sports and Recreation website. Students living in Coventry University-owned accommodation or student housing may be eligible to receive a 20% discount on sports memberships.

Your University Gym offers a large modern fitness suite, a state-of-the-art high-performance suite, use of a range of Active Life group exercise classes such as spinning, Body Pump, Insanity and yoga, and the ability to book their sports halls for five-a-side football, basketball, badminton, table tennis and many other sports. There is also a physiotherapy clinic on site where you can book in at a discounted rate to treat any sporting injuries.

If you enjoy sports, meeting new people or fancy some competition, then join the Sports Centre’s Be Active sport programme. The programme is aimed specifically for the university’s students and staff, and offers a variety of different sports to take part in. Available sports include, but are not limited to, five-a- side indoor football leagues, seven-a-side outdoor football tournaments,table tennis, dodgeball, eight-ball pool, and badminton games, open for all levels.

To participate in outdoor sports, visit The Place – Westwood Heath, the university’s outdoor facility with football and rugby pitches, an astroturf pitch and a cricket strip.

For further details of facilities, classes and how to get involved, visit them on Whitefriars Street.

Utilities

An allocation of gas and electricity is included in the rent.

• Do not try and change your supplier.
• Do not alter or tamper with any gas or electrical appliance/equipment or installation.
• All gas and electrical equipment is tested annually by qualified engineers in accordance with legislation.
• A copy of the gas safety certificate will be provided on arrival.
• Where applicable, FutureLets will either make no additional charge for the over-usage of utilities or will charge for units consumed above a certain allowance; you will be notified in writing of any additional charge.
• Heating times: 07.00–10.00am, 16.00–23.00pm (Monday–Sunday).
• Hot water is available 24/7.
• Heating is enabled during the times stated. However, if temperatures reach optimal levels, the heating may switch off under thermostatic control.
• In the event of extreme cold weather, heating times may be reviewed.

Vacating Accommodation

If you vacate your room before the end of the licence period and return your keys to FutureLets, you remain responsible for the remainder of the licence fee. However, you do not have any right to re-occupy the room. In exceptional circumstances (e.g. natural disasters), FutureLets will consider any request made by you to re-occupy the room until the end of the licence period.

Information will be provided in the third semester about vacating your accommodation at the end of the licence period. You need to ensure that you refer to this information and book a vacating appointment with your Halls Manager to ensure you are aware of any damage charges that may be applied to your accommodation account on departure.

Please click on the following link Coventry University – FutureLets on Vimeo on how best to leave your room.

Visitors

You must get approval from your halls team prior to having any overnight guests. All guests (including day guests) must sign in at reception when they arrive, and you should meet them at the front door of the accommodation and escort them to reception to sign out when leaving.

Visitors / guests are permitted to stay until 11pm in all accommodation. After 11pm, visitors will be requested to leave, unless an overnight guest form has been submitted to and approved by FutureLets.

You are allowed to have one overnight guest, who must be 18 or over, in the room, for no more than two nights in any one week. Please fill an overnight guest form and obtain written permission in accordance with the procedure outlined in the guest registration. Overnight guest request forms can be submitted Monday to Friday before 4pm, no guest requests will be authorised over a weekend or bank holiday. You can submit a guest registration form via the Student Portal, click on the following link Pages - Welcome (coventry.ac.uk). 

Please remember, you are responsible for the conduct and behaviour of your guests. Entry to accommodation will be denied without an approved overnight guest form. Please refer to Section 6 of the Licence to Occupy for your responsibilities relating to guests and visitors to your student accommodation*.

Voting

Are you registered to vote? As a student, you can register at home and your term-time address, so wherever you are on election day, you can have your say.

There are other good reasons to register. A main one is if you are not on the register of electors, you may experience problems obtaining credit, as the register is used by credit reference agencies (e.g. Experian) to confirm your address. So, no registration may mean no new mobile phone, no bank account and, later in life, no mortgage. 

Can I vote twice, at home and university? 

You will be committing an offence if you vote twice in a UK Parliamentary, Scottish Parliamentary, or National Assembly for Wales election. However, you can vote in local government elections at home and at your term-time address, as long as they are not in the same local government area.

What is the edited register?

