Terms and Conditions of the Licence to Occupy Residential Premises Within the University of East Anglia (2022 to 2023 Academic Year).
Additional information for Licensees about support services available, disciplinary action in the event of breaches of the Terms and Conditions or, where applicable, the General Regulations and provision for COVID-19 or similar is appended at the end of this document.
Words used in these Terms and Conditions
UEA Accommodation Office means the University of East Anglia Accommodation Office, also referred to as UEA Accommodation, which acts on behalf of the Licensor.
Residential Premises means the Room allocated to the Licensee together with the use in common with others of the related cooking, dining, bathroom*, toilet*, facilities and fixtures, furniture and furnishings therein located in the UEA Residence in which the Licensee’s Room is located (* in the case of Barton House, Britten House, Browne House, Colman House, Constable Terrace, Crome Court, Hickling House, Kett House, Nelson Court, Paston House, Victory House and University Village, the Room includes en suite bathroom and toilet and there are no bathroom and toilet areas used in common with others except in two bedroom studio flats).
Student means a student for the time being enrolled at the University or INTO UEA.
Licensee means the student residing in the residential premises subject to the Licence.
UEA Residences means Barton House, Britten House, Browne House, Colman House, Constable Terrace, Crome Court, Hickling House, Kett House, Nelson Court, Norfolk Terrace, Orwell Close, Paston House, Suffolk Terrace, Suffolk Walk, University Village, Village Close, Victory House, Wolfson Close and any other building or flat which the University uses as accommodation for students.
University or UEA means the University of East Anglia.
Access Cards means any Swipe Card or Proximity Card issued by the Licensor.
The words “Room”, “Licensee”, “Licence Period”, “Licence Fee”, “Licensor” refer to the descriptions given in the Licence to Occupy Residential Premises (the Licence) signed by the Licensee.
Latest Update 16/08/2022
The Licence Fee
1. Payment of the Licence Fee:
1.1 The Licensee will, subject to any extension of time for payment being granted, pay the Licensor the appropriate instalment of the full Licence Fee within 28 days of the date of the invoice relating thereto.
1.2 The Licensee will, if terminating the licence under paragraph 3, pay the Licensor the full nightly rate for the revised licence period subject to the return of the key.
2. The Licensee will occupy the Residential Premises and pay the Licence Fee for the whole Licence Period subject to:
2.1 Termination of this Licence in accordance with paragraphs 3, 4 or 5 and;
2.1 If the Licensee does not vacate the Residential Premises after this Licence has been terminated the Licensor will apply to the court to obtain possession and may also ask the court to order that the Licensee pays the Licensor’s costs AND for use of the Residential Premises until possession is given.
3. The Licence may be terminated by the Licensee:
3.1 Being a first year Undergraduate or first year Postgraduate Student first arriving at the University and having advised the Licensor of their intention to do so within seven days of the start date of the Licence period. They must also have vacated their room and returned the key to the UEA Accommodation Office within the same seven day period.
3.2 Where the Licensee wishes to terminate the Licence and (a) the Licensee finds a replacement Licensee who is not currently living in UEA Residences, and who is a full-time student of the same student type (Undergraduate or Postgraduate) and who is reasonably acceptable to the UEA Accommodation Office or (b) the UEA Accommodation Office requires the room for another student due to a lack of availability elsewhere in residences then in either case this Licence shall end upon the replacement Licensee entering into a Licence for the Residential Premises.
3.3 If terminating the Licence in accordance with paragraph 3.1 or 3.2, a Termination of Licence Request Form should be obtained by the Licensee from the UEA Accommodation Office, completed and submitted to the UEA Accommodation Office prior to departure. Note: The Licensee should not assume that the request has been granted until written confirmation is received from the Landlord.
3.4 If terminating the Licence in accordance with paragraph 3.1 or 3.2, the Licensee will ensure that all of their possessions are removed from the premises and the key(s) to the room are returned to the UEA Accommodation Office.
4. The Licence may be terminated by the Licensor:
4.1 By not less than 28 days’ notice (“the Notice Period”) in writing to the Licensee on the non-payment of the Licence Fee (whether formally demanded or not) or on any breach which is not a minor breach by the Licensee of the Licence or of these Terms and Conditions of the Licence to Occupy Residential Premises.
4.2 During the Notice Period the Licensee may not enter any UEA Residence other than the UEA Residence to which their Residential Premises are located.
