Maynooth University Accommodation Office Residences Handbook

Maynooth UniversityAccommodation Office

ResidencesHandbook

2015/2016

2015/2016 Residences Handbook

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ContentsPAGE DETAILS

2 Contents

3 The Apartments’ reception

4 Residences supervisors and accommodation office

5-6 Resident Assistants: in the reception & on-call

7-8 Keycards

9-10 Lockouts

11-12 In your apartment

13-15 Communal living

16 Res Life

17 Noise on campus / unauthorised events

18-19 Holding an event in your apartment

20-21 Cleaning and housekeeping

22 Sample chore rotas

23-26 Facilities

27-28 Maintenance in the residences

29 Deposits & utilities charges

30-36 Your behaviour and responsibilities

37 Residences community service

38 Safety and Security on campus

39-41 Medical emergencies / Fire safety in the residences

42 Departing the Residences

43-44 End of Year Departure Guide

45 Useful Contacts

46-47 Map of Residences / Campus Map

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The Apartments’ ReceptionThe Apartments’ Reception is the first point of call for all residents on campus. It is situated beside the Village apartments and is staffed by the Resident Assistants.n Collection of general post and packagesn Wash tokensn Lockoutsn General queriesn Maintenance follow upn Pay for replacement cards, fines etc using your mycard

Phone: + 353 1 708 3365Email: [email protected]

Apartments’ Reception Opening HoursDaytime Monday to Friday 9am—5pmEvening Monday to Thursday 5pm—7pmWeekends, bank holidays and Christmas Closed

Online Services

All links and information are available on our website: www.maynoothuniversity.ie/accommodation n Maintenance online reportingn How-to videosn Inspections schedulesn Res life informationn News and updatesn Resident’s information page bookmark/ add to homescreen

Updates also regularly available on twitter: @MU_apartments


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Residences Supervisors & Accommodation Office

Residences SupervisorsThere are two Supervisors in the apartments. The Supervisors can help you with the following:

n Residents’ behaviour and responsibilitiesn Advice on communal livingn Ongoing maintenance issuesn Stock and Inventory requestsn Residents’ welfare

Email: [email protected] Phone: + 353 1 708 6190

Village Phone: + 353 1 708 3861

The Accommodation Office The Accommodation Office is in the Student Services building on the north campus. You can contact them by phone or email in relation to:

n Payment of rentn Room allocationsn Licence to residen Tenancy advice

Email: [email protected]: (01) 708 3320

Home Finder / Accommodation Information ServiceIf you are looking for help on how to find or manage your accommodation, please drop into the Student Services hub in the student services building or find information online on www.maynoothuniversity.ie/accommodation You can also check out home finder listings www.maynoothstudentpad.ie

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Resident Assistants in the Apartments’ Reception

Resident AssistantsResident Assistants are students who live and work in the residences. There is a team that works on a roster to provide a 24 hour service to all residents. During opening hours, resident assistants staff the apartments’ reception and you can call into see them or contact via phone/email.

RA’s in reception can help you with the following:

n Lockouts– ID requiredn Post collection– ID required (will not sign for parcels)n General queriesn Assistance with maintenance loggingn Wash tokens– machine in reception and river laundryn Paying fines for lockouts, cleaning charges etc with your mycardn First point of contact for issues or problems in your apartment. n You may be referred on to the Supervisors, Accommodation Office or other Student Services or University services.

Apartments’ Reception Operating Hours

Monday – Thursday - 9am – 7pm Friday - 9am – 5pm Closed - Weekends, bank holidays, Christmas.

The reception does not open at the weekends / during holidays.There is an on-call emergency service out of hours for the duration of thelicence to reside from mid-September to June.


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Resident Assistants & theOn-Call System

Resident Assistants On-CallOnce the reception has closed for the day or weekend, the resident assistants provide an emergency on-call service to all residents on campus. They check that buildings are secured nightly and they are also tasked with regulating the residential environment to ensure that noise or other disturbances are minimised for all. Issues they can assist you with include:RA’s in reception can help you with the following:

n Medical emergenciesn Welfare Issuesn Noise Complaints n Lockoutsn Maintenance Emergencies

Using the residences emergency on-call servicen You can call if you have locked yourself out, if there is a noise disturbance or unauthorised event, need assistance with a welfare issue or emergency, hear a fire alarm and many other reasons. n ID is required by all residents calling for a lockout. You may be asked for ID at any time by an RA / Security / member of the Accommodation office. n You will be asked for your name and location when you call. n The on-call system is confidential and the details of any call you make will not be disclosed to any other resident.n Please note emergencies are prioritised during busy periods.

Residences Emergency On-Call Mobiles* Phone 1: (086) 381 2545 / + 353 86 381 2545 Phone 2: (087) 050 6080 / + 353 87 050 6080

*operational Mon-Fri 5pm-9am, 24 hrs weekend & holidays. Not operational Mon-Fri 9am-5pm

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KeycardsUsing your Keycard

When you move in you get a keycard that lets you into your apartment and room. Your key will open the block door, apartment door and your bedroom door. It will also allow you access to any laundry facilities in your building. Keys are only programmed for one semester at a time. You need to get your key re-programmed at the end of semester 1 after you have paid your semester 2 rent.

Keycard Operating Instructions

1. Swipe the keycard in the top of the door lock with the arrow pointing down and towards you.2. Remove the keycard from the lock and a solid green light will appear. 3. Press down the door handle and open the door.

