Halls Handbook A-Z

In this section, you can find information on:

• Accommodation Offer
• Accommodation Office
• Access to rooms/space
• Advice
• Alcohol
• App (Home at Halls)
• Arrivals for new starters
• Away from your accommodation

Accommodation Offer 

Accepting your accommodation offer forms a legally binding obligation between you and the University. Your accommodation offer will detail your accommodation fees and installment dates, along with the start and end date of your contract. You can view this at any time:

1. Go to RISIS Applicant Portal,
2. Select ‘Actions’ from the top menu,
3. Select ‘Accommodation’ from the drop-down menu,
4. Follow the link to ‘connect to Accommodation Online’.

To accept your offer of accommodation, you must pay a £250 deposit. For more information go to 'deposits'.

For more information about the terms and conditions of your residency, please see student residence agreement 2022-2023 or student residence agreement 2023-2024.

Accommodation Office

Open Monday – Friday, 08:30 – 17:30, the Accommodation Office are available for help with requests for room transfers and other hall contract queries.

Based on the second floor of the Carrington Building, the Accommodation Office are also available via email at accommodationonline@reading.ac.uk or phone: 0118 200 5011

Access to rooms

We understand how important it is to have your own space. Except in emergency situations, such as a flood or fire, we will give at least seven days’ notice for planned maintenance and 24 hours’ notice for other purposes before entering your accommodation. There are a few circumstances where you won’t receive advance notice. These are:

• the exact date and time for work where a resident has reported a problem. Residents will receive a time frame for attendance,
• where we have significant health and safety concerns (including concerns for your welfare),
• in an emergency such as flood, smell of gas, fire or suspected fire,
• fire drills (twice annually),
• where a complaint has been received regarding an issue such as noise, behaviour or issues with visitors,
• where a resident is reported as smoking in the building or possessing illegal drugs. 

Staff will always carry identification. You should always refuse access to anyone who cannot provide ID.

Advice

During your time at University, there may be times where you need additional advice and support. The University offer support for a diverse range of problems regarding work, academic, medical, family and beyond. There is a wide range of people available to help, so don’t hesitate in asking should you need to, for someone else or yourself; what you say will always be treated confidentially and with discretion.

We recommend the following sources of advice:

• The Life Tool’s a series of talks throughout the academic year to help you manage academic demands effectively,
• Your Hall Warden or Hall Mentor(s) - not sure who your Warden or Hall Mentor is? Find out who they are,
• The student welfare team see the Essentials webpages for more information,
• The University’s counselling and wellbeing,
• The University Medical Practice – 0118 987 8797 or visit (see Doctors for more information),
• Reading University Students’ Union advisers – 0118 378 4100,
• Support and Wellbeing/Disability

The University also has a range of resources available to help with all aspects of being part of the University of Reading community:

• There are other online support functions and self-help guides designed for our students.
• A support network for those facing discrimination and harassment known as #NeverOK
• Leaving University? Have a look at Beyond Uni. We also advise students connect with the careers team before and after leaving.
• Find important information for currents students’ on these webpages,
• Find important information for international students’ on these webpages,
• Find information related to your Accommodation on these webpages,
• For information around Spiritual care, visit these webpages,
• Students can also seek peer support,
• The University Security Team,
• Financial advice from the Finance team, Reading Students' Union or the Blackbullion app,
• Jobs available for students through Campus Jobs,
• More opportunities.

Alcohol

We recognise that drinking can be an enjoyable and harmless feature of student life, and there's no problem with sensible drinking or avoiding drinking entirely.

For many of our residents, socialising in University bars, or in pubs, or clubs is part of the student experience and, as most of our students are over 18, they're free to legally consume alcohol. However, as we want the best for our students’, we need to ensure there is awareness and understanding around the harmful effects of excessive alcohol consumption. Alcohol is a leading factor in anti-social behaviour, poor attainment and can cause difficulties in relationships.

Students behaving anti-socially not only reflects poorly on the University but impacts both on other members of the University community and the wider local community. Excessive alcohol use which has a negative impact on others can lead to disciplinary action(s). 

The National Union of Students website is a great source for information about safe drinking and alcohol-free alternatives.

If you have immediate concerns about the health or wellbeing of anyone who has consumed excessive alcohol, please call Security Services on 0118 378 7799 or 6300 in an emergency. You can also contact the Welfare team during working hours if you are worried about a friend

App - 'home at halls'

Available on both iOS and Android platforms, the 'home at halls' app is dedicated to improving your student experience and time in halls.

The app allows you to:

• complete your electronic inventory
• view and register for events
• register overnight visitors
• collect your parcels and packages
• report faults and maintenance issues
• provide feedback
• let your halls teams know you’re out of residence
• access useful information such as your Halls A-Z handbook, campus maps and the student resident agreement

How to access the app:

• Look out for your personal registration email and download link from noreply@homeathalls.com
• Once you have checked in and been handed your keys, your inventory will appear on the app home screen
• You can now complete your inventory, making sure that you state any issues in your room by selecting the appropriate answer from the drop-down list
• Tap complete and the app's other features will become available, including news and events from around your halls, an easy way to log maintenance issues and much more!
• You can also view the app on a laptop :homeathalls.com. 

Arrivals Information

For everything you need to know about how and when you can move into your University halls, including your Welcome talk and what to do if you’re arriving out of hours, have a look at our Out of Hours guide.

Away from your accommodation?

There may be occasions throughout the academic year where you are not in your accommodation for a period, such as going home during the Winter break and/or Easter break. It is important you let us know when you are away from your accommodation for many reasons, such as during a fire evacuation, to allow the emergency services and staff an accurate headcount.

Another reason is for communal damage charges, if we have a record of you being away from your accommodation during a period when damage occurs, you will not be expected to contribute towards the charges.

The easiest way to let us know when you’re away from your accommodation is by selecting the 'Going Away' option on the Home at Halls app.  For more information see the App section above.