4.3 The UEA Accommodation Office reserves the right following the termination of the Licence pursuant to paragraph 4 to prohibit the Licensee from entering any UEA accommodation.
5. The Licence shall terminate forthwith on:
5.1 The Licensee ceasing to be a full-time Student of the University. In the event of the Licensee formally interrupting studies or withdrawing from the University, a Termination of Licence Request form should be obtained from the UEA Accommodation Office by the Licensee and be completed and submitted to the UEA Accommodation Office prior to departure;
5.2 The Licensee becoming a Registration-only Student under the Regulations made by the University in that regard unless by prior agreement with the UEA Accommodation Office; or
5.3 The Licensee being excluded from residential property owned and controlled or managed by the University. The Licensee shall then be required immediately to vacate the Residential Premises.
6. Cancellation Refunds and Payments
6.1 If the Licence terminates in accordance with paragraph 3, 4 or 5 the Licensor will refund to the Licensee such proportion of the Licence Fee as relates to that part of the Licence period from which the Licensee has been released.
6.2 Where the Licensee vacates the Residential Premises for reasons not covered in paragraphs 3, 4 or 5, the Licensee will remain liable for the Licence Fee for the full Licence Period. The Licensee may seek to find another eligible full-time Student, not currently living in a UEA Residence, to take over the remainder of the Licence, subject to agreement by the UEA Accommodation Office. The UEA Accommodation Office may assist in this process but is not obliged to do so.
Room Changes and Changes to the Licence
7. Room Change as requested by the Student:
7.1 Where the Licensee was sharing a twin room and becomes the sole occupant, the Licensor may, at its discretion, permit the Licensee to remain as sole occupant on payment by the Licensee of the appropriate increased Licence Fee as notified at the date of such a change.
7.2 The Licensor may permit the Licensee at any time during a Licence Period to substitute for the Residential Premises specified in the Licence such other Residential Premises as may be available from time to time provided that if the usual Licence Fee tariff for such other Residential Premises is higher or lower than that for the Residential Premises specified in the Licence, the Licence Fee payable by the Licensee will be adjusted to accord with the higher or lower tariff with effect from the date of such substitution.
7.3 The Licensor may require the Licensee to pay an administration fee to meet the reasonable costs incurred by making any change of Residential Premises under paragraph 7.2.
8. Room Change as required by the Licensor:
8.1 The Licensor may, at no extra cost to the Licensee, require the Licensee at any time during the Licence Period and on reasonable notice to move to such other Residential Premises as may be available from time to time. If the usual Licence Fee for such other premises is lower than that for the premises specified in the Licence the Licensor will refund to the Licensee the appropriate proportion of the Licence fee.
9. The Licensor will:
9.1 Provide a supply of hot and cold water, heating and lighting to the Residential Premises (see 10).
9.2 Provide regular cleaning services in en suite shower rooms and in the washbasin area of standard rooms, except Saturdays and Sundays and days when the University is closed (e.g. Bank Holidays and during parts of the Christmas and Easter Periods) or where cleaning services have been withdrawn from Residential Premises, or reduced, where the cleaning staff cannot reasonably carry out their normal duties.
9.3 Provide regular cleaning services in all cooking, dining, bathroom and toilet areas used in common, except Saturdays and Sundays and days when the University is closed and when cleaning services have been withdrawn from Residential Premises where the housekeeping staff cannot reasonably carry out their normal duties.
9.4 Maintain the structure and exterior, the fixtures and fittings and contents of the premises in good repair and replace contents fixtures and fittings that become defective due to fair wear and tear during the Licence Period.
10. The Licensor will not be liable to the Licensee for:
10.1 Any loss, damage or inconvenience (save for death or personal injury caused by the negligence of the Licensor) which may be suffered by the Licensee as a direct or indirect result of the inability of the Licensor by reason of circumstances or events beyond the Licensor’s reasonable control to provide equipment, utilities and services in accordance with the Licence, including without prejudice to the foregoing in the event that heating and/or electricity apparatus is shut down for the purpose of essential maintenance and/or so that the Licensor may comply with its statutory obligations with regard to such apparatus.
10.1.1 Any nuisance, loss or inconvenience to the Licensee arising out of any building construction, maintenance or repair work to the Residential Premises, the building in which they are situated or any neighbouring land or buildings.
