coventry university student accommodation applicant guide 2014 15

STUDENT ACCOMMODATION

APPLICANT USER GUIDE

2014/2015

Important note: Although the accommodation information is accurate at the time of going to print, it is subject to alteration. This Guide is to be treated as information only and not part of the contract offer, Licence or Tenancy. Prices are for guidance purposes only and may be subject to change.

This Guide is also available in other formats. For more information please contact [email protected] or telephone 024 77 650 650

For more information, multimedia tours and how to apply please visit our website www.coventry.ac.uk/accommodation

WELCOME TO COVENTRY UNIVERSITY STUDENT ACCOMMODATIONWe realise how important it is to know where you are going to live before coming to University and hope that this brochure assists you in acquiring all the information you need about our range of accommodation.

We are very proud to offer a varied choice and quality of accommodation, which includes traditional halls of residence, catered, self-catered and en-suite rooms, all on or within close proximity of the university campus.

Living in university accommodation is a great way of meeting new friends and gaining a new-found independence.

For most of our students this will be their first time away from home, and we will do our utmost to ensure that the move is as easy as possible.

Our friendly Customer Service Advisers at Coventry University are here to help you find student accommodation which will suit your needs during your first year of study.

If you have any queries which are not answered within this guide, or on our website www.coventry.ac.uk/accommodation please contact us by email [email protected] or telephone 024 77 650 650, alternatively you can post up any questions on The Student Room website www.thestudentroom.co.uk and we will be happy to answer your questions.

CONTENTSCity Living – Living Made Easy 6

Advantages of Living in University Accommodation

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Our commitment to you 9

Terms and Conditions of Application for Student Accommodation 2014-2015

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Application Process 11

How to apply for your student accommodation on-line

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Accommodation Contract 14

Administration Charges 14

Allocation Policy 15

Payments 15

Accessible Rooms 16

Code of Practice 16

Council Tax 16

Pre arrivals information 16

Equality and Diversity Statement 17

Smoking Policy 17

TV Licence 17

Singe sex accommodation 17

Clearing Students 17

Alternative Start Programmes 17

Extended Programmes 17

Erasmus/Socrates/Pre-sessional English Language and FoundationCampus

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2nd and 3rd year Accommodation 20

Private Lettings 20

Student Support 21

CITY LIVING LIVING MADE EASY


CITY LIVING LIVING MADE EASY

Coventry is a vibrant and exciting student friendly city. The University is situated in the heart of the city which has all the popular high street shops you would expect, plus a great range of independent boutiques, bars, clubs, café bars and restaurants. Students play a big part in shaping the city’s nightlife as Coventry has a great live music scene, with student discounts available most evenings. New eateries and bars are springing up in the historic Cathedral Quarter, located right next to the University.

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ADVANTAGES OF LIVING IN UNIVERSITY ACCOMMODATION There is a wide variety of student accommodation in Coventry with a choice of University owned and managed halls and houses, private halls, houses and flats.

We would strongly recommend all first year students to live in University accommodation to meet new friends and to rapidly integrate into university life. International students often choose to stay in University accommodation rather than taking on the additional responsibilities of being a private tenant.

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LIVING IN UNIVERSITY ACCOMMODATION HAS MANY ADVANTAGES INCLUDING:Location

Our accommodation is close to or within walking distance of the University, social scene, and transport network.

Choice

We have a wide choice of self-catered and catered accommodation, including en-suite, single and cluster flats or self contained studios.

All inclusive

Most of our accommodation fees include utility bills, free membership to the University Sports Centre as well as fast broadband, wifi and personal possession insurance cover.

A choice of payments

There are a variety of payment plans available including direct debit, recurring debit/credit card payments or full payment upfront.

Facilities

Students can watch multi channel television (IPTV) via our internet provider - Studentcom, for an additional charge, in most properties.

Health and Wellbeing

There is a dedicated Welfare and Disability team on hand in addition to a team of Halls/Housing Officers. Accommodation support is available from Customer Service Advisers during office hours in the Student Centre.

Social

University accommodation is the best way to make new friends and quickly become part of the University’s social scene. Sport and Recreation aims to promote and enhance the fitness, health and wellbeing of all students by providing a wide range of physical activities to suit all levels of fitness.

All University owned and managed accommodation, (excluding Unite Properties – see website for details) includes full membership to the University Sports Centre within its rent.

For more information on any of the sports facilities contact 024 7679 5993, e-mail [email protected] or visit our website at: www.coventry.ac.uk/cu/sportandrecreation

Please Note: Full membership to the Sports Centre will be withdrawn should you move out of University accommodation or breach the terms of membership.


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OUR COMMITMENT TO YOUCoventry is well served with suitable student accommodation within the City, with a range of University-owned and -managed accommodation, as well as privately rented houses and flats.