In this section, you can find information on:

• Bedding packs
• Bicycles
• Buses

Bedding packs

If you want to save space on packing, you can buy a bedding pack in advance and we’ll have it ready for you to collect from your hall reception on arrival. Before you order, check your bed size on your key fact sheet, or through the e-induction to make sure you’ve ordered the correct pack for the size of your bed. The table below shows the options available and how to order:  

Bicycles

If you're planning to cycle to and from campus, there are lots of options for getting a bike at the University. You could hire a bike from UniCycle run by Reading Students' Union. This is a small scheme with a limited number of new or second-hand bicycles for hire by the term or year. For more details about the scheme, please contact Reading Students' Union via email at student.activities@rusu.co.uk.

If you’d like access to your accommodation’s cycle store, please contact your halls Group reception who will provide this.

At the end of the year, if you no longer needed your bicycle and wish to donate it to charity, please contact your Group Reception. UPP distributes donated bicycles to the Bike Project.

For information regarding storing bikes and cycling around campus and Reading, see refer to the Transport section.

Abandoned bicycle policy

At the end of the year, if you no longer need your bicycle and wish to donate it to charity, please contact your Group Reception. UPP distributes donated bicycles to the Bike Project.

For information regarding storing bikes and cycling around campus and Reading, see the Transport section. Before the end of a residency period, all residents receive an email informing them any bikes left after a certain date may be liable for removal or disposal. 

Residents who are returning the following academic year are able to leave their bikes for the summer, provided they have informed their Group Reception and left them in the specified location. Residents leaving their bikes over the summer will be issued with a numbered tag attach to their bike for the summer (please see the following example).

Any bikes considered to be ‘abandoned’ will be identified with the following notice:

After 21 days from the date on the tag, all bikes which have not been claimed or issued with a numbered tag will be removed to local storage. All residents will receive an email informing them bikes have been removed.

Two months after removal, any unclaimed bikes will be moved off site and disposed of. 

It’s important your bike is properly insured and secured. Please check out the Insurance section on this page. 

Buses

For information regarding bus routes to and from campus, their frequency and student prices, see Transport.

In this section, you can find information on:

• Cancelling your contract
• Car and motorcycle parking
• Catering
• Complaints and Appeals
• Condensation
• COVID pandemic

Cancelling your Contract

If you want to leave your accommodation, you will need to apply to cancel your contract by completing the Accommodation Contract Cancellation Request form. This is a precondition for consideration of early termination of the contract. 

Before you submit the cancellation request form, please read the information on the webpage carefully as it provides guidance on how to apply and the timeframe for receiving a decision. Please send any supporting documentation to cancelmyroom@reading.ac.uk. 

Things to note:

Car and motorcycle parking

For more information regarding car and motorcycle parking, see Parking. 

Catering

The University of Reading has a collection of 18 different bars, cafes and restaurants with the first opening at 07:30 and the last closing at 01:30, giving your plenty of time and locations to visit.

There will be a concierge desk at Park Eat to support students with their catering requirements, alternatively you can e-mail clevercuisine@reading.ac.uk or visit our website

Cleaning

Areas cleaned by UPP - Your housekeeping team will carry out cleaning of shared kitchens, shared bathrooms, communal entrances, hallways, staircases, lifts and social spaces.

Your cleaning responsibilities - You are responsible for keeping your room clean and tidy. We expect you to clean on a regular basis. If you have an en-suite shower room, you are also responsible for keeping this clean. Although the housekeeping team regularly clean the shared areas, we expect you to keep these in good order.

You are expected to empty your bins in between cleans.

It is particularly important, especially on the evening before your designated cleaning day, that the following are completed:

To keep your room in good condition and to avoid creating issues such as condensation and attracting pests please ensure you carry out the following:

If you don’t keep your room, shared kitchen or bathroom to an acceptable standard, we will let you know and give you the opportunity to clean it. If it’s still not at an acceptable standard, you’ll be charged a minimum of £45 for any additional cleaning. Where vomit or other bodily fluids require cleaning, there is a £100 minimum charge, please refer to the damage charges section for more information.

Vacuum Cleaners - A vacuum cleaner can be found in the cleaning cupboard of each flat. If you nor your flatmates can locate your vacuum cleaner, please call the Halls Hotline on 0800 029 1984.

Please do not use the vacuum cleaner to pick up liquids, as water and electricity are a dangerous combination.

Watch our easy cleaning video to help you with cleaning.

Cleaning schedule

Complaints and appeals

UPP are committed to resolving any issue you may have with your halls accommodation and always aim to deal with problems efficiently and effectively. If you have any issue related to living in halls, your first point of call should be the Halls Hotline on 0800 029 1984 or the Halls Hotline pages. 

To make a complaint, please see the Essentials webpages. 

Condensation

Condensation is caused by a build-up of moisture and can lead to damp, which in turn leads to mould. Condensation can be caused by several factors, mainly during cold weather.

To prevent and stop condensation, ventilating your room is very important. An easy way to ventilate your room is to open your window at regular intervals. We suggest opening your window when you go to have breakfast and closing it upon your return. If you need more advice, or have concerns about condensation in your room, please contact the Halls Hotline.

Conduct: Regulations of Student Conduct

The University’s Regulations for Student Conduct apply to all students. For Hall residents, compliance with the Regulations forms part of your Student Residency Agreement (and you Residency Agreement requires that you comply with the Regulations). View the Regulations. 

In summary, the Regulations require student residents to:

In this section, you can find information on:

• Damages
• Damage charges
• Data Protection
• Deposit
• Disciplinary Procedures
• Doctors and Dentist
• Drinking water
• Drugs (illegal drugs) 
• Domestic problems

Damages

Damage is any deterioration to the property over and above what is ‘fair wear and tear’.

Some damages are easy to identify, for example where items have been broken. Some damages are less immediately obvious, for example marks left on walls due to use of blu-tack, staining to a mattress, but could still result in charges.

As soon as you are aware of damage either in your room or communal areas, you must report this to either; the Halls Hotline on 0800 029 1984, your Group Reception or via the ‘Report a Fault’ section within the app. Residents should never attempt to fix the item or correct the fault themselves. 
The cost of repair or replacement of any damage or loss that is the fault of a resident or one of their visitors will be charged to that resident. If those responsible can’t be identified:

- damage found in a communal area of the hall e.g. hallway, lifts, staircases, laundry areas, kitchen, shared bathroom – all residents with access to the affected area will be charged equally*,
- damage found in a bedroom, the resident of the room will be charged.
*if you were out of residence at the time and recorded yourself as being so on the ‘Home at Halls’ app, you won’t be included in the damage charges. 