Cleaning and Recycling
11. The Licensee will:
11.1 Together with the other Licensees of the Residential Premises and of the UEA Residence of which the Residential Premises forms part, keep the Residential Premises in a clean and tidy condition.
11.2 Make the Residential Premises available for access by UEA staff or contractors by 9.00am on every weekday for the execution of cleaning services (and associated duties including the removal of waste from the Room and shower pod/shower room/en suite) and will ensure that all surfaces and areas that staff will need access to are clear and accessible.
11.3 Where any breach of clause 11.1 causes loss to the Licensor:
11.3.1 the Licensee may be required to pay the reasonable costs of additional cleaning and any related administrative costs incurred where the cleaning staff have been required to carry out works beyond their normal duties.
11.3.2 Where the cause or the loss suffered as a result of any breach of clause 11.1 cannot be attributed to the Licensee, all Licensees of the Residential Premises will be responsible for an equal share of such loss, including administrative charges incurred by the Licensor, save for any resident who can demonstrate to the satisfaction of the Licensor that on the balance of probability they were not responsible for the damage.
11.4 At all times outside of the Licence Period clear all personal effects, waste and unwanted items from the Residential Premises. Items left at the Residential Premises may be removed and disposed of by the Licensor at its absolute discretion. The Licensee appoints the Licensor as his/her agent for these purposes.
11.5 Make all reasonable efforts to comply with all recycling and waste disposal processes and to properly segregate and dispose of all wastes generated, placing recyclable items in the appropriate recycling bins.
11.6 Keep the Room clear of food remnants and dirty crockery, cutlery, pots and pans etc.
11.7 Prevention of Legionella: Ensure that the shower is run no less frequently than every 7 days in their shower pod/shower room/en suite in the Room, house or flat as appropriate.
Residences Maintenance, Inventories and Related Matters
12. The Licensee will:
12.1 Inform the Licensor within 10 days of the commencement of the Licence Period of any defect in the Residential Premises, or any deficiency of furniture or fittings against the relevant inventory provided in the Room and Kitchen.
12.2 Complete the supplied Inventory Form and return it to the appropriate Facilities Support Coordinator (Housekeeper) within 10 days of the commencement of the initial Licence Period. The Licensee will be held accountable for any damage to the Room or Kitchen not listed in the inventory.
12.3 Inform the UEA Accommodation Office or the Estates Customer Services Team promptly of any defect in the Residential Premises requiring repair or any deficiency of furniture or fittings or of any interruption to services (see 9.1-9.4) or of any infestation of vermin which may become apparent during the Licence Period.
If something needs repairing in our room, flat, house or building please email firstname.lastname@example.org and include your name, student number and room number along with a brief description of the issue.
12.4 Allow persons so authorised by the Licensor to enter the Residential Premises at reasonable times and, other than in case of emergency, with advance notice to the Licensee wherever practicable, for whatever reason including but not limited to viewing the state and condition of the Residential Premises and to carry out repairs or maintenance thereto or to adjoining property.
12.5 Reimburse the Licensor with the reasonable cost of works and supplies and equipment needing to be repaired or replaced at the Residential Premises as a result of damage or loss caused or permitted by the Licensee which is not attributable to fair wear and tear and reasonable storage charges for any item removed from Residential Premises under paragraph 16, in addition to any administrative fee in force at the time.
Where the cause or the cost of repairing or replacing items or areas damaged in communal areas cannot be attributed to an individual Licensee all Licensees of the Residential Premises will be invoiced for an equal share of the costs, including administrative charges incurred by the Licensor, save for any resident who can demonstrate to the satisfaction of the Licensor that on the balance of probability they were not responsible for the damage.
12.6 Move to an alternative Room if required to do so by the Licensor as a solution to an ongoing maintenance issue.
12.7 Ventilate the Room by opening the window as appropriate but no fewer than 30 minutes each day to discourage mould.
13. The Licensee will not:
13.1 Make or allow to be made any alterations to the internal or external finishes or structure of the Residential Premises or adjoining properties including the erection of any external TV or radio aerial or satellite dish or damage the fabric of the building in any way.
Like many buildings of a similar age there is asbestos present at the university which is harmless unless disturbed (e.g. hammering a nail or drilling). This applies to both the student residences and buildings across the wider campus.
UEA’s Health and Safety Policy can be found here.
