1. Information Relating to Student
1.1 The Resident consents to the disclosure of any of their personal information (including any information regarding disciplinary matters or potential criminal activity) to the Resident’s parents or guardian or other nominated contact, or relevant authority.
1.2 The Resident consents to the University releasing to the staff of the College the Resident’s enrolment details and academic results, provided that such information be maintained confidential to those staff and used solely for purposes in connection with the welfare of the Resident or for statistical purposes which do not allow the Resident to be identified.
1.3 The Resident authorises any health professionals whom they may consult during the period of their residence at the College to release to the staff of the College such health information as reasonably necessary in the interests of the welfare of the Resident or other members of the College community.
1.4 The Resident agrees that the University shall have the ongoing right to make use for its purposes of the Resident’s image and written and verbal statements in connection with the College.
2. Rights in Respect of Rooms
2.1 The allocation of rooms is made by the College, and may be changed by the College at any time. The Resident may not change rooms except with the College’s agreement.
2.2 This contract is personal to the Resident and allowing the use of the room by any other person is not permitted.
2.3 The staff of the College shall have the right to access the Resident’s room at any time for any purpose reasonably connected with the welfare of the Resident or of any other member of the College community or reasonably connected to the inspection and maintenance of College property.
3. Disciplinary Process
3.1 The Resident consents to the disciplinary processes and sanctions established by the College, and specifically acknowledges the right of the College to impose sanctions on the Resident for the breach of any provision of, or requirement established in accordance with, this contract. Such sanctions may include (but are not limited to):
(a) formal and informal warnings;
(b) requirements to undertake work and/or attend programmes or counselling;
(c) Reparations (including those made on groups of which the Resident is part in respect of damage the cause of which cannot be specifically attributed) and directions to make reparation;
(d) Restrictions on activities, including non-association or non-attendance requirements;
(e) suspension of the right of residence, or termination of this contract neither of which shall affect a resident’s ongoing liability for fees.
3.2 The University has adopted a zero tolerance policy in respect of the possession, use or distribution of illegal drugs by members of its Colleges while on University property or while attending a College event. Where disciplinary process establishes that the Resident has committed a breach of this policy this contract will automatically be terminated by the Head of College, but this sanction may be reviewed through the appeals process below.
3.3 The process to be followed in relation to any specific incident shall be appropriate to the nature of the allegation involved and the range of penalties under contemplation, provided that in any process the Resident shall be entitled to be fairly informed of the matter of concern, and shall have the opportunity to provide a response or explanation before any penalty is imposed.
3.4 Where a Resident faces an allegation that amounts to criminal behaviour, or where the circumstances otherwise make it inappropriate for the Resident to remain in the College while the matter is considered, the Head of College may suspend the Resident from the College until the process is complete. In such circumstances the Resident may be offered accommodation at another College but shall not be entitled to such an arrangement being made.
3.5 Where any sanction is imposed by a person other than the Head of the College, the Resident shall be entitled to have that sanction reviewed by the Head of College. Where a sanction has been imposed by the Head of the College, or where the Resident is not satisfied with the outcome of a review performed by that person, the Resident may, within seven calendar days of being notified of the relevant decision, submit an appeal against the sanction to the University’s Director of Campus and Collegiate Life Services (CACLS) (“the Director”) on the grounds that it (a) may cause significant hardship to the student; (b) may be manifestly unfair; or (c) may have been imposed without due process having been followed. An appeal shall be in writing and set out the grounds the Resident relies on for the appeal.
3.6 The Director may determine any appeal as he or she thinks fit, or, in his or her absolute discretion, refer the matter to an Appeals Panel for determination. Each Appeals Panel shall comprise not less than three persons appointed by the Director. An Appeals Panel shall regulate its own procedure and its decision on any matter shall be final.
Period available and covered by Accommodation Fees during Summer School
A) Accommodation is available from Saturday 4th January 2020 until Thursday 13th February 2020. Rooms must be vacated by 9am on Friday 14th February 2020. The student is to book and pay for their accommodation using the on-line booking and payment facility.
B) The College has regulations in place to ensure that the safety and rights of fellow residents and staff are protected at all times. The College takes these matters seriously and will fully investigate any breaches in a fair and prompt manner and, where necessary, take appropriate action. Management have the authority to enter your room at any time should this be needed for health, discipline, or other management reasons. They will respect your space and always knock first
4 Incidents Leading to Potential Dismissal from the College
Breaches of any of the following rules may result in the resident being asked to leave the College. This list is not to be considered exhaustive, any behaviour or actions that the Head believes warrants dismissal from the College will be acted upon accordingly. Such matters may also be referred to the Police or to the University Proctor.
a) Assault on a fellow resident or staff member.
b) Unauthorised entry of a fellow resident’s room.
c) Possession or use/storage of illegal drugs or possession of equipment associated with illegal drugs. Refer to clause 2.4.