Locking / Unlocking your bedroom door

To Unlock your bedroom door: n Quickly swipe your keycard in the lock twice. n When you see a flashing green light, open the door. n The door should now stay unlocked until you lock it. n It is advisable to keep your door locked at all times.

To Lock your Door: n Quickly swipe your keycard in the door lock several times.n When you see a solid red light, close the door.n The door should now be locked.

Do not leave your door unlocked. Remember to make sure it is locked if you are leaving the apartment,

particularly for the weekend, or if you are moving out at the end of yearor semester.


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KeycardsProblems with Keycards / Door Locks

All the apartment and bedroom door locks run on batteries.Occasionally the batteries can run out in a lock or there may be a maintenance issue with a part. If you see flashing green/red lights on your lock it requires attention. Log your door lock online as needing attention. You can also call into the reception for assistance if it is urgent.

Looking after your Key

Be responsible and look after your key:n Do not store keycards beside mobile phones. They can wipe the programming on your card.n Do not leave your keycard in the door lock. It runs down the batteries. n Do not give your keycard to anyone else, including visitors in your apartment. n Copies of keys are not available.n Do not lose or break your key. There is a €5 charge to buy a new key or replace a broken one. n Look after your keycard like you would your bankcard card or student card.n You can put your keycard on a keyring or lanyard. Just remember not to punch a hole through the black strip on the back

Paying for Replacement Keys

Replacement keys are paid for using your mycard in the reception. Don’tforget to make sure you have enough credit on your mycard. It can be toppedup online or at the machines in the Arts Building and the Library.

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Lockouts During Reception HoursWhat to do if you lock yourself out of your room

During Reception Opening Hours

If you lock yourself out during the day, you can get a single opening key from the reception. These are keycards that allow you access to your block, apartment and bedroom once only. n You will be asked for ID if you request a single opening key.n Single opening keys can only be given to residents. n You can only get 4 single opening cards for each keycard.n After you have used up your 4 single opening cards, you will have to purchase a new keycard (€5 charge).n If you are locked out because you lost or broke your keycard, you will have to pay €5 for a replacement.

There may be occasions when the reception closes during the day to deal with issues. In this situation, you may have to wait for the reception to re-open if you are locked out.

New / Replacement Keys

A €5 charge applies in the following situations: n Every fourth lockout during reception opening hours n Replacing a lost card n Replacing a card broken / damaged through misuse. n New / replacement can be paid for by using your mycard at the apartments’ reception.


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Lockouts Out of HoursWhat to do if you lock yourself out

When reception is closed

n If you have locked yourself out after 7pm during the week and from 5pm on Friday and over the weekend, you can call the Resident Assistant on duty to let you in.n You must be at your apartment block when you ring for lockout assistance.n You will be asked for your name and room details on the phone. These must be provided.n You will be asked to provide identification before you can be let into your room. Failure to show ID may result in your not being let into your room.n It is your responsibility not to lose your card or lock yourself out.n There will be times when the RA on duty is busy. At these times, emergencies are prioritised and you may have to wait if you are locked out.

Out of Hours Lockouts Charges

n Charges may be applied in situations where residents abuse the on-call emergency service in relation to lockouts n Residents who do not take responsibility for their card may be subject to disciplinary measures. n Abuse of the on-call system is taken seriously and will result in disciplinary measures.

New / Replacement Keys

A €5 charge applies in the following situations: n Every fourth lockout during reception opening hours

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In Your ApartmentInventory

All the apartments come furnished and with cleaning equipment for residents to use. Each room has a bed, study desk and storage for your belongings. The communal kitchen/living areas have a kitchen table and a comfortable seating area with couches / armchairs (varies depending on apartment) and coffee table.

Each apartment is supplied with cleaning equipment: mop, mop bucket,sweeping brush, dustpan & brush and vacuum cleaner. You will need to provide items such as floor cleaner etc yourself.

Bed linen, cutlery, crockery, pots, pans and utensils are not provided as standard. Full inventory lists are available on the next page of this handbook.

Inventory Forms

All residents are advised to complete an online inventory page at the startof the year. n There is one form for your bedroom and one for the communal areas of the apartment. n Inventory forms are live until 5th October. n All links are available on the inventory page of the accommodation office website:https://www.maynoothuniversity.ie/accommodation/accommodation-campus/apartments-and-room-details/apartment-inventory

Please note it is the responsibility of residents to ensure they have a valid TV licence if they chose to bring a television into the apartments.


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In Your Apartment

Area Item Rye River Village

Kitchen Dish Drainer 1 1 1

Kitchen Dustpan and Brush 1 1 1

Kitchen Fridge / freezer 1 1 1

Kitchen General waste bin 1 1 1

Kitchen Recycling bin 1 1 0

Kitchen Iron 1 1 0

Kitchen Ironing board 1 1 0

Kitchen Kettle 1 1 1

Kitchen Microwave 1 1 1

Kitchen Mop 1 1 1

Kitchen Mop bucket 1 1 1

Kitchen Sweeping brush 1 1 1

Kitchen Toaster 1 1 0

Kitchen Vacuum cleaner 1 1 1

Kitchen Coffee Table 1 1 1

Kitchen Kitchen Table 1 1 1

Kitchen Kitchen Chairs 4 5/6 * 2

Kitchen Couch 2 3 1*

*depends on number of beds in the apartment

Bedroom Mattress 1 1 1

Bedroom Mattress protector 1 1 1

Bedroom Waste paper bin 1 1 1

Bathroom Shower curtain 1 1 1

Bathroom Toilet brush set 1 1 0

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Communal LivingThe Quiet Zone