13.2 Together with the other Licensees of the Residential Premises and of the UEA Residence of which the Residential Premises forms part, not damage or allow others (including visitors and guests) to damage any part of, or equipment in, the Residential Premises or the UEA Residence of which the Residential Premises form part, including the communal areas. Where the cause or the loss caused by any beach of clause 13.1 or 13.2 as regards a communal area cannot be attributed to an individual Licensee all Licensees of the Residential Premises will be responsible for an equal share of such loss, including administrative charges incurred by the Licensor, save for any resident who can demonstrate to the satisfaction of the Licensor that on the balance of probability they were not responsible for the damage.
13.4 Install or erect additional fittings or furnishings or allow these to be installed or erected in or on the Residential Premises or adjoining properties and will remove from the Room, Kitchen or Residential Premises, as appropriate, any furniture, lighting (including LED lighting) or fittings which are not the property of the Licensor.
13.5 Hinder or prevent any member of staff carrying out their duties within the Residential Premises.
Safety and Fire Safety (General)
14. The Licensee will:
14.1 Electrical Apparatus: Without prejudice to 15.1 comply immediately with any requirement notified in writing to ensure the safe use of electrical apparatus.
14.2 Use of Electrical Apparatus: Not use any electrical items or appliances in any shower pod/shower room/en suite/bathroom.
14.3 Fire Safety Procedures: Comply with all such fire safety procedures as are currently in force and which have been notified to the Licensee.
14.4 Fire alarms: Evacuate the Residential Premises immediately on the sounding of the fire alarm.
14.5 Undue Activation of the Fire Alarm Systems: Take all reasonable precautions to avoid the accidental activation of fire alarms, either through cooking without due care (burnt toast etc) or by leaving shower pod or shower room doors open when showering (resulting in activations by steam), failing to allow the steam from a shower to dissipate before opening the shower pod or shower room doors, use of aerosol sprays or by any other means.
14.6 Tampering with Fire Safety Equipment: Not interfere with or allow others to interfere with any fire-fighting equipment, fire detection equipment (e.g. covering or removing the detector heads), fire alarm activation points, fire prevention equipment (including fire doors), signs or other fire-fighting facilities or do or suffer to be done anything to the prejudice of the validity of the fire insurance policies for the time being subsisting in relation to the Residential Premises.
14.7 Fire Exit Routes: Make all reasonable efforts to ensure that fire exit routes including the floor of the Room, the corridors, kitchens, bathrooms, lobbies and any communal areas are maintained (kept clear).
14.8 Candles or Combustibles: Not use or keep in the Residential Premises any device or apparatus for lighting or heating by the ignition of combustible materials, such as wax candles (including decorative or imitation candles) incense, fireworks, and petroleum products other than unlit cigarette/cigar smoking apparatus and e-cigarettes.
14.9 Posters and Coverings: Not place on any door, ceiling, window or light fitting of the study bedrooms, any posters, paper, material (including curtains and blinds) or covering of any kind.
14.9.1 Posters and Coverings on Bedroom Walls: Not place on any wall of the Room any posters, paper, material or covering of any kind which together covers an area equivalent to more than half the floor area of the study bedroom.
14.9.2 Posters and Coverings within Kitchens/Communal Areas: Not place on any wall, door, ceiling, floor, window or light fitting of the kitchen or communal area, any posters, paper, material or covering of any kind.
14.10 Soft Furnishings: Not bring into or store in the Residential Premises soft furnishings of any kind.
14.11 Going out onto the roof: Not go onto any part of the roof or any other raised external area of Norfolk or Suffolk Terrace or any other building or allow access to any visitor or other person enabling them to do so.
14.12 Window Safety Equipment: Not interfere with or allow others to interfere with any safety equipment fitted to windows.
14.12.1 Prevention of Risk of Falling Objects: Keep clear windowsills, window ledges or similar.
14.13 Changes to Mobility, Hearing and Vision: Immediately notify the UEA Accommodation Office of any changes whether temporary or permanent to mobility, hearing or vision.
14.14 Person Emergency Evacuation Plan: Where applicable, ensure that they have arranged for a Personal Emergency Evacuation Plan (PEEP) in accordance with the information available on the University Safety Services (USS) website: https://www.uea.ac.uk/about/university-information/campus-and-community/health-and-safety
14.15 Substance Misuse: Not use any substances for anything other than their lawful intended purpose or in a way that which leads to a detrimental impact or harm to the Licensee or others.