Damage charges

If you do incur a damage charge, this will normally be deducted from your £250 damage deposit (for more information, see Deposits), however, if the cost of an individual item of damage is more than £100, you will be asked to pay this within 14 days. The amount charged for damage includes charges for disposal, delivery, out-of-hours call out charges where applicable and any other costs associated with correcting the damage. Charges are made at a commercial rate. For more information on charges, please see the list of common charges found below.

When damage is caused by poor conduct, damage charges may be accompanied by a fine imposed by the Hall Warden. For more information, see Fines.

Damage charges will be imposed if rooms are not left in a reasonable and clean condition particularly once residents have moved out at the end of the residency period.

If you disagree with anything that you have been charged with then you have the right of appeal. Please see Complaints for more information. This should be done promptly following notification of the charge.

For any additional cleaning needed, you’ll be charged a minimum of £45. Where vomit or other bodily fluids require cleaning, there is a £100 minimum charge, see the list of common charges for more information.

Tips to avoid damage charges:

look after your keys and cards,
don’t use sticky tape, sticky hooks, blu-tack, drawing pins or nails to affix posters, pictures or other items to the wall. Please use the pin boards provided,
always use the mattress protector provided.
See a list of example damage charges  below. 

Damage examples

Unfortunately, there are occasions where a small amount of damage can cost a large amount to fix. Here are some real-life examples of damage to our accommodation over past years and the cost involved to put this right:

damage to a fire panel . A replacement panel is £2,300,
damage to a fire door. When a fire door has been damaged, the whole door needs to be replaced as the integrity of the door has been breached. The average replacement cost is often in the region of £800,
a broken window – due to the access to windows and the specialist contractors required to fix it, this can often be a charge of around £400.
Damage to lifts: This can include a call-out charge in the region of £700, and repairs in the region of £2000.

Charges:

All charges include cost of item and labour costs and VAT.

Data Protection

The Data Protection Act prevents the Accommodation Office and Halls Teams from discussing your application, disclosing your financial status or whether you are in residence with parents or guardians without written consent. It also prevents us from responding to complaints from parents/guardians without written consent from the resident. We can accept written consent via email, from your student email account.

Please note that the terms of your Student Residence Agreement permit the transfer of your personal data from the University to UPP and from UPP to the University for any lawful purpose. 

More information on how the University manages your data.

Read UPP Reading’s Student Privacy Policy.

Deposit

You will have paid a deposit when you accepted your offer of accommodation. Once you have moved into your accommodation this becomes your damage deposit and will be held during your time in halls. Your deposit will be refunded within 28 days of the end of your residence period, less any charges for damages, unpaid rent etc.

To enable the quick and timely return of your deposit, you will need to provide your bank details when requested. This is done through the Accommodation Portal. To enter your bank details for your deposit please log onto the RISIS web portal, select ‘Actions’ from the top menu and ‘Accommodation’ from the drop-down menu. Click ‘Connect to AccommodationOnline’, then please select the ‘Finance’ option and then the ‘Refund button. 

Any queries regarding deposits refunds should be sent to reading.deposits@upp-ltd.com. 

Disciplinary procedures

The University Regulations for Conduct operate in conjunction with the Student Residency Agreement and forms part of the University disciplinary procedures. The procedures and appeal process are set out in the University calendar. Have a look at the disciplinary procedures.

Doctors and Dentist

Being away from home when you are unwell can be a difficult experience. We advise you to register with the University Medical Practice or a GP when you arrive. If you fall ill during vacations or while away from Reading, you can see a local/family doctor as a temporary resident.

For a list of other local practices please visit the NHS Find a GP webpage.

There are a number of private and NHS Dentists close to the University of Reading’s Accommodation. Visit the NHS website and use their ‘Find a Dentist’ service for more information. 

Drinking water

Not all tap water in halls is suitable for drinking. Cold water taps that can’t be used for drinking are clearly labelled. If a tap is not labelled you can safely assume that the water is safe to drink. All water is safe for washing and cleaning teeth. 

Drugs (illegal drugs)

Our students’ wellbeing is very important to us, and whilst the University has a zero-tolerance approach to illegal drug taking, we also want to ensure if you are facing difficulties with drug misuse, you can seek support and guidance. Misusing drugs (over the counter, prescribed or illegal) can have a negative impact on your health, academic achievement, and personal life. It’s strongly recommended that any student who thinks they have difficulties with a drug(s) seek medical help and support. If you’re worried for yourself or a friend contact us. For more information on the University Welfare team visit the Welfare webpage.

While we fully understand the difficulties associated with drug misuse, students who breach University policy may be treated with serious disciplinary actions which may result in being excluded from University and served a notice to leave the accommodation. Possession or supply of illegal drugs is a criminal offence. The University will report to the police whenever there is an incident involving taking illegal drugs or the supply on University premises. This is a requirement as stated in the Misuse of Drugs Act 1971. The University retains the right to maintain discipline where there is a breach of University rules.

For more information view The University’s Drug and Alcohol Policy.
 

Domestic problems

For more information on what to do if you’re not getting on with your flatmates, see Living in our halls community.

For more information on wellbeing, see Wellbeing.

In this section, you can find information on: 

• Emergencies
• Electrical safety
• Electric Personal Transporters and Scooters
• Energy
• E-induction
• Eating plans and Clever Cuisine

Emergencies

In a crisis or emergency, please seek immediate support.

999 – UK Emergency Services: Ambulance, Fire, Police – emergencies only
111 – UK Medical Advice – non-life-threatening 
101 – Thames Valley Police – urgent but non-life-threatening 
7777 – Halls Hotline: for non-emergency first aid and to report any accidents or concerns (0800 029 1984 from your mobile)
6300 – Security Services: emergencies only (0118 378 6300 from your mobile)

There are emergency help points across the halls which connect directly throughout the halls in key locations to allow residents to contact the Halls Hotline and other University departments and services.

