Last updated: 9 February 2021
These terms and conditions form the basis of the accommodation licence with us; please ensure you read all of the terms before accepting the offer.
This is a licence granting you (“the student”) the right to occupy in the room (“the room”) within the Halls of Residence (“the halls”) for the licence period (the “licence period”) and at the licence fee (the “licence fee”) stated preceding these terms & conditions as accepted by the student. The licence fee is inclusive of contents insurance cover, as detailed in clause 2 below.
In this licence the student is the licensee and the University of Gloucestershire (“the university”) is the Licensor.
1. The university allows the student to live in the room during the licence period, and to use the kitchen, hall and any other communal facilities, together with the furniture and fittings included.
2. Whilst the university will take all reasonable steps to make the halls as secure as possible, it cannot accept any liability for loss or damage of your personal belongings. The university has procured contents insurance cover for the halls with Endsleigh Insurance. Annual updated versions will be available each August. If you are unable to access this web link, please contact the Accommodation Office and we will send to you a copy of this document so that you can read it before accepting these terms and conditions.
3. If for any reason the room ceases to be habitable, or for essential repairs or maintenance, the university will offer the student an alternative room in any of its halls. If this is agreed, the student will be able to live in the alternative room on the same terms and at the same licence fee as the original room.
4. The university will carry out necessary repairs within a reasonable time, but the student must report defects promptly to the Maintenance Helpdesk.
5. All electrical appliances will be tested by a qualified electrician close to the start of the academic year. This will include appliances brought by the student. The university reserves the right to ask for any appliances that fail the test to be removed from the halls.
6. The university reserves the right to enter the accommodation or shared areas at any time, but wherever possible reasonable notice will be given. Visits will be for the purpose of (but not limited to) maintenance, welfare checks, room inspections, open days etc. Notice will be sent to student email accounts where possible.
7. The university will respond promptly to any complaints regarding accommodation.
8. The student will be liable to pay the licence fee by way of rent during the licence period in accordance with the terms of the licence. The licence fee will be payable by equal instalments in advance on the Rent Payment Dates.
The student agrees that if they no longer require the room they will give notice directly to the Accommodation Office in writing at least two weeks before the date of the licence period commencement. Following receipt of such notice the university will return the Advance Rent (as defined in clause 10 below) to the student and the licence is ended. The university may deduct from the Advance Rent damages for any loss incurred by the university attributable to the student’s decision not to take up the room, including but not limited to the reasonable costs of additional marketing of the room. If notice is received within the two weeks before the licence period commencement the university will return the Advance Rent, minus any deductions incurred from late notification, including but not limited to the reasonable costs of additional marketing of the room and the licence is ended.
For the avoidance of doubt, if we are not informed that you do not require the room, and you enrol as a full-time student, you will be liable to pay the licence fee by way of rent during the licence period in accordance with the terms of the licence, unless the licence is terminated in accordance with the provisions of the licence
9. The student must inform the Accommodation Office if they shall be late in taking up occupancy of the room. If the student (i) has not taken up occupancy within 3 days of the commencement of the licence period, (ii) has not notified the Accommodation Office and made arrangements with it for late arrival and (iii) has not enrolled at the University , the university may terminate this licence and retain a proportion of the Advance Rent equal to the licence fee payable for the period from and including the commencement of the licence period to and including the date of termination of the licence.
10. The student will pay a sum of £200 (“the Advance Rent”) to confirm their booking and before being allowed possession of the room by way of advance payment of the licence fee, unless the student has opted to pay the licence fee for the full in advance and such payment has been received by the university. Provided that the student takes occupation of the room in
accordance with the terms of this licence, the Advance Rent will be deducted from the total licence fee payable.
11. The student will pay by way of damages the cost of repairing to the standard that the item was in at the date of the commencement of the licence period allowing for fair wear and tear or (if the item is not capable of repair) replacing any items damaged by the student or its visitors in
the room, hall or common areas. A non exhaustive list of the estimated level of damages can be accessed using the following links, but for the avoidance of doubt the university would only seek to recover the level of damages incurred:-
Prices are updated each August. If you are unable to access this web link, please contact the Accommodation Office and we will send to you a copy of this document so that you can read it before accepting these terms and conditions.