Student Licensees concerned about the misuse of substances relating to themselves or others are encouraged to seek support, advice and guidance via Student Services.
14.16 Exceptional Circumstances: Comply with any additional restrictions or requirements that may be imposed by the UK Government or the University in exceptional circumstances which impact on the Occupation of Student Residential Accommodation (e.g. Lockdown or similar).
14.17 General Safety: Exercise reasonable care for their personal safety and for the safety of others.
Safety and Fire Safety (Prohibited Items)
15 The Licensee will not:
15.1 Electrical Items: Use in the Residential Premises any electrical appliance other than those appliances, for the personal use of the Licensee within the Room only, being: Bedside Lamp, Television, Digital Set Top Box, DVD or Blu-Ray player or recorder, Domestic Iron, Hair dryer, Hair straighteners, Personal hi-fi equipment, PC, Laptop Computer, Tablet, Mobile Phone, Charger, Printer, Shaver and such other appliances as may be specifically approved in writing by the Licensor and assistive technology for disabled students.
15.1.1 Electrical Items for use and storage in the kitchen only: Use in the Residential Premises any electrical or cooking appliance other than those appliances, for the use of, or storage by, the Licensee (within the kitchen only) being: Coffee Maker, Kettle, Slow Cooker, Rice Cooker, Sandwich toaster, Health Grill, Air Fryer and such other appliances as may be specifically approved in writing by the Licensor and assistive technology for disabled students. The items should not be used or stored outside of the kitchen.
15.1.2 Refrigerators and Freezers: Bring into or store in the Residential Premises any refrigerators, freezers or fridge-freezers of any kind other than where permission has been granted in advance specifically to individual residents on medical grounds in accordance with paragraph 15.1.
15.3 Amplified Sound Equipment: Bring in to, use or store in UEA residences any kind of sound amplification equipment including sound systems, public address (PA) systems, public broadcast equipment, amplifiers or similar.
15.4 Bicycles: Bring into or store in the Residential Premises or adjoining properties belonging to the Licensor or in any areas other than those duly authorised by the Licensor for such purposes, bicycles or motor vehicles of any kind including motor cycles, mopeds or scooters (electric or otherwise powered), or substantial component parts of them with the sole exception of mobility vehicles or similar for disabled students.
15.5 Firearms and Weapons: Bring, or allow to be brought, any firearms, knives, other weapons or replica firearms or weapons (including air guns, air pistols, paint-balling guns and BB or pellet guns) or any kind of ammunition or replica ammunition into the Residential Premises.
15.6 Nitrous Oxide: Bring, or allow to be brought, Nitrous Oxide into the Residential Premises.
15.7 Substance Misuse Paraphernalia: Bring, or allow to be brought, items which may be reasonably deemed as intended to support substance misuse, such as Cannabis Grinders or similar, into the Residential Premises.
Students concerned about the misuse of substances relating to themselves or others are encouraged to seek support, advice and guidance via Student Services.
16. The Licensee will:
16.1 Removal of Prohibited Items: Allow persons authorised by the Licensor to enter the Residential Premises at any reasonable time to remove anything there found as is prohibited as per paragraphs 14 or 15 or is required to be removed from the Residential Premises as per paragraph16.2.
16.1.1 Removal of Items as Requested by UEA staff: Remove any specified items from the Residential Premises if requested to do so by University staff. Should the Licensee fail to comply with the request in a reasonable time then paragraph 16.1 will apply.
16.1.2 Further Prohibited Items: Permanently remove from the Residential Premises any items which the UEA Accommodation Office notifies the Licensee are prohibited.
Prohibited Activities (Transfer of Benefits)
17. Alienation/Transfer of Benefits: The Licensee will not Transfer or part with possession of the whole or any part of the Residential Premises.
Prohibited Activities (Guests and Visitors)
Guests are welcome in our residences but please keep in mind the following and note that some of the restrictions are in place to minimise the risk of Covid-19 transmission:
18. The Licensee will:
18.1 Accommodating Visitors: Not allow a visitor to occupy the Residential Premises overnight.
18.1.2 Accommodating Visitors: Not suffer or permit more than one visitor in the Residential Premises at a time.
18.1.3 Accommodating Visitors: Not suffer or permit visitors to enter or use any shared facilities or communal areas during their visit (including kitchens) if relevant Government imposed restrictions are in place.