Electrical safety

You shouldn’t need to bring any additional electrical equipment for the kitchen with you as all our accommodation is well supplied with the basics. Electrical items for use in the kitchens, e.g. kettles, fridges and toasters, must not be used in bedrooms.

Electrical equipment must be safe – preferably new. If there any doubts about the safety of the equipment provided it must be given a formal inspection and/or test (Portable Appliance Test, PAT). Hall staff can conduct a check for you – please contact the Halls Hotline on 0800 029 1984 to arrange this.

The UK electrical supply is 240V and all appliances must be rated for this voltage. Do not use electrical items made for other countries’ electrical supply. As an example, you cannot use a rice cooker you have brought from a different country. These can be purchased from many UK high street and online retailers. 
Only use CE marked plugs and appliances with the correct rated fuse.

Never overload electrical sockets or use adaptors unless these have been provided in your room. 

Electrical heaters, electric blankets, air conditioning units, main powered Christmas/fairy lights and humidifiers must not be used or brought into hall. This list is not exhaustive and other items considered to be dangerous may be removed. If you are not sure whether your item is banned, please check with your group reception.

When staff discover an electrical item they suspect is not safe, it will be removed, and the resident will be contacted by email with three options:

Request for the item to be PAT tested for safety at a small charge [if the item does not pass, residents can choose from two or three below]
or
Request for the halls staff to dispose of the item
or
Request the return of the item at the end of term and remove immediately from the premises. If an item is not collected at the end of term it will be disposed of 
When staff discover a banned item, this is removed and the resident is contacted by email to make them aware. The resident has the option of numbers two and three above.

Electric Personal Transporters and Scooters 

Battery powered/electric personal transporters and scooters are not allowed on campus roads or footpaths. Mobility scooters and powered wheelchairs used by a disabled person are allowed.

Energy

Energy consumption

The University is committed to becoming Net Zero Carbon by 2030. Here’s what we have done so far to help:

installed 2500 low flow showerheads reducing water consumption by up to 30% in some areas,
replaced in excess of 13000 fluorescent lights with LEDs, reducing carbon output in all halls,
installed individual heating controls in the majority of halls. This has led to a significant reduction in gas consumption combined with allowing students better control of their individual radiators,
replaced old boilers with low emission units in some halls.
Here are some examples of what you can do to help us meet our target:

- turn off your lights when you leave your room,
- don’t leave the oven on any longer than necessary and share with flatmates if you can,
- draw the curtains at night to keep the heat in,
- if your room is too warm, turn the radiator down rather than opening a window,
- if you can’t control the temperature of your radiator, please report this to the Halls Hotline on 0800 029 1984,
- switch all electrical appliances off at the plug instead of using ‘standby’ function – items on standby can use of to 75% of their full power,
- don’t leave taps running unnecessarily – Over six litres of water a minute comes from a running tap.

Something not working correctly and creating an energy waste? Please report this to the Halls Hotline on 0800 029 1984.

Recycling

For more information on recycling efforts in halls, see Recycling.

Your environmental ideas, suggestions and involvement

We want to hear your thoughts. Please use the ‘Tell Us’ tile on the home at halls app to share any suggestions on green issues and recycling. Have a look at the Sustainability website for more information.

E-induction

Before you arrive in halls, you’ll be invited to complete a mandatory e-induction. This must be completed before your arrival and will help to make your arrival as smooth as possible. The e-induction contains important safety information such as the fire safety video. You won’t be able to check-in or collect your room key until you have completed your e-induction. 
To complete your e-induction:

Go to RISIS Applicant Portal, and login,
Click "Actions" from the top menu bar then select "Accommodation" from the dropdown menu. On the following page, click 'Connect to Accommodation Online',
Once in the Accommodation Portal, click 'View' to open your Bookings dashboard.
We're producing a helpful video guide on how to complete your e-induction. 

As part of our commitment to continuous improvement, should you have any feedback on the E-induction please let us know by emailing the Accommodation Office at accommodationonline@reading.ac.uk 

Eating

Meal Plans and Clever Cuisine

The University recommend all first year students choose a Clever Cuisine Meal Plans to help with the transition to University life. If you haven’t selected a Meal Plan yet, please visit www.clever-cuisine.com to enrol. If you live in Wantage, Windsor, Dunsden or St. Patrick’s it is likely your room already includes a Meal Plan.
 
The food for our meal plans is prepared daily by our skilled chefs from scratch and has been independently verified and awarded the highest rating of 3 stars for being healthy, nutritional and sustainable. 
 
Make the most of your Meal Plan by downloading the GET App from your App Store. To find out more about how to download the App and use your Meal Plan works visit www.clever-cuisine.com and click ‘Using your Meal Plan’ 

To find out more and to apply please visit the Clever Cuisine website.

In this section, you can find information on: 

• Faults
• Fire safety
• Fire safety equipment (and Disabled persons emergency evacuation)
• Feedback
• Fees and how to pay
• Financial support
• Fines
• Flatmates
• Furniture

Faults

For information on how to report faults and maintenance, see Maintenance.

Fire safety

If you hear the fire alarm:

> evacuate the building immediately,
> go to the assembly point and wait for instructions from the person in charge. Follow any instructions given. Remain at the assembly point until told otherwise,
> tell the person in charge if you believe someone is still inside the building,
> never assume it is a false alarm,
> never go back into the building until the person in charge says that it is safe to do so.

If you see a fire:

> press the nearest red ‘BREAK GLASS’ button,
> do not fight the fire,
> leave the building immediately and go to the assembly point outside,
> tell the person in charge what you know about the fire

To avoid a fire (or avoid setting off the fire alarm):

> never cover a fire alarm detector,
> strictly no smoking (this includes conventional cigarettes, electronic cigarettes and all types of smoking equipment),
> don’t use candles or anything with flames or burning action such as joss sticks,
> only cook in the kitchen,
> watch your cooking carefully, so it does not burn – never leave cooking unattended,
> never use chip pans or deep fat fryers or deep fry in a saucepan,
> keep all doors closed,
> don’t spray deodorant or similar near fire alarm sensors,
> when you shower, keep the shower door closed as steam can activate the fire alarm.