The Quiet Zone is a new initiative introduced in September 2014. It was done in response to student demand for quieter living arrangements. n Quiet, study orientated apartments.n Low alcohol attitude. n Green thinking.n Commitment to clean and hygienic apartment living.n Community minded: consideration of flat mates and neighbours.n It is imperative that all residents in the quiet zone are proactive about preserving the quiet zone.n If there is a breach of the rules, you need to report it , in confidence, to the Resident Assistants on duty. n Don’t keep quiet about noise!n Quiet Zone residents who breach rules run the risk of losing their quiet zone room and possibly their room on campus

Community Living

It is every resident’s responsibility to do what they can to maintain the residences community. This means being mindful of your neighbours and respecting everyone’s space and need to study and sleep. It is important that you respect not only the people and space in your apartment but also within your block and the residences in general

Community Charge

A community charge will be applied to either an individual apartment or an entire block (as required) when no resident claims responsibility for: n Malicious damage where repair work needs to be carried out.n Additional cleaning is needed to return an apartment to a satisfactory condition or additional cleaning required in a block.


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Communal LivingYour Guests / Visitors

IIt is important that you feel at home in your apartment. You are welcome to have friends to visit but there are rules in relation to guestsn Overnight guests must be authorised and signed in online by 7pm each day. The link is on the resident’s information page. n Overnight guests may stay occasionally, NOT every night of the week.n All flatmates must agree if a guest is staying overnightn Authorised guests must be over the age of 17.n Non authorised guests must vacate the apartments by 11pm.n Guests cannot be left unaccompanied in the apartments after 11pm. Guests must stay in their host’s apartments if they are in the residences after 11pm. n A resident’s guest must sleep in their bedroom, not in common areas.n You are responsible for your guests behaviour if they break the rules.n Overnight guests are not authorised during exam periods. n Maynooth University is not responsible for providing additional requirements for authorised guestsn Residents who are found in breach of the overnight guest rules will be subject to disciplinary measures. n Residents who smoke in their apartments, or allow their guests to smoke inside their apartments, will be subject to disciplinary measures.

Diversity in Apartments On Campus

One of the best things about living on campus is meeting new people. n Maynooth has a very diverse campus and there are residents from many countries, cultures, religions and ethnicities. n You can make lifelong friends living on campus. Take the opportunity to get to know new people. n You may live with a student with a disability. Remember that sometimes a disability may be hidden.n Make sure that you give everyone the time and respect they deserve. Discrimination or any form of bullying is not tolerated and will result in disciplinary action.

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Communal LivingGet to know your flatmates

It is a great idea to make an effort to get to know your flatmates. There are many ways to do this including games nights, movie nights or apartment dinners. If in doubt, a cup of tea and a packet of biscuits is a great way to break the ice.

Apartment Meetings

In order to make sure your apartment remains a pleasant environment to live in, it is important to organize cleaning arrangements for the communal areas.

You should schedule an apartment meeting at the start of the year to work out cleaning duties. You will find sample chore in this handbook that may help you. Having regular meetings during the year will allow everyone to contribute to the apartment.

What if you don’t get on?

It is very likely that you will not know your flatmates before you move into the apartments and this is a great way to meet new people. If you are not getting on with a flatmate, there are things you can do to help. n Ask your flatmate to sit down with you and discuss what is bothering you.n Don’t forget to listen to both sides of the story.n Try coming to an agreement that suits all of you. n Call an apartment meeting for everyone to help. n Do not exclude anyone. n You can call into the apartments’ reception or the Supervisors if you need any further advice.

Smoke Free Apartments

All apartments on campus have been 100% non-smoking since 1st June 2013. n There is no smoking allowed inside any apartment, including inside individual bedrooms.n There is no smoking allowed inside the common areas of any apartment building including stairwells, landings, lifts and laundry rooms.


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Res LifeDuring the academic year the accommodation office arranges differentactivities for residents living in halls. Some of the activities last year included monthly afternoon tea in theapartments’ reception and a five a side football tournament. We will bearranging these again this year as well as other events including an inter halls come dine with me. Keep and eye out on our website and twitter for updateson events.

Social Media Responsibility

When you are using social media, please be responsible in what you post. Be aware of what you post and how it might affect your flatmates or neighbours. You should be aware that social media content that is offensive, derogatory or bullying in nature can be used by the accommodation office and security in relation to disciplinary or behavioural issues.

If you have an idea for an activity or event, please email [email protected] with your

name, address and details of your idea.

Twitter: @MU_apartments

Facebook: Maynooth university accommodation

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Noise on Campus / Unauthorised Events

Noise On Campus

Please be considerate of others when you are living on campus. n Noise disturbances can occur 24 hours a day. n We ask you to be particularly mindful of noise between the hours of 10pm at night and 8.30am in the morning. n Residents, or their guests, who are responsible for noise disturbances will be subject to disciplinary measures and run the risk of losing their room on campus. n Smokers should be aware that they can cause a noise disturbance if they are too noisy when standing outside buildings. Please be quiet when smoking outside buildings.n Don’t forget that during study or exam time, your timetable may be different to your neighbour’s. Bear that in mind when you are going out or having guests to visit.

What is a Noise Disturbance?n It is noise that can be heard outside the apartment / building or if it is loud enough to disrupt your flatmates’ s tudy time or night-time sleep. n Noise created on the grounds of the residences at night also counts as a noise disturbance.n Noise disturbances can occur at any time of the day or night.