If you are an undergraduate or postgraduate student:

• We will endeavour to offer University-owned, -managed or -approved accommodation, provided you have submitted an online application (subject to availability). You will need to check the website for details www.coventry.ac.uk/accommodation

• We will offer University-owned or -managed accommodation, to all full-time (for all years) students demonstrating compassionate circumstances, providing the above conditions are satisfied.

• We will undertake to accommodate all other students who wish to remain or return to University accommodation on a first come first served basis (subject to availability). Details will be made available on the student portal during the spring term.

• Student accommodation values you as a customer. We will ensure that you are treated fairly and with respect. We endeavour to meet your accommodation needs in a timely and effective manner.


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TERMS AND CONDITIONS OF APPLICATION FOR STUDENT ACCOMMODATION 2014-2015Coventry is well served with suitable student accommodation within the City, with a range of University-owned and managed accommodation.

1. All rooms in accommodation are allocated on a first come first served basis.

2. Allocations to rooms and properties will only be made once your academic place has been confirmed, which is normally when all your academic conditions have been met.

3. If due to a disability, we provide accommodation for your personal carer, you will be responsible for ensuring payment of the additional accommodation charges for this room and your contractual obligations extend to your carer who must behave in a manner consistent with these terms and conditions.

4. Once rooms and properties have been allocated we are unable to change or alter the application for accommodation received.

5. The allocated room/property is the best available on the day of allocation.

6. Accommodation is allocated into mixed sex area with male and female students sharing the flats, common area and corridors. However if a request is made for single sex accommodation we will make reasonable endeavours depending on demand to satisfy your request.

7. Students are allocated into properties and areas where other year students may be living and therefore you should be aware that you may be living in an area with students attending different years of study.

8. Coventry University complies with all legislation relating to equality and diversity.

9. All communal areas and bedrooms in all properties are non-smoking in accordance with Coventry University policy.

10. Offer (Contract) of accommodation will be sent by e-mail and will expire if not responded to by the deadline date detailed in the offer email. Please check your email account regularly; particularly if you are due to be on holiday when your results are confirmed

11. When accepting your offer of accommodation you are required to commit to choosing a payment method for your accommodation fees. At this point you will also be required to pay an advance payment of £300 of your rent (Advance Licence Fee Deposit).

12. Any personal information you provide to us will be processed in accordance with Data Protection and will be held securely by Coventry University.

13. A submitted application does not guarantee you a place in Coventry University Student Accommodation. The allocation of the accommodation will be carried out on a first come first served basis, subject to availability.

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APPLICATION PROCESS

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HOW TO APPLY FOR YOUR STUDENT ACCOMMODATION ONLINEIn the Spring of 2014 you will be able to submit an online application form to Coventry University if you have been offered an unconditional firm (UF) or conditional firm (CF) place of study and you have made Coventry your first choice.

To be able to apply online you will require your student ID number which will be sent to you separately. Once you meet your academic requirements an accommodation offer is made. You will need to read and agree the offer, submitting your £300 (Advance Licence Fee Deposit) online and initiate a payment plan to confirm your booking.

A detailed explanation of “How to Apply” is available on our website www.coventry.ac.uk/accommodation

All applications are conducted online and via email, so you will require access to the internet. The following flowchart will help all UK and European prospective students understand the process and need to follow when booking University accommodation. A separate International students flowchart can be seen on page 19.

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HOW UK/EU STUDENTS CAN APPLY FOR STUDENT

ACCOMMODATION IN 2014/2015

You will be able to submit an online application to Coventry University from the 17th March 2014, if you have been offered an Unconditional (UF) or Conditional (CF) place of study and you have

made Coventry your firm choice.

To apply online, you will require your student ID number, which is located on your offer letter received from the University.

UF students will be made an offer of accommodation online in mid May 2014.

CF student applications will be held until confirmation from UCAS and University academic conditions have been met.

When your status has changed through UCAS to UF and you meet the academic

requirements for the course then you will be offered accommodation.

Make sure your contact details are correct as we will communicate with you on-line and via e-mail. When you have been made an offer of accommodation, you have 3 days to accept and pay your Advance Licence Fee Deposit of £300 and initiate a payment plan. You can reject the offer at this point, if you are not satisfied. However you will not be able to re-submit a new application and no

further offer of accommodation will be made if you do reject. The Licence Fee (rent) will be detailed when you are offered a contract online. Payment can be made on-line as follows:-

Option 1:- Payment of rent in full now (by credit/debit card)Option 2:- Set up 3 recurring credit/debit card payments

Option 3:- Set up 3 Direct Debit instalments (must hold UK bank account)

If you have accepted your room offer, an email will be sent to you in September, containing arrival information and details about the collection of your room keys. Information on what to bring with you can be found in the document ‘Accommodation Information Guide 2014/15’ on our website

www.coventry.ac.uk/accommodation


Clearing students will be offered accommodation (subject to availability). Details will be posted on the website: www.coventry.ac.uk/accommodation

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ACCOMMODATION CONTRACTIf you accept an offer of a room in University accommodation, you will be required to agree to the terms and conditions of the ‘Licence to Occupy’ (contract) online. This is a legally binding agreement and you will be required to tick the box to agree to the contract. Prior to you agreeing you can view the ‘Licence to Occupy’ on the Student Accommodation website; please read it carefully and do not accept the accommodation unless you are prepared to agree to the conditions. Once you accept the offer you are liable for the rent and occupancy of the room for the full contract period.