Fire safety equipment

> never set off a fire alarm unless you suspect a fire – the University has a zero-tolerance approach to malicious activations of fire alarms,
> never cover, remove or tamper with smoke detectors,
> never wedge open fire doors,
> don’t block or obstruct fire exit doors, routes, corridors or stairs,
> never use fire safety equipment (e.g. fire extinguishers, fire blankets) unless there is a fire.
> Abuse of any fire equipment will result in you having to pay a charge for damages and disciplinary action (normally a fine, but serious or repeat offences could lead to a ‘notice to quit’ being served).

Disabled persons emergency evacuation

if you have a disability, ensure your General Manager is aware of this,
we’ll discuss with you if you need a Personal Emergency Evacuation Plan (PEEP) for living in hall. Your help in developing and following this is essential,
if you have a visitor who is disabled, you are responsible for their evacuation. The lift facilities within Windsor Hall can’t be used by wheelchair users to evacuate the building. This means that wheelchair users should not visit the upper floors of Windsor Hall,
if any medical issues occur while you are living with us, that may affect your ability to evacuate your room in the event of an emergency, please inform the Halls Hotline on 0800 029 1984 as soon as possible.

Hazardous substances

For the safety of yourself, other residents and staff, you are not allowed to bring, or store hazardous substances in hall such as petrol, gas canisters, fireworks or any other substances that could present a hazard. 

Fees and how to pay

Accommodation Charges 2022-23

Your accommodation contract includes details about your accommodation fees, the payment instalment dates and amount due on each date. It also includes the date your contract starts and ends.

To view your contract, go to RISIS Applicant Portal, select ‘Actions’ from the drop-down menu. Follow the link to ‘Connect to AccommodationOnline’ to view your contract.

To pay your fees, this needs to be done online via the student webpay centre.

Please note: The Accommodation Office and your local Group Reception are unable to accept payment in cash or via card.

Residents on 40-week contracts (including ITT sources) have three instalment dates:

- Instalment one – 25 September 2023
- Instalment two – 08 January 2024
- Instalment three – 15 April 2024

24 June 2024 (51-week contracts)

Residents on 51-week contracts have an extra instalment:

Residents on part-year contracts may have different payment dates and fee amounts. Please log in to the applicant portal and view your accommodation contract for full information.

Please note: failure to pay the instalment fees by the due dates will result in you not being eligible to apply to return to halls the following academic year. 

Fines

During your time in University accommodation, your behaviour reflects on you and the University of Reading. If your behaviour contravenes the Regulations, you will be subject to disciplinary action which may include a fine. All such matters are initially dealt with by the Warden of your accommodation, who will see individuals on a case by case basis. A fine is a penalty or punishment for breach of the University’s Regulations for Conduct. 

The maximum fine for ‘serious’ misconduct is £1500 and would be dealt with by the Dean of Student Discipline and the Student Disciplinary Committee and will appear on your student record.

A fine is different from a damage charge. Damage charges are implemented by the halls teams where there has been damage or loss of an item. A fine is implemented by your Warden for contravening the Regulations for Student Conduct.

Commonly, fines are between £25 and £300 and relate to issues such as:

> anti-social behaviour,
> unreasonable noise,
> failure to evacuate in the event of a fire alarm,
> misuse or abuse of fire equipment,
> breach of safety regulations,
> COVID-19 breaches.

Persistent and/or serious breaches of code may lead to you being served Notice to leave the accommodation. Breaches of the code may also lead to future applications to live in hall as a returner being rejected. In addition, if your actions damage property you will be liable for a damage charge. For more information, see the damage charges section. 

Fridge and freezer space

In self-catered kitchens you have provided a minimum of one fridge and one freezer shelf/box per resident. We will only clean the exterior of the appliance during your stay. Cleaning the internal of appliances and defrosting of the freezer is the shared responsibility of the residents. Be mindful to not accidentally turn off electricity points in your kitchen.  If you require a small fridge in your room for medical purposes, then this should already be noted on your application information. 

In this section, you can find information on: 

• Grounds
• Gritting (and snow clearing)

Grounds

You are encouraged to make use of the grounds in the vicinity of the halls, however, please be considerate of other residents by keeping noise to a minimum and don’t play music outside. Barbecues and ball games are not allowed in the hall buildings or grounds. Please use the litter bins provided and don’t leave glass rubbish outside.

Gritting (and snow clearing)

During freezing weather, the maintenance team will grit main access footpaths in the local hall areas. All roads and other main footpaths will be treated before 12 noon. The University has a clear snow clearance and gritting plan in the event of bad weather. In all but the most exceptional circumstances this plan means that all roads and other main footpaths will be treated before 12 noon. 

In this section, you can find information on: 

• Halls Hotline
• Halls teams
• Housekeeping and maintenance staff
• Hall mentors
• Harassment
• Heating
• Home at Halls

Halls Hotline

For any issue in hall they’re here to help 24 hours a day, 365 days a year.

Call 0800 029 1984 or email reading.helpdesk@upp-ltd.com

For Maintenance issues, you are also able to report this via the ‘report a fault’ feature on the ‘home at halls’ app.

Please note: calls are recorded for training and monitoring purposes. 

Halls Teams

Reception team

Group Receptions are open for enquiries in person Monday – Friday, except bank holidays and University closure days. The opening hours will be displayed outside the reception – these are usually 08:30 – 18:30.

General Managers

Each group of halls is assigned a General Manager Group, Deputy General Manager and Administration Services Manager whose aim is to provide you with a happy, safe and comfortable living environment.

For more information about your General Manager and their team, please check the posters displayed within your kitchens. 
Housekeeping and Maintenance staff

You will become familiar with our Housekeeping and Maintenance teams who provide the cleaning and repair services to your hall. 

Hall Mentors

For information on Hall Mentors, see Wardens. 

Harassment

Harassment, in any form (verbal or physical) will not be tolerated. Harassment offenders will be subject to the University’s disciplinary procedure outlined in the Regulations for Student Conduct. Please talk to your Warden if you feel this is affecting your stay in hall. 

Heating

All bedrooms are heated to maintain an average of 20 degrees centigrade and a minimum of 18 degrees during the heating season (normally October – end of April). This means that if the room temperature drops below 18 degrees the heating will automatically turn back on (except in some rooms at St. George’s Hall) to increase the room temperature to at least 18 degrees.

