ACCOMMODATION SERVICE HOMESTAY GUIDE FOR STUDENTS

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1 ACCOMMODATION SERVICE HOMESTAY GUIDE FOR STUDENTS

2 welcome Our mission is to deliver good quality affordable accommodation to our students and lead by example in the private sector. This guide is to help familiarise you with the university s Accommodation Service and to provide you with some information about staying in Homestay accommodation. Homestay means that you live in the home of a local household; this may be with a family, a couple or a single person. We know that choosing the right accommodation is important to our students and the Homestay scheme allows you to stay with a local host for between 2 weeks to 6 months or longer. Many students choose Homestay accommodation because the host support and home environment help to ease the transition as they settle into university life. Once you ve applied and have been accepted for the Homestay scheme, we will match you with a host family that we believe will be compatible. We inspect all Homestay properties and all accommodation must meet the criteria set out in our Homestay Code of Standards. The Accommodation Service As well as arranging your Homestay, the Accommodation Service offers you advice and support throughout your stay at the university. If you have any questions or problems with your Homestay or wish to change your accommodation, please contact the accommodation team. Our contact details are on page 9. Homestay Code of Standards The purpose of the code is to enable hosts and students to agree a set of undertakings about how they wish to do business with one another. The criteria in the code have been chosen to reflect a balance of common sense obligations and responsibilities between hosts and students. Standards are set that are achievable without significant expenditure of time and money and without affecting the legal rights and obligations of hosts or students towards each other. code of standards better homes for students

3 your accommodation We offer two Homestay packages. You can choose catered accommodation or self catered accommodation. Catered accommodation Your Homestay host will provide you with breakfast and a cooked evening meal 7 days a week. During the week, you can buy lunch, snacks and drinks at any of the university s cafés around our campuses. Your host will allow you access to the kitchen to make drinks and snacks, but you will need to buy the ingredients for these yourself. If you choose the catered accommodation option, you will need to fit in with the host s mealtimes. We have advised our Homestay hosts that evening meals should not be served before 6.30pm to allow you time to get home from university. Please let your host know in advance if you will be late or do not require your evening meal. What is provided Breakfast will be of a continental style, consisting of a selection from the following items: cereal with fresh milk; toast with butter and preserves; one piece of fresh fruit; fruit juice; yoghurt; rolls/croissants with butter and preserves Occasionally you will be given treats such as pizza, but these will not be routine. If you have any special dietary requirements please declare these on your application form and discuss your needs with the host when you arrive. Your host is likely to cook the same food for you as they do for themselves so it is a good idea to tell them as early as possible what you like and do not like to eat. Self catered accommodation If you choose this type of accommodation, you will rent a room in the host s home but will need to buy your own food and prepare your own meals. Your host will provide you with storage space in a cupboard and in the fridge. You should agree with the Homestay host at what times you can use the kitchen to cook meals. Please remember that you will be sharing kitchen facilities with your host so make sure you stick to your agreed times and leave the kitchen clean and tidy after using it. Licence agreements To make things easy for owners and students, the university provides a model licence agreement. It is easy to adapt to your own circumstances, and is extremely useful in helping to avoid confusion and misunderstanding at a later date. The licence agreement sets out what is included in your monthly payment and what will incur an extra charge. The agreement should also set out the main house rules. The agreement will be legally binding on students as well as on the host. You will be given your own copy of the agreement. Questions? Our contact details are on page 9 and we are happy to discuss any questions you may have. Dinners will consist of a good quality meat or fish option, offered alongside pasta, potatoes or rice and vegetables or salad. Vegetarian options will be offered if you specified this on you application form. Your dinners will consist of fresh food and produce. 01

4 Rents for Homestay accommodation For the academic year 2015/2016, rents are: single room catered from 145 per week self catered from 105 per week shared room catered from 120 per week self catered from 90 per week Shared rooms are with another University of Brighton student of the same sex. The rent shown is the rent payable per person. Payments We do not take damage deposits for Homestay accommodation. To secure a booking, you will have to pay the first instalment of rent within 7 days of the formal offer of accommodation being made to you. Your remaining instalments will be collected from the same credit/ debit card that is used for the initial instalment. We will collect rent monthly on or around the 1st of the month. Cancellation of accommodation If you wish to leave your accommodation, we ask that you give at least two weeks notice. The host is also expected to give you at least two weeks notice if they wish you to leave. Longer notice periods may be negotiated with the owner. Students should make sure they strike the balance between having notice that is long enough to find somewhere else to live, and not being locked into an agreement for longer than they would want. It is usually easier for both student and host if notice is given to expire at the end of a rent period. If your notice ends part-way through a rent month, you are entitled to a refund of your rent for the period from when your notice expires to the end of the rent month. You can contact the Accommodation Service to discuss alternative accommodation arrangements or how we can help you. Our contact details are on page 9. When accepting your room you will also have to option to pay your rent in full if you wish to. 02