12. Non-payment of accommodation fees may result in; the student’s accommodation licence being terminated resulting in eviction, not being able to attend their graduation ceremony and/or not being considered for further qualifications.
13. The University reserves the right to recover damages for the non-payment of licence fee and sums due under the licence (including any direct debit charges incurred by the university).
14. If the student is absent from their room due to any reason, the student will not be entitled to any refund of the licence fee. You may not be required to be in attendance for academic study for the duration of the licence period. However, the licence period cannot be reduced because of
15. Students that owe the university money as at the commencement of the licence period will not be able to occupy this room until this amount is settled.
16. The student agrees to be considerate to the needs of fellow residents and neighbours in the wider local community.
17. Noise levels shall be kept to a reasonable level at all times and in particular there should be no undue noise after 11pm and before 8am. This includes noise in your Halls complex and its surroundings including the local community.
18. The student agrees to co-operate with residential and security staff to ensure the smooth running of the halls and will provide proof of identification when requested.
19. The student will clean their room and communal areas to a good standard throughout the licence period and ensure areas are left in an acceptable condition at the end of this licence. The university reserves the right to recover damages if the student fails to do this.
20. The student shall accept responsibility under applicable health and safety regulations and will not act in a manner that could undermine the health or safety of fellow residents.
21. The student accepts that verbal or written abuse, physical violence, bullying, harassment, inappropriate language or behaviour will normally result in disciplinary action and may lead to eviction. This also includes social media related to Residents in Halls of Residence.
22. The possession, usage or indication of usage of any illegal or banned substance is prohibited and will normally result in disciplinary action and may lead to eviction. This includes usage and/or possession anywhere in your Halls complex and its surroundings including local community. Please note that use of other ‘legal highs’ including Nitrous Oxide (laughing gas)
are also banned.
23. The student agrees to refrain from excessive consumption of alcohol which endangers the safety of others or causes personal harm, physical, mental, emotional or behavioural changes.
24. The student agrees to take good care of the room, the exterior, the shared areas and furniture and fittings. The student agrees to report any faults promptly to the Maintenance Helpdesk.
25. The student will not remove any of the furniture or fittings from the room or shared areas.
26. The student agrees to abide by all fire regulations and rules of the university including the following:
27. Pets within Halls of Residence are strictly prohibited at all times.
28. The student may have an occasional guest visit for up to two consecutive days per week and not more than 6 days per month. The student must not give up possession of the accommodation to them at any time. The student will be responsible for the guest at all times and the guest will be subject to the terms of this Licence. The student must advise the
Residential Support Adviser of the guest and enter their name on the guest list. Please note that guests are not allowed for the first three weeks from the commencement of your contract. Other than overnight guests, you should have no more than two visitors at any one time that should leave residence by 11pm.
29. The student is not allowed to change rooms with anyone else without first getting permission from the Accommodation Office. The student should apply for a transfer via the halls portal. If a change is allowed, the university may charge the student for the cost of documenting the
variation of the licence up to the sum of £50 (VAT inclusive) or (if higher) for the reasonable costs that the university incurs arising from documenting the variation.
30. The student agrees to pay for any damage caused to the room. Where damage is caused to the common areas on the same floor as the student’s room and the person responsible cannot be found, the student will pay a proportion of the reasonable costs of the repair of damage or replacement of furniture or fittings. The total cost will be divided equally between the residents on that floor. Students will also take responsibility for damage caused by themselves in other areas. Damage charges link
31. Students in halls are not permitted to bring any motor vehicles to Cheltenham or Gloucester unless written permission has been obtained. This permission will only be considered by the Accommodation Manager for specific circumstances such as medical conditions once evidence
has been received from a medical professional.
32. The student agrees not to carry out any trade or profession from the halls.
33. Bikes are encouraged and these must be kept in the storage sheds provided and not within the halls.
34. No extra cooking or refrigeration appliances are to be brought into the halls.
35. No large items of furniture or equipment are to be brought into the halls. This includes minifridges, decks, drum kits etc. The student will write to request permission, providing medical evidence, if a mini-fridge is required for medical purposes.
36. The halls are subject to a no smoking policy which will be strictly enforced. This includes ecigarettes and shisha pipes.