Some rooms in St. George’s Hall are provided with electric heating which is individually controlled in the room – you will need to boost this yourself to increase the room temperature. If the radiator has a temperature control, please use this to regulate your room temperature. During the warmer months (May to September) the heating system is turned off.

If you have a concern about the temperature of your accommodation, please contact the Halls Hotline on 0800 029 1984. 

home at halls

‘home at halls’ is our residence life programme with a team dedicated to organising free and low-cost events for everyone living in halls at the University of Reading. Our activities involve cultural experiences, fitness and well-being, life skills, seasonal celebrations, and so much more!

We welcome students of all ages to participate, meet new people, and make the most of living within the University’s community. Download the “home at halls” app to see all that’s offered and how to register!

home at halls reps

Want to help behind-the-scenes to help run these exciting events? Do you like meeting new people and working in a team? Then becoming a home at halls Rep is a great way to add volunteer hours to your CV while making the halls community more fun and inclusive! We’re looking for reliable, positive and engaging students to make halls events even better. The schedule is very flexible around your studies. These hours can also be added towards your RED Award points and you’ll have access to many FREE training opportunities, like first aid. Get in touch today!

Email: homeathallsreading@upp-ltd.com
Facebook: /hahReading
Twitter: @hahReading
Instagram: @hah_reading

In this section, you can find information on:

• Insurance
• Internet access
• IT access across rooms
• Inventory forms
• Inspections

Insurance

By partnering with Endsleigh, the No.1 student insurance provider, we’ve arranged contents insurance for all our students staying with us in our halls.
It is important all students confirm their cover to ensure you understand what is and isn’t covered.
Visit confirm your cover to see:

- What is and what isn’t covered
- Policy excess – the amount you pay when you make a claim
- How to make claim
- Personalise cover 

We understand students have a limited budget, so Endsleigh have launched brand new, unique student insurance options. They have been designed to cover the risks that you may encounter whilst living in student accommodation and away from home.

There are some specific items to be aware of: 

Your policy number is HH1109B.
 
You need to make sure the level of cover provided is adequate – you can arrange extra cover if you need to either via Endsleigh or another provider.
Bicycles are covered by the policy up to a value of £300 – you should consider ‘topping up’ this cover if your bicycle is more valuable. There are other restrictions around bicycle coverage, such as damage, accidental loss and theft when it’s off campus. 

This cover includes, but is not limited to:

Laptops/desktop coverage, but only when in your room and to the value of £2500. Outside of your room your laptop is not insured. You may wish to insure these separately,
Single article limit (unless otherwise stated) £1250.
See the full policy coverage.

UPP and the University will not accept any responsibility for loss or damage to personal items within your accommodation including those damaged or lost due to fire or flood. UPP insures the building and its own contents against loss or damage due to fire and flood. UPP does not insure against negligence, accident or vandalism and in the event of being responsible for such an occurrence you may be charged. 

Inventory forms

On arrival, you’ll be asked to complete an inventory form via the ‘Halls at Home’ app. You need to do this within the first 24-hours of arrival. You can find a helpful ‘how to complete your inventory’ guide in the home at halls app, in the useful information section. 

If you are unable to download the app, a paper inventory form will be available to complete on request. Please ask for this from your Group Reception.

The inventory is an important document, as it records the condition of your room and kitchen on arrival and will be used to determine any damages to your room during your stay.

If you don’t complete the inventory forms it’ll be assumed that your room and kitchen are in good order. The inventory forms are a record only so if there is something that required attention please call the Halls Hotline on 0800 029 1984. 

Inspections

Room inspections will take place at least once a term – staff will check for health and safety issues, maintenance, damages and cleanliness. We will let you know your inspection date seven days before it takes place. If you do not keep your room to an acceptable standard, you will be notified and given an opportunity to clean it. If you do not clean it to a good standard, you will be charged a minimum of £45 for any additional cleaning.

In this section, you can find information on: 

• Keys/door cards
• Kitchen equipment
• Kitchen packs

Keys/door cards

On arrival, you will be issued with a key and/or a door card to your room. When you complete your University enrollment, card access will transfer to your University Campus Card and you will be asked to return the original access card. The keys and cards, are your responsibility. If you lose your key or card you must report the loss to the Halls Hotline on 0800 029 1984 or to your local Group Reception. Keys that are found after reported as lost must be returned within seven days to avoid a charge.

Keys/cards must not be given to anyone else under any circumstance. Lost keys/cards are a security risk. You must always report these items as lost to reception so that the card can be cancelled until you receive your new one. If keys/cards are lost or not returned when you leave, the hall reserves the right to change locks, at the cost to the resident, in order to maintain hall security.

If you are locked out of your room, please contact the Halls Hotline on 0800 029 1984 and a member of the security team will assist you as soon as they are able to. Please note that for a call out for lock outs and lost keys/cards there will be a charge of £5 which will be deducted from your damage deposit. Your University Campus Card must be carried at all times and shown on request to hall and security staff. 

Kitchen equipment

All kitchens are equipped with:

> microwave
> fridge
> kettle
> toaster 

Kitchens in self-catered areas also include cookers and freezers.

Deep-fat fryers are not permitted in University accommodation.

Please note: items such as rice cookers should be purchased in the UK. Rice cookers are available for purchase from many UK high street retailers as well as online.

For a list of what to bring to University, see What to Bring. 

Take a look at our PDF on Instructions for Appliances in your Kitchen to find out more about Kitchen equipment and how to use it.

Kitchen packs

Not sure what you’ll need for the kitchen? Don’t worry, you can buy a kitchen pack in advance and we’ll have it ready for you to collect from your hall reception on arrival.

IMPORTANT: before you order, check your e-induction or key fact sheet (found with your contract documents on the Accommodation Portal) to see whether you have an induction hob. If you have an induction hob, you will need to purchase the induction kitchen pack. The table below shows the options available and how to order:

In this section, you can find information on: 

• Laundry
• Lifts
• Living in our Halls Community
• Living in the wider community
• Lost property

Laundry

You will have access to a launderette open 24 hours, within walking distance of your hall. For the closet location to your hall, please view your Group’s Service map.