5 facilities The following items should be provided in your Homestay: Bedroom bed with clean, stain free and firm mattress (replacement mattresses must be new) wardrobe (not canvas or plastic) mirror - securely fixed to wall chest of drawers with adequate storage desk or table (minimum size 2.5ft x 3ft) with desk lamp upholstered desk chair which is suitable for study use book case or wall shelving of an appropriate size rubbish bin lined curtains or other suitable coverings for windows at least four electrical plug sockets bedding items and towels to be changed weekly Heating All properties have electrical or gas central heating and you will have adequate heating in your room. Please do not leave heating switched on overnight or when you are out. If you require additional bedding or blankets, please discuss this with your host. Other access to the kitchen with a cupboard and fridge space for food storage access to the bathroom and toilet, with enough hot water for a shower or bath once a day access to a washing machine, and suitable space to dry clothes internet access 03

6 your new home It may take a few days to settle into your host home and get to know how things work and for you and your host to get used to living together. This is a good time to discuss the house rules and agree what is expected of you when you are living in their home. Please remember this is your host s home and it is important that you are considerate and respectful at all times. Some things to discuss with your host include; mealtimes and dietary requirements whether you can you bring friends home or have a guest to stay keys and security times when you may be away overnight or for a longer period cleaning arrangements local shops and amenities information about the local area Smoking Most of our registered hosts do not permit smoking in their home. Please respect the host s wishes and if you need to smoke, check with your host if there is a suitable place outside. Make sure you extinguish your cigarettes and dispose of them safely. Telephone Most students rely on mobile phones, but if you wish to make telephone calls using the host s landline, you must discuss and agree this with the host. Overseas calls can be expensive so your host may ask you to reimburse them for any telephone costs. Transport We aim to ensure that all our homestays are located close to public transport links to the university s academic buildings. Your host will be able to advise about local bus and train services, and you can also find more information about tickets, prices and timetables by visiting the following websites: Using your homestay address If you need to use your homestay address for bank accounts, please ask the host for permission first. It is important you change your address details with the bank or any other contacts before you leave and ensure that your host has a forwarding address for any mail. Please also ensure that all outstanding bills are paid before you leave

7 code of standards code of standards better homes for students The university has a Homestay Code of Standards to enable Homestay hosts and students to agree a set of undertakings with each other. The criteria in the code have been chosen to reflect a balance of common sense obligations and responsibilities between hosts and students and set standards that are achievable without significant expenditure of time and money and without prejudice to their respective legal rights. Compliance with the Code of Standards is mandatory for all properties where the host wishes to participate in the Homestay scheme. The code is actively promoted amongst students searching for housing and will ensure that: both partners enjoy the benefit of good standards of housing management and practice misunderstandings and disputes are reduced where problems occur they are promptly resolved 1.0 Equal opportunities The University of Brighton is committed to providing a fair environment that embodies and promotes equality of opportunity and values the diversity of all members of our community. To reflect this, the host must ensure that there is no discrimination in the provision and letting of accommodation and that all students are treated respectfully and fairly. Discrimination on grounds of disability, gender, sexual identity, marital status, family or caring responsibilities, race, colour, ethnic origin, sexual orientation, age, gender identity, national origin, nationality, trade union membership and activity, political or religious beliefs, work or study pattern or contractual status may be unlawful as well as representing a breach of university policy. 05

8 2.0 Data protection Personal data, i.e. any information from which a living person can be identified, is covered by the Data Protection Act 1998 whether it is stored manually or on computer. All personal information provided will be treated strictly in terms of the Act. This means that confidentiality will be respected, and that all appropriate security measures will be taken to prevent unauthorised disclosure. The data which we require is necessary for the proper administration of our relationship. We will not share information with other parties unless required to by law or unless authorised by the individual themselves. 3.0 Prior to letting, the Homestay host will ensure that: 3.1 Study bedrooms have the following: one bed with clean, stain free and firm mattress a weekly change of bed linen and towels and some spare blankets wardrobe mirror securely fixed to wall chest of drawers with adequate storage desk or table (minimum size 2.5ft x 3ft) with a lamp upholstered desk chair which is suitable for study use book case or wall shelving rubbish bin lined curtains or blinds are required for the bedrooms (with nets in ground floor rooms) at least four electrical plug sockets 3.2 A copy of the current Landlord/ Home Owner Gas Safe Record must be available to the student. 3.3 All furnishings and furniture are clean, in reasonable condition and comply with the Furniture and Furnishing (fire safety) Regulations Smoke alarms are in place and functioning. If battery operated, the battery is checked regularly and replaced at least annually. 3.5 A fire blanket is provided in the kitchen. 3.6 All exit routes within the property (such as hallways and stairs) are, as far as reasonably practical, well maintained and free of obstruction. 06