18.1.4 Accommodating Visitors: Ensure that any visitor wears a face covering in all areas of the residence excluding the Licensee’s study bedroom if relevant Government imposed restrictions are in place.
18.1.5 Accommodating Visitors: Not leave any visitors unaccompanied in the Residential Premises during their visit.
18.1.6 Accommodating Visitors: Comply with any restrictions that the UEA Accommodation Office impose on the Licensee having visitors to the Residential Premises.
18.1.7 Out of Hours Visitors: Not allow unauthorised visitors on the premises between 23.00 and 08.00 hours.
18.1.8 Responsibility for the Behaviour of Guests: Be responsible for the behaviour (and any consequences thereof) of any persons they have invited into, or given access to, the Residential Premises. Damage done or loss caused by such persons invited into or given access to the Residential Premises by the Licensee will deemed as permitted by the Licensee and Paragraph 12.5 will apply.
Prohibited Activities (Antisocial and Unlawful Behaviour)
19. The Licensee will not:
19.1 Threatening or Intimidating Behaviour: Behave in a threatening, intimidating or abusive manner to any other resident, member of staff or visitor to the University.
Should you or anyone you know suffer from any such behaviour advice and support can be found here.
19.2 Disruptive Behaviour: Do anything to or on the Residential Premises which may reasonably be considered a nuisance or annoyance to other residents or neighbours, or which has the effect of preventing, hindering, or disrupting students of the University in their academic pursuits or use of University leisure facilities; or staff or officers of the University in their duties, academic pursuits or use of University leisure facilities; or visitors to the University from carrying out their lawful business.
19.3 Unlawful Behaviour: Do, permit, or suffer to be done in the Residential Premises anything which can reasonably be interpreted by the Licensor as likely to be unlawful.
Prohibited Activities (General)
20. The Licensee will not:
20.1 Inappropriate Use of Premises: Use or permit to be used the study bedroom other than as a private study bedroom for occupation by the Licensee alone or in a twin room with another Licensee.
20.2 Airing/Drying clothes: Dry or air clothes or linen of any kind outside the Residential Premises or in communal areas within the UEA Residences. Clothes can be dried within the study bedrooms or at the Laundrettes around campus.
20.1 Pets: Keep in, grant or permit access to, the Residential Premises any domestic pets (other than a registered assistance dog) or any animals, birds, fish, insects or reptiles of any description.
Security of UEA Residences
21. The Licensee will not:
21.1 Permitting Access to UEA Residences to Persons Not Permitted in UEA Residences: Give or permit access to UEA Residences to any persons who the Licensee has been notified as being not permitted to enter all or specified UEA Residences. (Note: UEA reserves the right to ban former residents or non-residents from all or some of its buildings and to notify current residents of this ban).
21.1.2 Accessing a Residence to Which They are Not Permitted: Enter, or attempt to gain entry to, a residence from which they have been notified that they are banned.
21.1.3 Permitting Access to Unknown Persons: Give or permit access to persons whose identity they do not know.
21.2 Security of Residences: With the exception of vacating the residences under 14.4, leave any part of any UEA Residence including the Residential Premises unsecured. All UEA staff who enter residences in accordance with their duties have standing instructions to secure any area which they find unsecured and unoccupied.
Security of Residences (Keys and Temporary Access Cards)
22. The Licensee will:
22.1 Return of Key(s) and Temporary Access Card: Keep safe the key or keys provided in respect of the Residential Premises and return to the UEA Accommodation Office the key or keys to the Residential Premises at the end of each Licence period, failing which will reimburse the Licensor with the cost of replacing the lock and key(s) which is currently £70.00.
All keys and access cards remain the property of the UEA Accommodation Office.
22.1.2 Lost Keys: Notify the UEA Accommodation Office of lost keys within 24 hours. Temporary Replacement Keys may be loaned for a period of up to 7 days at no charge. If the original key is not returned to the UEA Accommodation Office by this time, the Licensee will retain the loaned key and a £20 replacement key charge will be raised. Repeated losses may result in a new lock having to be installed at a cost to the Licensee of £70. Should the Licensee find any key formerly lost or misplaced, they should return it to the UEA Accommodation Office and they will be refunded £10.