Washing machines are operated via the Washstation app, on this app you can also top up your laundry balance.

We find that peak times for residents doing their laundry are Wednesday, Friday, Saturday and Sunday afternoons and early evenings. We advise you try and plan your laundry at alternative times. 

Lifts

The lifts in the halls are tested to the highest standards. However, as with all lifts occasionally they can break down. If you do get stuck in the lift, stay put, stay calm and follow the simple instructions provided on the instruction card located in the lift. A member of staff will attend. Please listen to their advice.

Do not under any circumstance overload a lift, or engage in horseplay when the lift is travelling, this can cause the lift to come to an emergency stop and puts yourself and others at risk.

Misuse (including horseplay), vandalism, or tampering with equipment inside the lift will result in disciplinary action, and the cost of any callouts or repairs being charged to those responsible.


Living in our Halls Community

Every resident has the right to fully enjoy their time in hall. Help us achieve this through a few simple steps:

Respect your fellow students – halls are a place for both study and leisure, where everyone has different timetables and tolerances including different types of humour and what is acceptable. Respecting one another will ensure the harmony of the whole student resident community
Respect staff – all staff both Academic and Non-Academic have a key role to play in running the halls and the University and all staff deserve respect when carrying out their duties
Show consideration for your room and communal areas – look after your room and the communal areas shared with other students and ensure you give due consideration to health and safety provisions and requirements. 
What happens if I don’t get on with the people I’m living with?

If you are experiencing difficulties with another hall resident, then you should first of all try and discuss the problem with them and attempt to work together to resolve it. sometimes this may seem like a difficult prospect but often a simple conversation can go a long way to solving compatibility issues.

If you find you are unable to resolve the situation you should seek advice or help from your Warden as soon as you are able to. If you are unable to resolve your problem by mutual agreement and discussion and wish to make a formal complaint this must be done in writing to the Warden. 

Living in the wider community

Reading is a friendly community and many people enjoy having the University in the town. It’s a great place to meet people and a fun place to socialise. However, it’s important to bear in mind that many people who live around the campus have young children, get up early to go to work and keep different hours to most students. Please be considerate of noise levels when passing through residential areas, put any litter into bins, and try to maintain a friendly relationship with neighbours. If you would like to be friendly and polite to residential neighbours and get involved in local community and charity events, volunteering, or activism, please email community@reading.ac.uk.

University Street Support team

The University employs a team of professional street wardens who provide advice to students socialising late at night. They walk the residential streets around campus several nights a week between 22:00 and 04:00 and can give advice to students who may be lost, having trouble getting home or not feeling safe. The team also encourage people to be respectful to neighbours as they go out to venues or make their way home. The team wear high-visibility University of Reading jackets, so do say ‘hi’ or ask for assistance if you see them out and about. 

Lost Property

During term-time, lost property will be collected and logged at the Group Reception. Lost property will be held for six weeks. Where an item has identifying marks, we will attempt to find the owner. Unclaimed items are donated to charity. At the end of the residency period, any items left in a room or shared area will be disposed of. For items that appear to be of significant value the lost property arrangements as per term-time will apply

In this section, you can find information on: 

• Maintenance
• Meal plans
• Meningitis
• Mental health support
• Moving out of halls
• Mumps

Maintenance

How to report maintenance issues

Please report any issues to the Halls Hotline on 0800 029 1984. You can also report issues by emailing the Halls Hotline at reading.helpdesk@upp-ltd.com or via the ‘Report a Fault’ function on the ‘home at halls’ app.

Please report all issues as soon as they occur so they don’t become worse or cause further damage. We want to put things right as soon as possible.

Staff ID

All staff and contractors will carry ID badges, if you are in doubt please ask to see their ID. If you have any concerns, please contact the Halls Hotline on 0800 029 1984 for verification.

Rectification times

We have set response times for resolving all issues reported to the Halls Hotline. This will be advised to you once it is reported either over the phone, by email or app. The response will fall into one of the three categories:

Priority one: Between one- and four-hour rectification 
Priority two: 24-hour rectification 
Priority three: One-week rectification.

If a specialist part or contractor is needed in order to fix the matter the above times may be extended, and you will be advised. Where possible, we will provide you with a temporary solution in the interim.

If you provide your email details when reporting a fault, or via the app, you will receive an automated response or update when the fault has been completed. If you think this is not the case when you receive it, then please contact the Halls Hotline on 0800 029 1984 and tell us what is not right.

We would encourage you to tell us if you are unhappy about any aspect of our service provision at the earliest possible time, so we can resolve any problems. 

Meal Plans and Clever Cuisine

The University recommend all first year students choose a Clever Cuisine Meal Plans to help with the transition to University life. If you haven’t selected a Meal Plan yet, please visit www.clever-cuisine.com to enrol. If you live in Wantage, Windsor, Dunsden or St. Patrick’s it is likely your room already includes a Meal Plan.
 
The food for our meal plans is prepared daily by our skilled chefs from scratch and has been independently verified and awarded the highest rating of 3 stars for being healthy, nutritional and sustainable. 
 
Make the most of your Meal Plan by downloading the GET App from your App Store. To find out more about how to download the App and use your Meal Plan works visit Clever Cusine and click ‘Using your Meal Plan’ 

To find out more and to apply please visit the Clever Cuisine website.

Meningitis

Young adults are at risk of catching this rare but serious disease caused by several different bacteria and viruses. If any of the following symptoms develop seek urgent medical help:

rash of tiny red bruises that don’t fade under pressure
severe sensitivity to light
disorientation 
Call the Emergency Services on 999 and then call the Halls Hotline on 0800 029 1984 so they can assist the ambulance on site. For more information see the Meningitis website. 

Mental health support

Mental wellness and wellbeing are very important to us and we understand that everyone has a different response to different situations. To support you we have a wide range of staff available, please see the Advice section for full details. 

When things get very difficult you may want to contact someone who can help in that moment. The below is a list of support available to all.