The edited register leaves out the names and addresses of people who have asked for their names to be excluded from that version of the register. The open register can be bought by anyone who asks for a copy, and they may use it for any purpose. You can choose not to have your details published on this register by ticking the appropriate box on the voter registration form.

You are responsible for registering to vote. 

Welcome Meeting

Pre Recorded Welcome videos are now provided to new starters upon arrival. This can be found in your welcome pack. Please see link directing you to your Hall.

The ResLife team regularly organise events which may be of interest to you alongside the Student Union (CUSU). These meetings may give you an opportunity to meet other residents, including university representatives within the Reslife team. They will also provide you with valuable information on living in student accommodation and the local area. We strongly advise you to attend these meetings to ensure you get the best possible start to your time in University accommodation.

What to bring

The online Student Welcome has all the information you need on what to bring before you begin University. There are some detailed documents on our university website outlining what we do and do not provide in each of our accommodations.

• Bedding, towels, crockery, cutlery, pots and pans. Please note that for Bishop Gate and Godiva Place Halls, you will need to buy induction pots and pans as the cooker has induction hobs.
• If you wish to purchase a bedding pack from FutureLets for us to place in your room ready for your arrival, you can tick this option in the online Student Welcome pages (where you select your arrival time).
• You can bring toasters and kettles with you, however, it may be better to wait until you have arrived to purchase these items, rather than having duplicate items in the kitchen. It would be cheaper too, as you could share the cost with your new flatmates.
• Medical registration card. It is advisable to register with a local GP whilst you are studying at our University; you’ll find the. University Medical Centre in TheHub. If you are a UK resident, please bring your medical card or NHS number.

What not to bring

• Anything which, in the opinion of FutureLets, is or may become dangerous, offensive, combustible, corrosive, inflammable, radioactive or explosive, including but not limited to: firearms, air rifles, BB guns, pistols, cross-bows or any other weapons, gas cylinders, oil burners, fireworks, laser pens, candles, joss sticks or hookah and pipes. In the event any such items are discovered on the premises they will be confiscated and not returned or taken by the local Police to be destroyed.
• Any animals, birds, fish or other livestock (assistance dogs and well-being animals excepted, subject to medical evidence and additional terms and conditions).
• Heating appliances or cooking equipment.
• Refrigeration units (if you require a fridge on medical grounds, please notify us in advance, and we will provide one).
•  Multi-way adapters or distribution boards.
•  Chip pans or deep fat fryers.
• Rice cookers, hotplates or microwaves.
• Inflatable chairs or similar furniture.
• Barbecues.

If these items are found they will be removed, stored and returned at the end of the licence period unless they are classed as offensive items and will be permanently confiscated / handed to the Police. Please refer to Section 1.3 & 13.2 of the Licence to Occupy 24-25 for further information.

Windows

You must not drop anything from windows: please refer to the Licence to Occupy clause 7.7. To prevent condensation when bathing or showering, washing dishes or clothes:

• Open a window and switch on any mechanical ventilation.
• Keep windows open for a time after you have finished.
• If condensation appears on windows or tiling, wipe it off with a cloth; this will help to prevent mould.
• If mould does appear, use mould remover or disinfectant to scrub it off.
• Keep bathrooms and kitchens well heated in the winter.
• Do not dry your washing on radiators.

Where grids have been fitted for security purposes, keys will not be issued. Ground floor windows are not considered a means of escape in the event of fire. The fire safety measures incorporated into accommodation provide adequate means of escape and protection in the event of a fire.

Withdrawing from your Accommodation

If you are withdrawing from your course at the University, in order to leave your accommodation, you must submit a signed withdrawal form from your course tutor. Please refer to Clause 16 of the Licence to Occupy. 

Useful Telephone Numbers

FutureLets 024 7615 8158

Coventry University (main switchboard) 024 7765 7688

University Sports Centre 024 7679 5993

Students’ Union 024 7765 5200

Estates customer services reception 024 7765 7272

Glide helpdesk 0333 123 0115

Customer Experience Team 024 7765 6565

Emergencies

Police/fire/ambulance - emergency 999

Coventry Central Police Station 0345 113 5000

University Protection Service 024 7765 7363

University Protection Service - emergency 024 7765 5555

Medical

NHS 111 111

NHS walk-in centre 0300 200 0060 (Option 2)

University Medical Centre 024 7659 2012

University counselling service 024 7765 8029