In the event that the key is lost and the Licensee wishes to gain access to their accommodation at a time when the Accommodation Office is closed, for example evenings, weekends and University closed periods, this request can be met by the UEA Security Team and an additional charge of £25 will be made to cover staff time and administration costs. This additional fee will only be waived on the first occasion that the resident is locked out and/or at the discretion of the Security Team where there are extenuating circumstances.
Please note: Where a Licensee is locked out when the UEA Accommodation Office is closed, the Security team, after confirming identity and completion of a Resident Charge Form online, will let the Licensee into their accommodation.
22.2 Lost Campus Card: Note that replacement Campus Cards are obtained from IT Services. The UEA Accommodation Office may, at its discretion, loan the Licensee a Temporary Access Card. If the Temporary Access Card is not returned by the agreed return date, a £20 card replacement charge will be raised. Should the Licensee find any Temporary Access Card formerly lost or misplaced, they should return it to the UEA Accommodation Office.
22.3 Making Duplicate Keys: Not make, or permit to be made, duplicates of any keys to the Residential Premises.
22.4 Giving or Lending Keys or Access Cards to the Residential Premises to any Third Party: Not give, lend or in any way allow their key(s) or access cards to the Residential Premises to be used by or assigned to any third party.
22.5 Return of Loaned Key(s) and Temporary Access Card: Return any loaned Temporary Replacement keys or Temporary Access Cards to the UEA Accommodation Office by the agreed return date.
23. The Licensee:
23.1 Acknowledges that the Licensor cannot be held responsible for the Licensee’s personal property including clothing and perishable foodstuffs but that personal possessions insurance is provided via Endsleigh Insurance Services Ltd for the duration of the Licence period.
23.2 Is responsible for checking that the level of cover is adequate for their possessions and, if necessary, increasing the level of cover with Endsleigh Insurance Services Ltd directly and covering any additional costs of the increased cover.
24. The Licensee will not smoke, permit or allow guests to smoke (including e-cigarettes or any derivative thereof), in any area of the Residential Premises.
Environment and Carbon Reduction
25. The Licensee will make all reasonable efforts to reduce their environmental impact including ensuring that electricity and water is not used unnecessarily within the residential premises.
At The End of the Licence
26. The Licensee:
26.1 Return of the Key: Will ensure that the key(s) to the Residential Premises are returned to the UEA Accommodation Office at the end of the Licence Period.
26.2 Removal of Personal Possessions: Will at all times outside of the Licence Period clear all personal effects, waste and unwanted items from the Residential Premises.
Items left at the Residential Premises may be removed and disposed of by the Licensor at its absolute discretion.
The Licensee appoints the Licensor as his/her agent for these purposes.
26.3 Security of Residences: Will not leave any part of any UEA Residence including the Residential Premises unsecured at the end of the Licence Period.
Help and Support in UEA Residences
The UEA Accommodation Office is here to support you with any accommodation issues from applying for a room with us to handing in your key at the end of our Licence. We can be contacted via email@example.com and our office is located in Nelson Court (Monday to Friday 9am to 5pm).
After you move in the Student Accommodation Coordinator for your residence will make contact with you.
Residential cleaning is carried out by the team between 9:00am & 1:30pm Monday to Friday. This includes the cleaning of kitchens, student shower rooms and general areas. Each residence has a Coordinator and their contact details can be found here.
The site team remove waste from residential kitchens and assist students with recyclable materials between 6:00am & 11:00am.
Our colleagues in Student Support can advise and assist on a range of issues and include the Residential Life Team. Your flat will have a Student Services Resident who will contact you after you arrive.
If you have concerns about your own or another student’s wellbeing you can seek confidential support, guidance and advice from the Student Services’ Wellbeing Team
UEA’s Security Team contact details are:
Telephone (non-emergency): 01603 592352
Emergency in residences or on campus: 01603 592222
We recommend that you add the emergency number to your mobile phone. We also recommend that all residents download our new SafeZone app which is free, easy to use and designed to help keep students safe and protected at UEA.
Help and Advice for UEA Students
For a wide range of help and advise about all issues relating to life and study from academic to personal at UEA your first stop should be the Student Information Zone.
Our Student Information Advisers can help you with a wide range of topics including course queries, submissions, wellbeing, learning and finance enquiries. Our Advisers can also show you how to find the information you need online and support you with making a referral to a specialist Service if you need to.