What is an Unauthorised Event?

An unauthorised event is any gathering where in excess of 10people are present in an apartment at one time, any time of the

day or night, without proper authorization.


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Holding an Event inYour Apartment

Unofficial events are not allowed on campus. Residents who breach this rule will be subject to disciplinary procedures. You can apply to hold an officially sanc-tioned event in your apartment. Authorisation of events may be permitted under the following conditions:

Authorisation of Events

1. Events are not allowed in on campus apartments unless they have been granted permission by the Accommodation Office in advance.

2. An event request form can be filled in online. Go to the residents’ information page for the link.

3. Submissions must be made at least 5 working days before the proposed event.

4. Each event request must have one resident of the apartment where the event is to be held named as the “Event Organiser”.

5. No event request will be considered unless it is signed and dated by all the residents of the apartment to show that they are aware of the event and consent to it taking place;

6. Each apartment will be granted a maximum of 2 events per academic year;

7. No event request will be authorized during study or exam periods, or at other times as may be determined by the Accommodation Office;

8. The granting of permission for events is at the discretion of the Accommodation Office.

9. The event organiser will be notified via email if their application has been successful or unsuccessful.

10. Apartments holding an event will be inspected on the night / the next working day for damage / housekeeping.

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Holding an Event inYour Apartment

The Event

The event organiser is responsible for ensuring that event guidelinesare followed:n The maximum number of people permitted at an event is 20. More than 20 people at an event will result in authorization being can celled immediately. n Any noise disturbance from the event will result in the event being shut down. n Any noise on the grounds of the apartments as a result of people leav ing an event is considered a breach of the rules. n Residents are responsible for the actions of all non-residents attending their event (whether invited or not).n All sanctioned events must finish by 11pm.n Unauthorised events will be subject to disciplinary measures. n Any event that results in noise disturbance, irrespective of the number of people present at the time, will result in disciplinary measures.

Breaches

n All residents, including the event organiser, must co-operate fully with the Accommodation Office, Security or their agent in the administration of an event. n Any breaches of these rules may result in disciplinary measures for the event organiser, and other residents of the apartment. Please see the discipline section of this handbook for further details.n Any breach of these rules may result in permission for all future event requests being refused to the apartments and residents involved.


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Cleaning and HousekeepingCleaning

Keeping your apartment clean is the responsibility of all residents.n You are responsible for your own room (and en-suite bathroom if you have one).n All residents are responsible for cleaning common areas: Kitchen, hall, boiler room and bathrooms if they are communal. Make sure the windows are kept clean at all times.n Residents are also responsible for ensuring the apartment block is kept clear of rubbish and obstructions. n Do not let bins accumulate in your apartment. n It is a good idea to arrange a rota (samples on next page) in the apartment for cleaning the communal areas and bringing out the bins each week. n Residents are expected to keep communal areas clean and tidy for any new arrivals during the year

Ventilation

There are vents above the windows in the bedrooms and communal areas. These are there to prevent condensation building up which might result in mould/mildew around the window. It is advisable to leave the vents open at all times in order to prevent this occurring. Similarly, do not attempt to dry wet clothing on any heaters within the apartments.

Shower Drains

Shower drains are cleaned out by maintenance and housekeeping before residents move in. However with usage they can get blocked up and clogged with hair and dirt. You are responsible for keeping your shower drain clear of hair and dirt by regularly cleaning the drain.

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Cleaning and HousekeepingHousekeeping Inspections

Your apartment will be inspected regularly during the year to check that it is being kept in a satisfactory condition. It will also be checked to see if there has been any malicious damage or serious issues. n Apartments that fail inspections will be re-inspected. If they do not pass the second time, all residents in an apartments will be subject to disciplinary measures. n Any cleaning that has to be arranged to return an apartment back to a satisfactory condition will be charged to all residents in an apartment.

Cleaning will be judged on the following scale: n 0 = spotless, n 1 = OK but a light clean is needed, n 2 = not clean and unsatisfactory, n 3 = unacceptable and very dirty.

n Getting a score of 2 or 3 qualifies as a fail. n Apartments that fail will be re-inspected. n If an apartment fails re-inspection, cleaners will be brought in to return the apartment to a satisfactory condition. The cost of cleaning will be divided amongst all residents in an apartment.

The schedule for inspections is available online:

https://www.maynoothuniversity.ie/accommodation/accommodation-campus/residents-information/inspections-schedule


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Sample Chore RotasWeekly Chore Rota: Apartments with En-Suite Bathrooms

n Some chores may need to be done more than once a week e.g. taking out binsn Residents are responsible for cleaning their own bedrooms and en-suite bathrooms

Weekly Chore Rota: Apartments with communal bathrooms

Weekly Chore Rota: Apartments with En-Suite Bathrooms

n Walls may need to be washed in apartments if there are spills on them.n Sample rotas are based on 5 person occupancy apartments

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FacilitiesCollecting Post

Non-registered post and packages are delivered to the Apartments’ Reception during the day, Monday-Friday.

n It is your responsibility to check for post and collect it yourself. n You will be asked for ID when collecting post. If you do not have ID, your request for post may be refused. n Post will only be given out to the addressee. n Post must be collected in person. Postal delivery will not be confirmed over the phone. n Registered letters and packages can be collected from the post room in the John Hume building. You will need ID to collect registered post. n Uncollected post at the end of the year will be returned to sender.n Outgoing post is not accepted at the apartments’ reception. n If you are ordering a package to be delivered by a courier, it is your responsibility to be there to collect if when it arrives. The reception will not accept or sign for post / packages delivered by courier.