d) Theft of property from a fellow resident or from within the College.
e) Possession or use of fireworks within the College or in the immediate precincts of the College.
f) Possession or use of firearms (including air-powered weapons) or other dangerous weapons such as knives, bows etc within the College or immediate precincts of the College.
g) Serious deliberate damage to College property. Refer to clause 2.2.
h) Sexual misconduct.
i) Any other behaviour that impacts upon the safety or rights of other residents or staff.
a) Residents are responsible for any damage they cause. Any resident who damages College property will be expected to pay the full cost of repair or replacement and this will be charged against their account with payment due within 7 days of the date of the invoice.
b) Graffiti – Decoration of walls or furniture with graffiti of any description is not permitted.
c) If the damage is considered wilful then the Accommodation Contract may be terminated and the resident may be asked to leave the College (see clause 2.1 above).
d) Where responsibility for damage cannot be ascertained, the College reserves the right to apportion the cost of replacement or repair among all residents and this will be charged to all residents with payment due within 7 days of the date of invoice. (refer 2.2 f).
e) Where it is found that Dining Room equipment such as cutlery, crockery etc has been depleted due to theft and/or loss from the dining hall, the College reserves the right to apportion the cost of replacement among all residents.
f) Damage to College property should be reported immediately to staff.
g) All electrical equipment must display a recent safety tag to show that the equipment has been safety tested. This includes hair dryers, hair straightener’s, electric razors, computer equipment, lamps etc. Testing must be completed prior to arrival.
a) During the summer semester the College is alcohol-free. Staff may impose disciplinary action and confiscate alcohol. Such confiscated alcohol will not be returned.
b) Notwithstanding 2.3 h) at the Head’s discretion alcohol may be consumed by those residents of legal age at specific designated times at a location designated by the Head. At such times the Head will clearly indicate in advance the type and amount of alcohol permitted.
4.3 Illegal Drug Use
The University has adopted a "zero tolerance" policy in respect of the possession, use or distribution of illegal drugs by members of its Colleges. Under this policy, all suspected incidents will be fully and formally investigated. Where possession, use or distribution of illegal substances is proved to have occurred the student's right of residence in the College will be terminated unless he or she can establish special reasons why that step should not be taken and an alternative penalty imposed. A student who has been found to have breached the zero tolerance policy can expect to be suspended from the College until such time as his or her claim for special reasons can be considered.
A finding of special reasons can only be made after the matter has been considered by a panel established for that purpose by the Director of CACLS. The panel may include Heads of College (other than the Head of the College of the student seeking a finding of special reasons), members selected from the Advisory Councils to the Colleges and such other persons as the Director may determine. Each panel shall include a student representative appointed by the Director in consultation with OUSA. The panel may seek the advice of the University Proctor at any time.
A student wishing to make a claim of special reasons must lodge a written application with the Director of CACLS no later than three calendar days after a finding by their College that they have breached the zero tolerance policy. The panel shall meet and consider the application within seven days of it being received. The panel shall determine its own procedure but in the usual course shall determine matters solely on the basis of written material placed before it including the application and a report from the Head of the applicant's College detailing the circumstances as he or she has found them to be. The panel will consider only the claim for special reasons and will not review the finding that there has been a breach which can only be challenged by an appeal.
Once the panel has considered the application for special reasons, it shall report its determination to the student's Head of College. If the panel has found special reasons to exist the Head of College may allow an alternative penalty to be imposed, but shall otherwise forthwith terminate the student's residence.
Termination of residence due to possession, use or distribution of illegal drugs does not affect the resident's ongoing liability for their remaining annual residential fees.
Any resident/s causing undue noise or disruption may receive a warning. Repeated noise may incur disciplinary action.
a) The University promotes a healthy environment for all staff and students which includes a smoke-free/vape-free environment.
b) Cumberland College is a smoke free/vapefree zone, in keeping with the University regulations regarding smoking/vaping. Under no circumstances are residents allowed to smoke/vape inside the College buildings, on any balcony, in front of the College or any other designated smoke free area.
c) Because of the risk of fire, the burning of candles and incense is also strictly forbidden within the College.
5 Breaches of Conduct
a) Any alleged breach of the above regulations (and/or any future regulations) will result in the resident(s) being referred to the Head, Senior Tutor or Resident Tutor.
b) Due to the possibility of the resident being temporarily suspended or dismissed from the College, the resident is entitled to have a support person accompany them to any such disciplinary meeting.
No waiver by the Head to act or to impose the sanctions specified in the above rules in relation to any breach or any other circumstances shall prejudice the Head’s right in respect of any future breach by that (or any other) resident, whether that breach be of a similar nature or not.
6 Changes to College Rules and Regulations
a) The Head reserves the right to institute additional rules or regulations as necessary for the safety and security of the College, the residents and staff.
b) Residents of the College acknowledge this fact and agree to abide by such regulations as introduced.