Pick Up Point - Stop by and help yourself to any useful items you may need including condoms, period products, ethernet cables, emergency food items, maps and information on campus events and sunflower lanyards.
In person: Visit us on The Street (opposite The Union Bar): Monday to Friday 9am – 5pm. What3Words ///cafe.haven.desks
Helpful Telephone numbers:
Medical Emergencies: 999
Urgent Medical Advice: 111
The University Medical Service: 01603 251600
UEA security (emergency): 01603 592222
Samaritans: 116 123
Student services on My UEA (log in required)
Health assured information for 24/7 support for students (log in required)
Student minds info and advice regarding managing your mental health and COVID-19
National anonymous listening services:
Call: free phone 116123 (24-hour service) or email firstname.lastname@example.org
Call: 0800 068 4141, Text: 07786209697 or Email: email@example.com
Text: YM to 85258
Call: 300 304 7000 between 4.30pm and 10.30pm each evening
Call: 0800 58 58 58 or webchat service
Enforcing the Terms and Conditions of the Licence to Occupy
Breaching the Terms and Conditions of the Licence can ultimately result in eviction from residences but where appropriate we may also or additionally refer Licensees to the Student Disciplinary Officer (and, where the law has been broken, to the Police) or move students to other residences (as per Clause 8).
For example, in recent years malicious activations of the fire alarm system, cannabis use and antisocial behaviour have resulted in eviction from residences.
Repeated low level nuisance and antisocial behaviour has resulted in students being moved to other residences. For example, student residents of the building who have been out onto the roof of Norfolk or Suffolk Terrace have been moved to a ground floor flat.
Other penalties that can be applied under the General Regulations include:
A formal warning for low or medium level misconduct
A restriction on your privilege to have guests visiting in University Residences
Requirement for a Licensee to undertake formative relevant training such as the online module on sexual consent, Consent Matters, or fire safety training
Requirement to write a formal letter of apology to a specified person or persons
Prohibition from contacting a specified person or persons either at all or save in respect of specified matters
Requirement to attend and/or engage with specified internal or external agencies.
Requirement to move to an alternative University Residence (not available where you hold an assured shorthold tenancy)
In the event of damage to persons or property or University Property, require that such damage be made good at your expense either by yourself or jointly and/or severally with other students.
We do not like to take these courses of action but it is important to UEA that our residences are safe places to live, encourage a supportive community and, of course, that that the environment is conducive to study.
Antisocial behaviour by one of your fellow residents should be reported to Residential Life Team or UEA Security at the time of the occurrence so that we can promptly intervene and help.
Covid-19 and the Licence to Occupy in the 2022 to 23 Academic Year
The safety and wellbeing of our students is of paramount importance to the University. Accordingly, we have made some amendments to these Terms and Conditions following our experiences of Covid-19 situation in 2021.
Please note: It may be necessary to continue to update this document if Government guidance changes over the academic year.
As well as these Terms and Conditions, students are bound by the General Rules and Regulations for Students.
Should a Lockdown be implemented during the Licence Period, UEA will make every effort to ensure that the residences remain open for the duration and that teaching continues. Any action taken regarding the continuation of the Licence will take into account relevant factors including, but not limited to: UK Government Guidance, the timing of the Lockdown period within the academic year, sector wide good practice, whether the Lockdown is local or national, travel restrictions and whether teaching at the University continues or not.
Provision has been made in Section 9 for us to withdraw or reduce the cleaning service in our residences should it become necessary to do so. In this instance, cleaning materials will be provided for Licensees to carry out their own cleaning and, as far as possible, kitchen bins will continue to be emptied on a regular basis.
We have added Paragraph 14.16 to cover the eventuality for the UK Government imposing restrictions which may impact our student residents (e.g. Lockdown).
We have taken the decision, for this academic year, to minimise the risk of spreading Covid-19, to limit the number of visitors to one per resident at any one time and not to permit overnight guests in our residences. Should circumstances change we will amend this document and notify all Licensees accordingly.
Please note that, in line with the General Rules and Regulations for Students, the University will use your UEA email address as our primary medium for contacting you while you are a Licensee.
You are required to check your UEA email account every 48 hours during term time but are also advised to check this regularly during the vacation period especially in exceptional circumstances. For example, should the UK return to Lockdown either locally or nationally we may need to contact you urgently regarding the effects of this on your accommodation and teaching arrangements, and this is the medium we will use to communicate with you.