WiFi & Computer Usage

n All the apartments on campus have wireless network access. n You need an Maynooth university username and password to log on to the college network.n Should you need assistance, there are wireless clinics run by the computer centre.n Please make sure that you have read the Computer Centre’s rules online about responsible computer usage.


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FacilitiesDoing Laundry

There are laundries in the following buildings:River Apartmentsn Main Laundryn Hurley n Joyce n Killary n Liffeyn Moyn Nore n Pottersn Quilty

n You need tokens to operate the washers and dryers. n These are available to purchase from coin dispenser machines in the apartments’ reception and the main river laundry. n You provide your own detergent.n Lost tokens will not be replaced.n There are no refunds given on tokens.n You will need your keycard to gain access to the laundries.n Do not leave laundry unattended or in machines overnight.

General Washing Machine instructions.

n Make sure the machine is turned on at the wall.n Put your clothes in the machinen Close the doorn Put in your detergentn Select the appropriate programmen Insert the tokenn Press start

Rye Halln Opposite Block CVillage Apartmentsn Hargadonn Leavey n Mullinn RiordanSt Paul’s Housen House laundryMain laundry in Riverbuilding beside Erne

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FacilitiesBins and Recycling

Keep your apartment as a nice place to live. n It is the responsibility of all residents to ensure rubbish and recycling is disposed of properly. n Do not let bins accumulate in your apartment. Use a rota for bringing them out. n Do not leave full bins in hallways or outside.n All bins must be brought to the bin areas by residents.n Recycle: The following materials may be included in the Mixed Recycling bins:

The bins areas are situated in the following locations:n Across the road from Erne Hall (opposite the crèche)n Beside Quilty Halln Beside Mullin Hall

Parking and Traffic Management

You will need a permit in order to park on campus. Parking is only allowed in designated parking areas. You will get clamped during term time if you do not have a permit. You will also get clamped if you do not park in a designated area.For full details on traffic management, parking and purchasing a permit, please check out the parking management page on the Maynooth university website.

Newspapers &Magazines

Cardboard & Office Paper

Aluminium trays

Food and drink cans CDs and DVDs Plastics

Plastic Bottles &Cartons

Juice Cartons Tetra-Paks)

Organic waste(brown bin)


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FacilitiesSports Facilities

There are many sports facilities on both campuses for you to use. Contact the Sports office for details.

http://www.maynoothuniversity.ie/campus-life/sportsn No ball games allowed inside or around the apartments buildings.n Please go to the pitches if you are playing a game.

Energy Conservation: Think Green

n Switch off lights when you leave a roomn Don’t overfill the kettle when you boil it. n Turn off electrical items rather than leave them on standby.n Avoid using appliances between 5-7pm. n Check out www.powerofone.ie

Shopping

There is a Londis shop on-campus in the John Hume building. There are also various food and retail outlets on campus. You can see them all on the campus map http://www.maynoothuniversity.ie/campus-life/campus-mapIf you want to do a big shop in a supermarket, there are several in town:

n Dunnes Stores (in Manor Mills Shopping Centre)n Aldi (on the Kilcock Road)n Supervalu (beside the Glenroyal Hotel)n Tesco (on the Dublin road heading towards Leixlip)n Lidl (on the Straffan Road headind towards the N4)

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Maintenance in the ResidencesMaintenance in the apartments is carried out by Campus Services. Residents can report maintenance online:

https://www.maynoothuniversity.ie/accommodation/accommodation-campus/residents-information/maintenance

Please give as much detail as possible. Incomplete or incorrect information may cause a delay in resolving an issue. You can also call to the apartments’ reception for assistance.

Maintenance Emergencies Out of Hours

If you have a maintenance emergency outside of office hours (i.e. eveningsand weekends), please call the Resident Assistant on duty who can call to getassistance. Emergencies are:

Damage

n Any damage in apartments will be charged to residentsn Residents are responsible for damage caused by their guestsn Damage caused during the year where the responsible person can’t be identified will be charged to all residents.n Be Fair: if you are responsible, own up

No heating No hot water or cold running water

Person stuck in a lift

Toilets not working

Floods / bad leaks

Power outage Sewage ingress Gas leak


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Maintenance in the ResidencesHeating and Hot Water

The River Apartments:n There are gas boilers for heating and hot water. n There is an electric immersion as back up for hot water.n The boiler is timed to come on at certain times during the day. By the end of September, there will be new central boilers installed in all river apartment blocks. n These boilers will be centrally controlled by maintenance for timings.

Rye Halln The heating and hot water use electricity. n It is timed to come on in the morning. You can turn it on again in the evening if you need to. n To turn on the wall heaters, press the switch on the wall

Village Apartments: n The heating and hot water use electricity. n There are two tanks for the immersion, turn one on when you want hot water. Turn on both when you are using the shower.n The wall heaters are timed storage heaters. Make sure you turn on the switch at the wall.

Online Instruction VideosYou can view videos on how to use the heating, hot water and ovens in the apartments one the maintenance section of our website. They are on the main-tenance page of the accommodation office website.

