Living in Halls of Residence is a unique experience - they are more than just a place to sleep and eat, they provide a unique social environment, and form an important part of University life.
Our on-line application process will be available for the academic year 2013/2014 from early February 2013. Please ensure that you have read the Terms and Conditions of the Licence before you complete that application form. There is no rush (see deadline and guarantee information) so please take time to read through all the information and to consider your preferences.
What happens after I apply for a room?
UEA Accommodation will allocate your room once when we have two pieces of information:
1. Your online Application Form
2. You have been accepted by UEA as a provisionally enrolled new student. That is to say when your prospective School of Study at UEA is satisfied that you have met all of the entry criteria.
For many UK students this will be during the week after the A level results are published.
When you have been allocated a room you will be sent a room offer e-mail via the e-mail address you have supplied at the time of the application. This e-mail will contain full details about your room and all the information that you need to plan your arrival at UEA.
Your room offer will be made to the e-mail address that you provided on the UEA Accommodation Preference Form. You will be given a few days to accept (or reject) the room offer after which, if you have not responded to the room offer, it will be withdrawn and the room booking cancelled. Therefore, we strongly recommend that you check your e-mail account regularly to avoid disappointment. Please also ensure that you have added firstname.lastname@example.org to your safe senders list (or equivalent).
When should I plan to arrive at UEA?
For international (Non-EU and EU fee status) students the arrivals days are Wednesday 18 and Thursday 19 September 2013. You will be able to collect your key from 10am until 6pm from the LCR (see Campus Map). However, we recommend that you plan to arrive before 5pm when all of the shops, banks and schools of study are open.
For UK students, depending on the residence that you are allocated, you will be allocated a room from either Saturday 21 or Sunday 22 of September 2013 and your key will be available for collection between 10am and 5pm. Your arrival date will be confirmed on your room offer e-mail.
What am I committing to?
On arrival you will be asked to sign a document called a Licence to Occupy and you will be legally committed to abiding by the Terms and Conditions which include paying for the room for the full licence period. Please note: that our standard licence length is for a 38 week period. The full licence period, including the start and end dates, will be detailed on your room offer email.
When will you tell me what room I've been allocated?
Your accommodation offer will be e-mailed to you shortly after your room has been allocated, and this happens after your student status has been confirmed. The majority of applicants will be allocated in the period between the end of August and the middle of September.
How do I pay for my room?
The invoice for your accommodation will be raised shortly after you arrive to take up your room. You should make arrangements with our Finance Office via your e:Vision account within 28 days of the date on the invoice to avoid late payment fees.
You can request to pay your accommodation fees in full or instalments by direct debit. Payment is not expected in advance, although payments will be accepted.
Please contact our Finance Office for any further information.
What if I haven't got my preferred type of accommodation?
We aim to allocate all applicants within their top three choices of area, but due to limited availability, this is not always possible. If you are unhappy with your allocation, let us know before you arrive and we may be able to help.
If you are unhappy with your room after you arrive, we may be able to offer a different room later in the term. We will ask you to complete a room change form and will try to help if we can.
If you have any problems with your accommodation, staff at the Accommodation Office are always willing to help where possible.
UEA is only my insurance choice University: should I still apply?
If UEA is your insurance choice, you should still apply for accommodation. We only allocate rooms to confirmed students, so if you subsequently accept an unconditional offer from another University, you should notify the Accommodation Office that you no longer require your accommodation.
If you have been offered a place at UEA through clearing, you should apply online for your accommodation, unless your prospective School of Study advises you that accommodation will not be available. The online form may not accept your UCAS number straight away, so you may need to try again the next day.
Can I have a look inside the Residences before I apply?
If you wish to do so please come to one of the UEA Open Days which feature a tour of residences. If you are unable to attend one of the Open Days and you would like to look at a room in any of our Residences, your prospective School of Study may be able to organise a tour. You should contact UEA's Admissions Team directly.
What if I arrive in the UK outside of Accommodation Office hours?
If you will be arriving in the UK late at night and will not be able to get to UEA within our opening hours, you are advised to make arrangements for accommodation – we would advise that you book a room in a hotel close to the airport you are flying in to. You can then arrive at UEA during arrival hours and be met by people who can provide a service to you to help you settle in to your room.