37. Candles or any type naked flame are strictly prohibited in the halls.
38. No dangerous substances or weapons (including replicas) are to be brought into the halls.
39. Barbeques are prohibited in and around the areas surrounding the halls.
40. The placing of posters or signs of any nature in the room is strictly prohibited other than on the notice boards provided. Damage to walls due to adhesive materials, nails, hooks etc will be chargeable at the end of the licence.
41. Theft or trespass of any kind within Halls of Residence is taken very seriously and could result in disciplinary action along with further action from the Police. This includes entering a study bedroom without permission.
42. Students who have previously lived in residence and have had to vacate due to breaches of the terms and conditions will not be eligible to return to halls of residence in subsequent years.
43. This licence will end if the student ceases to study at the university. Students must contact the Helpzone to confirm their withdrawal or interruption of studies and complete the necessary process. The student will be charged the licence fee up to and including either the date that the
room is vacated and the key returned, or the date that the withdrawal or deferral process is completed, whichever the later. The university will also be entitled to charge the student the licence fee until the earlier of:- (a) the date that university finds a suitable replacement occupier for the room and (b) four weeks from the date on which the withdrawal or interruption of studies process is completed or key returned (whichever the later, as above). The university will not charge beyond the end date of the original licence period. If a student is withdrawn by the Instigated Withdrawal Process then the student will be given two weeks’ notice from the date
the withdrawal is processed and on expiry of the notice period the licence will be terminated. The student must continue to pay the licence fee for the period up to and including the termination of the licence. The university will refund to the student any licence fee paid in advance which relates to the period after the date of termination less costs for any damage to
the room, hall or common areas caused by the student or its visitors and any other loss suffered by the university as a result of termination of the licence.
44. This licence may be ended by the university (giving not less than one week’s notice in writing) if: a) The licence fee is not paid on the day it is due (following the university debt collection process. b) The student is in breach of any of the terms of this licence.
45. This licence may be ended by the student giving the Accommodation Office the name of a suitable replacement occupier (i) who is a student of the university, (ii) who is acceptable to the Accommodation Office and (iii) who is not already living in a hall of residence. This person must agree in writing to occupy the room in place of the student and must sign a licence with the university and pay the Advance Rent. The liability of the student will not end until the replacement student signs a licence and pays the Advance Rent to the university. The university may charge the student for the cost of the variation of the licence up to the sum of £50 (VAT inclusive) or (if higher) for the reasonable costs that the university incurs arising from
46. Requests for release from contract for exceptional circumstances must be made to the accommodation office after requesting the Early Release Request form. Only exceptional circumstances with written evidence will be considered (e.g. letter from medical professional). Release will not be considered for requests involving issues with transport, finances, resident
disputes or requests to subsequently commute.
47. At the end of the licence you will be required to vacate the room, returning all keys. You may terminate the licence prior to the licence end date by vacating the room and returning the key or deactivating your card/fob, but you will not be entitled to a refund of the licence fee.
48. The student must leave the accommodation by 12pm on the final day of the licence period and leave the accommodation in the same standard as arrival day.
49. All items should be removed. Any items left will be treated as abandoned and will be disposed of appropriately and the university may seek to recover damages for any costs it incurs in disposing of abandoned items.
50. Any post or parcels received after the end of the licence period will be not be stored and will be returned to sender.
51. This licence is personal to the student and cannot be transferred to anyone else.
52. If any information supplied by the student or on its behalf, in connection with the application to the university for a place in the halls is untrue, inaccurate or misleading, or if the student fails to disclose relevant information which would amount to a misrepresentation, and the university considers (acting reasonably) that the relevant information makes the student unsuitable to live in the room, the university may terminate this licence on four weeks written notice. The student
must continue to pay the licence fee for the period up to and including the termination of the licence. The university will refund to the student any licence fee paid in advance which relates to the period after the date of termination. The university may seek to recover damages for any
damage to the room, hall or common areas caused by the student or its visitors and any loss suffered by the university as a result of termination of the licence.
53. Where there is a dispute, complaint or appeal by the student, this should be raised at the time to the relevant staff member. If unresolved the matter can be escalated to the Head of Student Housing and Welfare. Staff are also able to advise on the wider University policies and procedures.