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Deposits & Utilities ChargesFor the Academic Year 2015-2016 - You will be asked to pay a €350 deposit if you have booked a room in River or Rye apartments and €500 if you have booked a room in Village apartments. The charge for one semester only is €175. The deposit has a number of uses. n It acts as a confirmation that you are accepting your room offer.n It is used to charge the utility charges against at the end of your stay so we do not have to ask you to make an additional payment (unless there are exceptions) and n It may be used to cover any damage you cause or any unexpected addi tional cleaning we have to undertake on your behalf.

River and Rye Depositsn For those booking in River and Rye Hall apartments we have tailored the deposit to the full expected annual cost of utilities for the year (€350). If you stay the full academic year there will be no refund at the end of your stay. n Excessive use of energy or damage to property may incur charges and will be adjudicated on via the disciplinary procedure.

Village Depositsn For those booking rooms in Village apartments the deposit (€500) is larger but you may get a refund at the end of your stay


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Your Behaviour andResponsibilities

Duty of Care: The University and the College has a duty of care to its staff and students. The safety and wellbeing of all residents is a primary concern.

Community: The University and the College seek to foster a spirit of community among residents. Each resident is encouraged to treat his/her apartment as home and to enjoy living on-campus. Each resident is expected to behave appropriately, as set out in the licence. Each resident is expected to show respect for the wider community, particularly the community in the town of Maynooth.

Culture: The University and the College seek to foster a culture among residents where enforcement of the terms of the licence to reside is the norm. In this context res-idents are actively encouraged to report any behavior which may fall outside the terms of the Campus Occupancy or Lease, in order to preserve a pleasant living environment for all.

Confidentiality and Sensitivity: Where a breach of the terms of the licence to reside may have occurred, all pro-cedures to investigate, and then deal with such a breach will be handled confi-dentially and with sensitivity.

Possible Sanctions Please see table on following pages.

Eviction: This means you will be asked to leave the on-campus accommodation without return of any deposit or rent paid.

Written Warning: Any resident who receives 2 written warnings in an academic year may be evict-ed. Receipt of a single written warning may mean that you will not be allowed to apply for campus in future years and if the behavior is of significance you may face eviction for one warning.

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Your Behaviour andResponsibilities

In the event of a breach of the licence to reside, warnings and / or fines are issued by the Accommodation office. Security may also issue warnings / fines to residents.

n All residents are expected to fully comply with the disciplinary process. n It is the responsibility of each resident to ensure they read and under stand the rules contained in this handbook and the licence to reside. n Warnings are issued on the basis of reports submitted to the Accommodation office by resident assistants, Security a member of the Accommodation staff, or their agent. n A resident may be asked at any time to attend a meeting with the Residences Supervisor, a member of the Accommodation Office or Security in relation to a breach of the rules. n If a resident is non-compliant with the process, a warning can be issued in their absence. n Information on warnings will be shared with other departments e.g. International Office, Sports Office. n Written warnings can be issued by email and/or in printed format. n Having a warning on record can affect your application for halls of residence in future years. All cases where there is more than one warning or a serious breach of the rules are reviewed by the Residences Behaviour Committee. Members of the Accommodation Office and Security sit on the Committee. n Eviction notices will be issued by the Residence Officer.

Having two warnings on record can result in eviction


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Behaviour and Responsibilities: Typical Sanctions*

Breach of Campus LicenceType of Warning

1st Breach 2nd Breach

Sublet a room Eviction -

Alterations to premises Written Eviction

Failure to maintain in good order Verbal Written

Lodgers and / or paying guests Written Eviction

Nuisance, danger or annoyance Written Eviction

Animal on premises Written Eviction

Obstructing hallways, stairways/interfering with automatic doors Written Eviction

Adhere to waste disposal, recy-cling rules Verbal Written

Interfere, molest, unwanted or uninvited advances Eviction -

Failure to notify damage to premises Written Written

Failure to provide reasonable access to premises Written Written

Improper use of, or interference with, fire equipment, alarms Eviction -

Failure to apply to have an over-night guest Written Eviction

Failure to report broken furniture, fixtures, fittings Written Written

Removal of furniture, fixtures, fittings Written Eviction

Giving keycard to another person Written Eviction

Failure to maintain premises in hygienic condition

Written Written

*subject to investigation and review on a case by case basis

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Hanging articles or posters inside or outside premises (includes visible displays of bottles or other items inside windows).

Written Written

Damage through flooding caused by inappropriate use of shower drains Written & Costs Written & Costs

Possessing dangerous, combustible or unlawful substances on premises Written/Eviction Eviction

Overload electrical apparatus Written Eviction

Cleaning Inspections Fail (residents billed for cleaning costs) Written Written/

Eviction

Holding a gathering which causes a nuisance or holding an unauthorised event (Please see event guidelines

Written/Eviction Eviction

Noise causing nuisance or distraction between 10.30pm and 8.30am

Written/Eviction

Written/Eviction

Inappropriate behaviour (disrespectful, discriminatory, bullying) Eviction -

Non compliance with guidelines for authorised event Written

No more authorised

events

Lockouts / €5 charge for lockouts out of hours Written if abuse of system

Residents Smoking in residences Written Written/Eviction

Residents allowing guests to smoke in residences Written Written/

Eviction

Non compliance with University Alcohol Policy Written Written/

Eviction



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Unauthorised guests after 11pm Written Written/Eviction

Guests under 17 years of age Written Written/Eviction

Tampering with bedroom or any apartments door closer Written Eviction

Tampering with front door of apartment block Eviction -

Failure to provide identification when asked by a member of the Accommodation Office, Security or their agent

Written Eviction

Giving false information when asked by the Accommodation Office, Security of their agent

Written Eviction

Playing ball games in / around the apartments Written Eviction

Breach of rules for Quiet Zone Written Written/Eviction

Failure to participate with investigation of breach of occupancy agreement of University rules.