Can I move in to my room early?
Unfortunately, we have a very tight turn-around time between students and conference delegates leaving accommodation after the vacation period, and new students arriving on arrivals week. It is therefore unlikely that we will be able to allow you to move in to your room earlier than we have specified on your offer letter – however, if you have exceptional circumstances ask us in advance, we may be able to help.
Once I've signed my licence, does that mean I have to stay in Residences all year?
Signing your licence commits you to living in and paying for your room for the full licence period.
We allow a 7-day 'cooling off' period after the start of term within which you may still cancel your accommodation without any liability for rent for the remaining period of the contract, you will only be charged for the days up to when you hand back your keys if this is within 7 days.
Please refer to Para 3 of the Terms and Conditions of the Licence to Occupy for full details.
Please note that you will be required to complete a 'Termination of Licence Form' and return it to the Accommodation Office.
However, after this period you are committed to living in your room and paying the licence fee for the whole of the licence period. This applies to new UEA students in the first tenancy period with UEA Accommodation arriving in September or January only.
Students on second and subsequent tenancy periods (or arriving at any other time of year) are committed to their contract from the time that they sign.
Can I put up posters in my room and flat?
You are welcome to have decorative items in your room, but please read our regulations on posters and fabrics, soft furnishings and candles. You must make sure that you don't damage the walls or any other fixtures and fittings as the cost of repair or replacement will be passed on to you. Please note that you must not stick anything to your door, or anywhere in the communal areas.
Will my room or flat be cleaned for me?
As the licensee, it is your responsibility to keep both your room and the communal areas of your flat in a clean and tidy condition. To help you, your housekeeper will ensure that the floors and surfaces in the kitchens and communal facilities are professionally cleaned twice weekly during term time. If you have a private shower or washbasin, this will also be cleaned once weekly, and your cleaner will make sure that a vacuum cleaner is available for you to use on request. Your waste basket will be emptied every weekday during term time.
Will I need to arrange insurance for the belongings in my room?
All students, with the exception of those in the family houses, will be automatically covered by the UEA block insurance scheme. Unless you wish to increase your personal cover you do not need to take any other action in relation to room insurance. Please visit the Endsleigh Insurance website to see the insurance covered provided.
The cost of the basic block insurance is covered by your rent.
Do I need a TV licence in my room?
If you wish to have a television in your room, you must purchase the relevant TV licence to avoid fines from TV Licensing. We would advise that, before you buy a licence, you test the reception available in your room – you will be reliant on your own indoor aerial, and reception will vary quite significantly according to your room location.
We recommend that you watch television programmes via our Freewire service through your laptop or PC. Please visit the Freewire website for further information.
A colour TV licence currently costs £145.50 and a black and white licence is £49. They will remain at these rates for the next few years as the TV Licence fee has been frozen until 2017.
For further information please go to the TV Licensing website.
Can I smoke in my room or flat?
No, all UEA residences are strictly non-smoking. It is important to note that this rule is enforced by fines imposed by the Student Disciplinary Officer and can result in eviction from residences.
Can I have guests to stay in my room?
If you have a friend or member of your family visiting you from outside of Norwich, they can stay in your room with you for a maximum of three nights. You must get the permission of your SR or the Accommodation Office first, and only one person will be allowed to stay. Guests must be over the age of 18.
What happens during vacations?
Your Accommodation licence is for the full academic year, including Christmas and Easter vacations, so you may live in your room or keep all your things in your room over the vacation periods. A limited number of residence rooms may be available during the summer vacation period. Students wishing to stay in our residences over the summer vacation period should apply at the Accommodation Office after Easter.
Is there a damage deposit to pay?
There is no damage deposit to pay. However, you will be charged retrospectively for any damage to your room not attributable to fair wear and tear. In the case of communal areas, all residents of a particular flat or house will be charged the cost of repair or replacement of damaged items where the damage is not due to fair wear and tear.
What if my accommodation fees are due but my student loan hasn't arrived?
If you're waiting for your loan cheque or your next months' pay to come through, speak to our Finance department, or you could be liable for late fees. If you have more fundamental financial problems, speak to someone in the Dean of Students' Office Finance Team. Don't let yourself run up debt: if you have a problem paying on time, do something straight away.