9 4.0 During the period of the agreement hosts will ensure that: 4.1 Business is pursued in a professional, courteous and diligent manner at all times. 4.2 The student s right to privacy is respected. The host will not enter the student s bedroom without permission except in a genuine emergency. 4.3 Repairs are carried out punctually and effectively with consideration for the student s privacy. 4.4 The student has a clear understanding of the permitted use of kitchen facilities (washing machine and fridge/freezer for example). 4.5 The student receives instruction on the first day of occupancy on how to operate any domestic appliance they have access to. 4.6 The student receives instruction on how to operate any heating appliance or central heating system on their first day of occupancy. The extent of control that the student has over adjusting heating that affects other parts of the house, must be made clear at the outset. 4.7 All gas appliances are serviced and repaired by Gas Safe Register approved engineers. 4.9 The student has use of an efficient vacuum cleaner The property is maintained free of avoidable and unnecessary hazards (as far as reasonably practicable) The student is provided with working keys to the accommodation, which will include a key to the student s room (if it has a lock) and a key to your house or flat. If a key to a bedroom is provided the lock on the door concerned must be thumb release. 5.0 Catered and self catered rooms 5.1 If accommodation is offered on a self-catered basis, the host must provide the student with adequate facilities for cooking, dry food storage, refrigeration and washing up. The agreement with the student should specify any restrictions on times when the kitchen will be available and should make it clear exactly what kitchen facilities and equipment the student is entitled to use. 5.2 If accommodation is offered on a catered basis, the host must provide the student with breakfast and a cooked nutritious evening meal 7 days a week. The host should allow the student access to the kitchen to make drinks and snacks. The agreement with the student should specify any restrictions on times when the kitchen will be unavailable and should make it clear exactly what kitchen facilities and equipment the student is entitled to use. 4.8 All facilities for the storage, preparation and cooking of food are well maintained and easy to clean. 07

10 6.0 Damage and deposits 6.1 The university will not take a deposit from the student to cover any damage or non-payment. The host may charge the student a deposit and use it to pay for damage, taking into account fair wear and tear. The deposit charged should not exceed the equivalent of one month s rent. 6.2 The host must provide the student with a receipt to support all deposit deductions. The host should check with the university whether there are any rent arrears before they release the deposit to the student. 6.3 It is also recommended that the host ensures that their existing insurance policy covers them for loss and damage and that the insurer concerned is aware that students are in residence. Written receipts must also be issued by the host where requested by the student for any monies demanded. Where transactions are undertaken in cash a written receipt will always be provided by the host. 7.0 At the end of the Homestay The student will be issued with clear guidelines regarding the standard of cleaning and other arrangements for bringing the agreement to an end so as to avoid misunderstandings at the end of the occupancy. 8.0 Management of disputes Where disputes occur between the host and the student, reasonableness and promptness in dealing with the issues by both parties is the key to the amicable and effective resolution of problems. The host therefore undertakes to maintain courteous professional relations with the student during any dispute. 9.0 Complaints 9.1 Where a complaint is made against the Homestay host or the student, this will be investigated by accommodation staff and wherever possible resolved to the satisfaction of both parties. 9.2 In the event that the host is deemed to be in breach of the code they will be removed from the Homestay scheme either permanently or for a designated period of time. 08

11 contact details University of Brighton Brighton Accommodation Service Accommodation and Hospitality Services University of Brighton The Manor House Moulsecoomb Place Lewes Road Brighton BN2 4GA August 2015: The University of Brighton makes every effort to ensure the accuracy of this handbook and will take all reasonable steps to provide the services described within it and in supplementary documentation. It cannot, however, guarantee their provision in the event of circumstances beyond its control (such as lack of demand, changes in government policy or industrial action) but in such an event, will make reasonable effort to provide a suitable alternative. It is the owner s responsibility to ensure that they are aware of and comply with any changes in current legislation. 09

12 This publication is available in alternative formats on request Return address University of Brighton Accommodation and Hospitality Services Exion 27 Crowhurst Road Hollingbury Brighton BN1 8AF AHS/DF/0815 better homes for students