Written Written/Eviction

An accumulation of two or more breaches results in automatic consideration for eviction. One breach of the rules may be serious enough to pursue eviction. Each case will be determined on its own merits by the Residences Behavior Committee. Typical sanctions may change depending on the seriousness of the breach or other considerations.


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Residences Discipline Procedure

Breach of rules reported to resident assistants, accommodation office or security

Breach investigated by Resident Assistants / Accommodation Office / Security. Names of residents responsible taken.

Report sent to Accommodation Office / Security

WRITTEN WARNINGS: Warnings are automatically given to residents responsible based on reports submitted to Accommodation Office /

Security. Resident may be required to attend disciplinary hearing.

EVICTION: Any resident with two or more warnings is automatically considered for eviction. Eviction may happen where

only one breach of the rules has occurred if deemed serious enough by the Behaviour Committee.

Residents can make a submission or attend a discipline clinic when they receive a warning. Residents may attend all clinics with a fellow student if desired. All communication is done via email to the email address registered on the Accommodation Office booking system. It is in your interest to engage. Warnings will be issue in your absence if you do not.


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Behaviour Clinics

Behaviour Clinics If you are a resident who receives a written warning and would like to discuss it, book an appoint for the next behaviour clinic to talk with the Residences Supervisor. Any resident who attends a behaviour clinic may also bring another student with them if they wish. You will also be given the opportunity to make a submission for any warning you receive. You will be sent the link via email when the warning is issued.

Twice weekly behaviour clinics start Monday 5th October 2015

Monday & Wednesday 2-4pm, during term time

Book An Appointment Online: https://maynoothuniversityaccommodation.formstack.com/ forms/

supervisor_clinic

You can also request a meeting outside of clinic times (subject to availability) or email via [email protected] .Follow us for updates/changes to clinics: @MU_apartments

Behaviour Submissions

Type of Warning Details

Verbal / Written Warning (1st/2nd/subsequent)

Attend behaviour clinic and/or make submission within 5 working days of receipt of warning. Submission considered by Residences Supervisor / Behaviour Committee

Eviction Appeal must be submitted in writing within 5 days of receipt of notice of eviction to Bursar. Details in licence to reside.

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Residences Community Service

Community Service Residents with warnings on record may be excluded from applying to live on campus in following years. Through the residences community service initiative, residents are given the opportunity to commute one warning so that it does not affect reapplication to live in on-campus accommodation.

Each resident can commute one warning only.n Residents who wish to participate should sign up online in advance of their preferred date.n Places are limited for each date. n Residents are expected to sign in and out at any session they attend. n Successful completion of community service will result in one warning being annulled. It will not block reapplication to campus, although it will still remain on record and will count if you get another warning.n If a resident receives a second warning, the first warning stands. Even if community service has been completed. n Registration for community service is done online. Go to the residents information page of the Accommodation Office website for the link to register.

Updates on community service are tweeted regularly @MU_apartments


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Safety & Security on Campus

Your Safety on Campus Always be aware of your safety, particularly at night. n Do not walk home alone at night.n Do not allow your friends or flatmates to walk home alone.n If you are walking home at night, make sure that you do so on well lit paths.n Do not allow anyone into your apartment that you don’t know.n Do not leave block doors open in the Residences. n Do not allow tailgating into buildings.n Keep your apartment door closed and locked at all times. n Make sure your bedroom door is locked, particularly when you are not in your apartment. n Your possessions are not covered by insurance in the apartments. It is your responsibility to ensure the your possessions are insured. n Keep valuables locked away and out of sight. n Do not give your keycard to anyone else to use. n Do not leave windows open, particularly on the ground floor.

Please note that there are CCTV cameras in and around the residences and throughout the north and south campuses.

Security is available 24 hours a day on campus.

Security 24 Hour Mobile Unit: (01) 708 3929

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Medical Emergencies

Medical Emergencies If you have a medical emergency during the day, Monday—Friday, contact the Student Health centre for assistance. The health centre is located in the Student Services building on the north campus. Phone: (01) 708 3878.

https://www.maynoothuniversity.ie/campus-life/student-wellbeing-support/student-health-centre

If you are in the residences and have a medical emergency after 5pm daily or all through the weekend and holidays, please contact the R.A. on duty. You can also call to the apartments’ reception for assistance during opening hours.


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Fire Safety in the Residences

n Familiarise yourself with the evacuation route for your building. There are notices in each block. n In the event of a fire alarm activation, evacuate the building immediately and in an orderly fashion. n Please www.maynoothuniversity.ie/health-safety for more information on fire evacuation and what to do in the event of a fire. n Do not tamper with any fire equipment: door closers, fire blankets, fire extinguishers. Malicious tampering will result in disciplinary action (see the section on disciplinary sanctions for details).n All residents are expected to co-operate fully with fire drills. Failure to do so is a serious breach of the safety rules and will result in disciplinary action.

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Fire Safety in the Residences

The following items are not allowed in the Residences:n Candles or any device that creates an open flame.n Chip pans.n Open bar portable heaters.n Fan heatersn Cookers or kettles in bedrooms.n Oil lamps.

Fire Alarms can be falsely triggered through the following means. Please be vigilant.n Fumes / smoke from cookingn Burnt toast, food and grill pansn Heat from showers in en-suite bathrooms when the door is open into the bedroom.n Aerosols– do not use near a detector or source of heatn Heaters on the list above.n Covering storage heaters– do not cover with clothes or other materials.