What kind of accommodation is provided for students with disabilities?
Our accommodation offers wheelchair accessible rooms with adapted wet-rooms in Britten House, Colman House, the University Village and Orwell / Wolfson Close. We can make other minor modifications to rooms and buildings where necessary.
If you have any disability which affects your mobility, it is essential to talk to the Disability Coordinator at the Dean of Students’ Office to make sure we allocate the most appropriate room, and implement any necessary adaptations before your arrival. We also have rooms adapted for hearing impaired students, and students with severe allergies.
When you apply for accommodation please make sure you complete the disability information. If you have a medical condition which will affect your room allocation, please provide us with details in the disability/medical field.
This information will be shared with the Dean of Students’ Office to make sure we allocate the most appropriate room for you.
What if I require a single sex flat?
If you would prefer not to live with members of the opposite sex for any reason, please let us know in advance. You can enter this information in the disability/medical field of the online form. We will try our best to fulfil your requirements, but we cannot guarantee same-sex accommodation.
What is UEA's Campus Snow and Ice Clearance Policy?
The UUK Code of Practice requires UEA to make our Snow and Ice Clearance Policy available to residents:
"With increasing Health and Safety legislation making demands on ice and snow control, it was thought essential that the UEA had a snow clearing and gritting procedure that was up to date and available for the eventuality of freezing conditions.
For numerous years during conditions of ice and frozen precipitation, Grounds Maintenance has carried out the role of making the paths roads and plazas a safer place for transit, by melting the icy surfaces using rock salt and none corrosive salt crystalsto thaw icy surfaces.
Following the last week in November staff will again be on winter call out dealing with storm damage snow clearing etc. Thirty tons of rock salt has been ordered this should be sufficient for 25-30 days of freezing weather. Once the salt has arrived the decision will be taken whether or not to double up the quantity stored according to storage capacity. The following procedure will now apply.
The Grounds Maintenance Manager will on a daily basis study and file the Quest Weather Forecast, Should the Grounds Maintenance Manager not be available then this task will be undertaken by the Foreman or Charge-hand. If the forecast indicates that conditions could culminate in paths and roads becoming icy and hazardous to those using them, the Grounds Maintenance manager will instruct staff to grit all paths before the close of day, the close of day being 3:00pm. If rain is predicted followed by clear and icy condition, the Grounds Maintenance Manager will be at liberty to call out staff until 9:00pm or request that gritting operations start at 5:00am the following morning.
The following variables which affect gritting operations must be considered. Despite the high level of service provided, no guarantee can be given that treated roads will always be completely clear of ice or snow. It is incumbent on all who use the campus facilities during freezing weather conditions to be cautious at all times. • On average, weather forecasts are approximately 90 per cent accurate. In most winters, this means that there maybe days when a road frost is not forecast but will still occur. • It takes time for the salt to become effective after roads are salted. • Rain can wash salt off roads leaving them prone to re-icing. • In severe cold weather (below –8OC) even salt will not prevent roads from icing. • If freezing follows rain, salting will normally start after the rain has stopped to avoid salt being washed away.
Temperatures may fall by as much as 5OC per hour and the wet roads may well freeze before the gritter has been able to salt them. • ‘Dawn Frost’ – occurs on dry roads where early morning dew falls on cold road surfaces and freezes on impact. It is impossible to forecast with any accuracy where and when this may happen. • When rain turns to snow during the rush hour, early salting is washed away and gritters are unable make progress due to traffic congestion. • Treated roads can still therefore have icy patches and drivers should remain vigilant and aware of the need to drive carefully at all times, especially when road frosts follow rain.
The gritting process will be carried out by vehicle mounted and manual machinery; it will also be carried out by hand in areas where access to vehicles and manually controlled equipment cannot gain access. In accordance with the Norfolk County Council Highways Department, the salt and grit spreaders will be calibrated to distribute the rock salt and none corrosive salt crystals will be spread at a rate of 7.5 -15 grams a square meter. With the current machinery available seven staff will be needed to successfully carry out the gritting procedure. These staff will operate along designated routes with equipment appropriate to those routes ."
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