Please note: Academic courses do not coincide with the accommodation contract dates. If you accept an offer of accommodation, but the course finishes before the stated end date of your accommodation contract, you will remain liable for the associated costs as agreed at the time of acceptance. This is as per the Licence to Occupy, which forms part of the residence agreement.

ADMINISTRATION CHARGESWhen the University makes an offer of accommodation, part of the acceptance procedure is that you are required to pay a £300 Advance Licence Fee Deposit (ALFD). With the exception of properties managed by Unite (see website for details) the ALFD is NOT refunded at the end of the year; it is a payment to secure the accommodation. This will contribute towards your Accommodation fees in three stages e.g. £100 will be deducted from each of your three instalment payments.

The ALFD is:

• A sum payable by the Licensee which secures the accommodation offered by Student Accommodation

• A non-refundable advanced rent payment which is deducted from your total accommodation fee and therefore the total rent charged is the fee MINUS the £300 ALFD. The £300 will be deducted from the total rent at the beginning of the contract and the instalment amounts will be calculated on the remainder of the fees

• Will NOT be used as a damage deposit. Damages will be invoiced separately

An administration charge will be incurred when:

• you withdraw from the University during the residential year

• two residents exchange accommodation (with prior approval from Student Accommodation)

• you find a suitable ‘substitute’ (not already living in University accommodation) to take over your room (full details are in the Licence to Occupy)

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ALLOCATION POLICYStudent Accommodation allocates rooms within our accommodation on a first come first served basis (subject to availability).

Allocation to rooms and properties will only be made once your academic place has been confirmed, which is normally when all your academic conditions have been met.

The allocated room/property is the best available on the day of allocation.

Students are allocated into properties and areas where other year students may be living and therefore you should be aware that you may be living in an area with students attending different years of study.

On application students will be requested to either select their preferred property type i.e. catered or self-catered ensuite or by property choice i.e. Priory Hall, Singer Hall etc.

PAYMENTSThere are four types of accommodation contract: 38, 40, 44 and 50 weeks. The accommodation offer sets out the fees payable. For more details on the payment periods and how to pay please see www.coventry.ac.uk/accommodation

The University’s preferred method of payment is by Direct Debit or recurring credit/debit card payments. You will find the payment plans on the ‘payment method’ page when accepting your offer of accommodation. For further information visit www.coventry.ac.uk/accommodation and go to ‘contracts and how to pay’.

The Accommodation Contract (Licence to Occupy) stipulates acceptable and unacceptable behaviour. Should there be damage to your accommodation beyond acceptable ‘wear and tear’ you will be responsible for the cost of repair. Damage to a communal area will be charged to the appropriate group of students. It is recognised by the Office of Fair Trading that this is fairer than recovering the cost from residents in future years.

It is important to understand that the contract (Licence) periods are unconnected with your academic teaching year. The Licence period covers your accommodation during the Christmas and Easter vacations; there is no need to move your belongings out.

If your course of study requires you to participate in a placement, you are still responsible for the cost of the room and any catering costs for the whole licence period.

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ACCESSIBLE ROOMSIf you have a disability or require a room for medical reasons, it is essential that you inform both Student Accommodation and the Health & Wellbeing. The Welfare and Disability Office will discuss your requirements with you so that your University accommodation can be tailored. If you have any queries please contact the Welfare and Disability Office on 024 7765 8029 or e-mail [email protected]

If due to a disability, we provide accommodation for your personal carer you will be responsible for ensuring payment of the additional accommodation charges for this room and your contractual obligations extends to your carer who must behave in a manner consistent with the terms and conditions of the Licence to Occupy.

CODE OF PRACTICEThe University is committed to ensuring that you enjoy your accommodation experience and is registered with the University UK Code of Practice which ensures compliance with the requirements of the Housing Act 2004. For further details refer to the website www.universitiesuk.ac.uk

COUNCIL TAXFull time students living in University owned or managed accommodations are exempt from Council Tax. You do not .need an exemption certificate if living in university owned or managed accommodation.

PRE-ARRIVAL INFORMATIONBed linen, bedding, cooking utensils and cutlery are not provided in any accommodation. For further details on what to bring please refer to our website www.coventry.ac.uk/accommodation and the Accommodation Information Guide 2014/15.