When you are cooking, make sure the kitchen is well ventilated. Do not leave the cooker / toaster unattended when in use. If you are called away when cooking, remove any food from the heat source and switch off the cooker.Clean the cooker / toaster regularly after use. Do not allow grease or crumbs to build up.

Do not overload electrical circuits with additional electrical equipment.


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Departing the Residences

Early LeaversSometimes and for a variety of reasons students may find that they need to leave on campus accommodation before the end of their licence to reside. In this situation: n Email [email protected] with the reason for your departure and proposed departure date. n Read the end of year departure guide (overleaf and online) for details on how to leave and sign out of your room.n Book a pre-departure inspection (link on residents’ information page on accommodation office website). Housekeeping will also inspect your room on departure.n You will be pursued for any extraordinary cleaning costs or any damage that occurred during your occupancy.

Please read below for details on refunds and depositsn In the event a room is not re-sold, no refund will be offered. This will apply to all students. n Semester 1 Students: In the event a semester 1 only student leaves campus accommodation, they will forfeit their full non refundable deposit of €175.00. In the event the room is resold a refund of additional rent will be refundedn Semester 2 students: In the event a semester 1 only student leaves campus accommodation, they will forfeit their full non refundable deposit of €175.00. In the event the room is resold a refund of the unused rent. n Full year students: In the event a full year students leaves in Semester 1, they will forfeit €175.00 the 1st semester non refundable utility charge. In the event the room is re-sold a refund will be processed of €175.00 for the semester 2 utilities deposit and the unused rent*. n If a full year student leaves in Semester 2, they will forfeit the full €350 non refundable utilities deposit. In the event the room is re-sold a refund will be processed for the unused rent*. *provided there are no outstanding charges or fines to be deducted.

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End of Year Departure Guide

Please note that the last date for departure is Saturday 4th June 2016. All rooms must be vacated by 12pm on this day and all keycards will deactivate at this time.

Departure Inspections n End of year inspections will start when the exams have ended.n If you are leaving before the 4th of June, you can book a pre-departure inspection. The link will be on the residents information page of our website near the end of the year.n Your room will also be inspected once you have departed. n You will be pursued for any extraordinary cleaning costs or any damage that occurred during your occupancy.

Housekeepingn It is the responsibility of all residents to ensure that your apartment is left in a clean and proper state.n Residents will be charged for cleaning if their rooms and bathrooms are not left cleann It is the responsibility of ALL residents to ensure that the common areas in the apartments are left clean and tidy. All residents in an apartment will be charged equally for the cleaning of common areas if they are not left in an appropriate condition.n Don’t forget to clear out the kitchen cupboards and the fridge/freezer of any unused/unwanted food.


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End of Year Departure Guide

Signing out of and Securing your room n Residents are required to sign out during opening hours in the apartments’ reception.n If you are due to leave when the office is closed, please email us at: [email protected] to confirm that you have departed and what date/time you left.n Please return your key to the office when you sign out. If you leave when the office is closed, lock your bedroom door and slide the key under the door.n It is very important that you ensure your door is locked on departure. If you leave your door open you will be liable for any cleaning or damage to the room that may occur as a result.n Do not leave your key with someone else on your departure.n Make sure that you take all your belongings with you when you leave.n Any items that are left behind in the apartments will be disposed of by housekeeping after the end of the licence to reside.

Postn You will need to check for post before your depart at the end of the year.n Please note that post is not stored in the reception over the summer.n Any post that is not collected by the 4th June will be returned to sender over the summer period.n If you want to keep receiving your post, it is advisable that you change your address to your home address.

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Useful Contacts

Apartments’ ReceptionPhone: (01) 708 3365Email: [email protected]

OnlineWeb: www.maynoothuniversity.ie/accommodation Twitter: @MU_apartmentsFacebook: Maynooth University Accommodation

Residences SupervisorsPhone: (01) 708 6190 / 3861Email: [email protected]

Accommodation Office Phone: (01) 708 3322 Email: [email protected] Student Services: www.maynoothuniversity.ie/campus-lifeInformation Point Ph: (01) 708 4729Chaplaincy: Ph: (01) 708 3320Counselling: Ph: (01) 708 3554Crèche: Ph: (01) 708 3319Health Centre: Ph: (01) 708 3878Sports: Ph: (01) 708 6695Access: www.maynoothuniversity.ie/access-officeAdmissions: www.maynoothuniversity.ie/admissions-officeCampus Services: www.maynoothuniversity.ie/campus-servicesInternational Office: www.maynoothuniversityie/internationalSecurity: www.maynoothuniversity.ie/campus-securityHealth and Safety: www.maynoothuniversity.ie/health-safetyStudents’ Union: www.msu.ie


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Map of the Residences

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Campus Map

Apartments’ ReceptionPhone: + 353 1 708 3365Email: [email protected]

Emergency On-Call Mobiles (from 5pm daily)Phone 1: + 353 86 381 2545Phone 2: + 353 87 050 6080

Maynooth University Accommodation OfficeStudent Services BuildingMaynooth UniversityMaynoothCo. KildareIreland

Phone: + 353 1 708 3322Email: [email protected]

@MU_apartments

Maynooth University Accommodation

Maynooth University Accommodation Office Residences Handbook

Documents

Transcript of Maynooth University Accommodation Office Residences Handbook