For those students who wish to live out in private rather than college provided accommodation, advice can be provided by the University Accommodation Service, the Cambridge University Students Union (CUSU) and the Graduate Union (GU). Tutors can also give advice and should always be consulted over contracts and any difficulties over relations with landlords. When seeking your own accommodation please remember that undergraduates and LLM students are required to live within 3 miles, and other postgraduates within 10 miles, of Great St Mary’s Church in the centre of Cambridge.
Members who have been allocated a room in College will be issued with a Licence Agreement. Keys and/or access cards will be issued on the agreed arrival day through either the College Reception or Mount Pleasant Halls Lodge. If they wish to vacate their room during the year they must give 3 months’ notice by writing to email@example.com.
Extension of Room Licence Period
Students may request an extension of their room licence period. This is particularly important for graduates whose studies extend beyond July. Requests for extensions should be made to the Rooms’ Administrator, with 3 months’ notice. The College reserves the right to move students to a different room should they wish to extend their licence period.
Letting of Accommodation during a Member’s Absence
The College reserves the right to let rooms and flats immediately on the expiry of a licence period and will normally do so. When a student is billed quarterly and is away for a short period of time, the College does not offer any rent reduction as the student has licence to occupy. Nor will the College sub-let the student’s room. There is therefore, no requirement to hand in keys or make the room available for guests.
Students Undertaking Fieldwork
A student who intends to be absent from College for a long period must inform their Tutor well in advance. Where a student is undertaking prolonged fieldwork and has applied for leave to work away, the college would actively look to rent out the accommodation during their absence. For a rebate or break in rent charge responsibilities, the Rooms Tutor and Rooms Administrator must been notified at the earliest possible point, with this allowing the college a fair time-frame to re-let the accommodation. Students in this case would need to vacate the room completely on the agreed date, taking all belongings with them.
Sub-letting of Rooms
Students are not permitted to sub-let their rooms or to allow anyone to stay in their room when they are not there. Any violation of this regulation is reported to the Senior Tutor who will take appropriate action in conjunction with the Rooms Tutor and Bursar.
Access to Rooms
While a student is in residence, his/her room is home. Everybody – staff, Fellows, and other students – should respect the occupant’s right to privacy. From time to time, however, it may be necessary for a College officer, member of staff or approved contractor to gain access to a room as a matter of urgency, whether or not the occupant is present. For example, there might be a potential danger to people or to the fabric of the building and people from outside the College, such as electrical contractors or window cleaners may need to carry out approved work; or a College officer or staff member may need access in order to perform their duties. Whenever practicable and reasonable, an attempt will be made to arrange a mutually convenient time; but if the matter is urgent, access must be granted without undue delay. The housekeeping staff would also expect reasonable access to ensure that rooms are kept clean and tidy. Further checks will normally take place only when there is reason for concern that a room is not being properly maintained according to the guidelines. Nobody should enter a room without knocking and giving the occupant reasonable time to respond.
Care of Fabric and Furniture
Furniture or carpets may not be moved from one room to another, or put in corridors, or moved outside the building, and curtains are not to be taken down. Personal furniture or curtains may not be brought into any student accommodation. Rooms must be maintained in an acceptable state. Nails and drawing pins, sellotape, Blu-tak and White-tak damage paintwork and may therefore not be used to fix posters, pictures, etc. to the walls. Blu-tak and White-tak may only be used on non-painted wooden surfaces. Most rooms are provided with pin-boards or picture-rails.
Rooms should be left clean and tidy when they are vacated. Failure to do could result in a charge for cleaning and prohibition from having a room in College in the future. Occupants will be charged for any damage to the fabric, decoration, furniture or fittings. Charges will reflect the real cost of repair or replacement, and are therefore likely to be high. There may also be an additional financial penalty in recognition of the extra work caused for the College staff. Charges for damage to communal areas such as kitchens will be split equally among the students living there.
Caution Money and Unpaid Rents
Caution money equivalent of one month’s rent is charged at the commencement of residence each year against possible loss or damage to decorations, fabric and furnishings, and is credited (as appropriate) in the final bill. Release of caution money can only be made on return of the Caution Money Return Form which will then be signed off by a member of the housekeeping staff.
If you are staying in college accommodation into the next academic year, your caution money will roll over into the next accommodation contract unless we are asked otherwise.
Accounts for College fees and charges are presented at the beginning of each full term and are due for payment immediately. Students must ensure that they have sufficient funds to pay each term’s account in full, including their first payment on arrival in Cambridge. Students with a valid reason to delay payment must contact the Student Finance Officer within 14 days of the first day of full term. Failure to do so may result in interest of 1.5% (per month) being charged on overdue accounts.
All students must sign in any guests at Reception. This is to comply with fire and safety regulations and failure to do so is taken very seriously. Other than during the first fortnight of the academic year, students may have a guest in their room for a maximum of nine nights per term, however, the guest may not stay for longer than three nights consecutively. An extension request can be made to the Senior Tutor in writing for a stay of up to 5 nights maximum.
College staff and others who in the course of their normal duties encounter a person unknown to them may enquire as to their identity; students and their guests must comply with this request. Students must accept full responsibility for their guests. Since space is limited, guests may not park cars on College premises except to load or unload.