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EQUALITY AND DIVERSITYStudent Accommodation aims to ensure that no student receives less favourable treatment, directly or indirectly, on the grounds of age, race, gender, religion, disability, sexual orientation, or marital/parental status.

SMOKING POLICYThe University operates a no smoking policy in all buildings including accommodation.

TV LICENCEYour student accommodation is not exempt and a TV Licence is required for all study bedrooms. Apply to www.tvlicensing.co.uk

SINGLE SEX ACCOMMODATIONAll property provides mixed sex accommodation. Individual flats or zones within halls can be allocated as single sex dependent upon demand.

CLEARING STUDENTSIf you are an undergraduate student applying through the Clearing process, your choice of accommodation may be limited. For further information please refer to the website www.coventry.ac.uk/accommodation

ALTERNATIVE START PROGRAMMESIf your course starts at any other time throughout the academic year 2014/15, your choice of accommodation may be limited, you should view the accommodation website for details before completing your online application.

EXTENDED PROGRAMMES University accommodation is limited, please discuss options with a Customer Service Advisor at the Student Centre.

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ERASMUS/SOCRATES/PRE-SESSIONAL ENGLISH LANGUAGE AND FOUNDATIONCAMPUSIf you have chosen to study on one of the above courses you can apply for University accommodation. You will be allocated a place in one of our properties dependant on availability for the duration of your course. In addition to this if you are an International student on a full time course you can apply for University accommodation by following the instructions on the flowchart that follows.

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All Applicants offered an Unconditional (UF) or Conditional (CF) academic place at Coventry University (1st choice at UCAS or who have applied DIRECT) who have firmly accepted

an offer, can SUBMIT an accommodation application online.

From 17th March 2014, you will be able to apply online, and will require your Student ID number, which will be sent to you separately.

Unconditional Firm (including Deferred) Applicants

Accommodation application will be Checked and Verified to ensure all entry

conditions are met and academic offer firmly accepted. Room will be allocated on

receipt of copy of a valid visa (applies to International students only).

Conditional Firm ApplicantsAccommodation application will be held until all academic conditions of offer are met and

Confirmation received from UCAS or the International Office of status change to UF.

If you are an International applicant, and require a visa, Student Accommodation will not process your accommodation application until all conditions of the academic offer have been met and

you have successfully obtained a relevant VISA to study in the UK (subject to verification by the International Office & Student Accommodation). Therefore when you have obtained your visa you

MUST scan and email a copy of the visa to Student Accommodation so that your accommodation application can be processed:-

Email:- [email protected]

Make sure your contact details are correct as accommodation is offered online and via email. You have 3 days to accept the accommodation offer, pay your (Advance Licence Fee Deposit) of £300 and initiate a Payment Plan. Students may reject the offer at this time (if not satisfied),

with no penalty. However, you will not be able to re-submit a new application and no further offer of accommodation will be made if you do reject. The Licence Fee (rent) will be detailed when you

are offered a contract online. Payment can be made online as follows:-

Option 1:- Payment of rent in full (by credit/debit card)Option 2:- Set up 3 recurring credit/debit card payments

Option 3:- Set up 3 Direct Debit instalments (must hold UK bank account)

HOW INTERNATIONAL STUDENTS CAN APPLY FOR STUDENT ACCOMMODATION

FOR 2014/2015

If you have accepted your room offer, an email will be sent to you in September, containing arrival information and details about the collection of your room keys. Information on what to bring with you can be found in the document ‘Accommodation Information Guide 2014/15’ on our website



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2ND AND 3RD YEAR ACCOMMODATIONThe University offers accommodation to a limited number of returning undergraduate students. Look out for dates to attend the Accommodation Roadshow where you will get further details on future years accommodation.

PRIVATE LETTINGSIf you decide to live in private sector accommodation, please ensure that all contracts are scrutinised thoroughly as the University is not held responsible for properties that are let via private landlords.

However, an independent letting agency called “TheFutureLets”, operated by Coventry University Enterprises Ltd, which is part of the Coventry University Group is responsible for placing students into private accommodation. For further details, please go to www.thefuturelets.org.uk

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STUDENT SUPPORTThe Student Centre and TheHub provide a range of central services to support all students.

Enquiries regarding Student Accommodation can be addressed to the Customer Service Advisors at the Student Centre.

For all enquiries visit the Student Centre Monday to Friday 8.30 am to 4.30 pm, (Excluding Public Holidays) Wednesday 11am to 4.30pm and Friday 8.30am to 4pm.

The Student Centre is located behind the University Lanchester Library and can be contacted on 024 7615 2525 or [email protected]

TheHub is central to the campus and accessed from University Square and Jordan Well.

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Documents

accommodation information

city living living

year accommodation

range of accommodation

student support

quality of accommodation

student room website

advantages of living