Urgent concerns about your mental health? Call the Berkshire NHS Crisis number on 0300 365 2000; available 24/7
Samaritans on 116 123; available 24/7
PAPYRUS is the national UK charity dedicated to the prevention of young suicide and offers a telephone and text service on 0800 068 4141. Staffed by trained mental health professionals from 10:00 – 22:00, Mon – Fri and 14:00 – 17:00 Saturday and Sunday.
If you’re worried about someone’s welfare and think they need support, please encourage them to visit the Welfare Team during working hours. You can also contact their Warden out of hours to raise your concerns. See Wardens for more information.

Moving out of halls

After the Easter break, moving-out posters will be available in your kitchen and on the home at halls app, along with our handy cleaning check-list. It’s important to read this information so you avoid charges when you’re leaving.

Once you’re ready to leave your room for your last time (09:00 on the day your contract ends), you need to return your key/door card and post key in the key return envelope and either return this to your local Group Reception or in the key return box if it’s outside normal Reception hours.

Why not leave a Google review for your hall and help prepare new students with what to expect? 

Mumps

Mumps is a contagious viral infection which can occasionally lead to more serious complications, including a mild form of meningitis. Symptoms include:

• Fever
• Headache
• Painful swelling of glands in one or both sides of the face and neck
• Running nose and eyes, sore throat and ears 
• Joint ache 

For more information about preventing mumps and what to do if you think you have mumps, see the University’s webpage.

In this section, you can find information on: 

• Noise
• #NeverOk

Noise

Halls are shared buildings where people live in very close proximity to each other. It’s therefore essential to remain mindful of the noise level. In community living, residents should be able to work and sleep in their own rooms without being unduly disturbed.

Here are some tips for dealing with noise:

It’s inevitable in a halls environment that noise happens. Generally, noise tends to be created unintentionally and can normally be dealt with by politely asking your flatmates to keep the noise level low.

Temporary maintenance noise?

Some noise is unavoidable in order to keep the buildings in good condition or to fix any issues that may occur. If the noise is being caused by a member of the maintenance team drilling, for example, it may be worth calling the Halls Hotline on 0800 029 1984 to ask how long the noise is likely to continue. At this point you can make an assessment regarding other options if the noise is likely to continue for a while and is disturbing you. During the first two terms (except for emergencies) work is limited to a time period of 08:00 and 20:00. During the Quiet Period (April – June) no noisy works will be scheduled, except in an emergency situation.

Unknown mechanical noise?

Occasionally we get reports of mechanical noise from within the buildings. We would like to know about this as soon as possible. Please call the Halls Hotline so we can attend and investigate.

Persistent noise issues? 
If you feel there is a continuing problem with noise in your hall that you have been unsuccessful in resolving, your Warden and their team will happily work with you and your flatmates to seek a resolution with those involved.

Halls Hotline

If you are faced with any noise issue situation that you are unable to resolve, please call the Halls Hotline on 0800 029 1984 and we will assist you. 

#NeverOk

#NeverOk is a joint University of Reading and Reading Students’ Union campaign which takes a stand against negative behaviours including all forms of bullying, harassment, and discrimination.

We are committed to ensuring that our campuses are inclusive, supportive, and respectful places of work and study for all our students and staff.

Sometimes, even the little comments we make, when overheard by other people who may not understand the ‘joke’ or context, can cause great offence. It is important to remember we are in a diverse, multi-cultural environment where everyone deserves to feel comfortable and understand that not everyone will have the same beliefs and humour as you. It may be that you believe what you have said not to be offensive, but it is important to listen to others views and reflect on your comments to ensure a truly inclusive network. 

We do not tolerate:

> Abuse – emotional or physical behaviour which intentionally harms or injures another person, often to gain control over them
> Anti-social behaviour – acts which cause harm, distress or discomfort to an individual, a group, a community, or an environment
> Bullying – offensive, intimidating, or malicious behaviour which can be physical, verbal and non-verbal (e.g. via text or social media)
> Discrimination – when an individual or a group of people are treated less favourably based on a characteristic such as age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex, or sexual orientation
> Harassment – unwanted behaviour that is offensive or makes someone feel distressed, degraded or intimidated
> Hate crime – crime which is motivated by prejudice based on race, religion, sexual orientation, disability or transgender identity
> Racism – the belief that someone is inferior because their colour, ethnicity, nationality or race, leading to discrimination
> Sexual harassment – unwelcome behaviour of a sexual nature which could include sexual comments or jokes, touching or sexual advances without consent, and sexual assault
> Violence – behaviour involving physical force intended to hurt, damage or kill a person or animal. 

These behaviours are #NeverOK. If you experience or witness any of these behaviours, we urge you to report this to the University via Report and Support (an online tool for staff, students, and visitors to report issues of harassment, bullying, sexual misconduct, hate crimes, and other problematic behaviours), Reading Students' Union and/or the Police.

In this section, you can find information on: 

• Outstanding service
• Out of hours arrival

Outstanding service

If you feel that you have received service above and beyond the call of duty we would love to hear from you. Every month a member of staff can receive an award for outstanding service. If you feel a staff member has done something to deserve this award, please email accommodationonline@reading.ac.uk or use the ‘Tell Us’ function on the app and select ‘positive feedback’.

Out of hours arrival

If you’re arriving out of hours (between 17.30 – 08.30), your group reception is likely to be closed. Have a look at the Out of Hours Guide.

In this section, you can find information on: 

• Parking
• Parties
• Pets and animals
• Pest control
• Privacy and confidentiality
• Post and parcels

Parking

Except in very specific cases, students living in halls are unable to bring a car or to park either on campus or within a one-mile radius of the University. The area around the University is for residents parking only. For more information visit the parking webpages.

Visitor parking

Visitors on site between 08:00 and 17:00, Monday – Friday will be required to display a temporary parking permit. Permits must be purchased online in advance from the University's store and cost £5.25 per half day or £8.40 per day. Once you have made the online payment please ensure you print your receipt and take it to your Group Reception, so they can issue your permit.

Car Park 1A is a pay and display car park and visitors may also park here, spaces permitting. 

Parties

Parties cannot be held in bedrooms, kitchens or other living areas as these are not suitable for this purpose and disturb others living nearby. 

Pets and animals

You must not keep pets or animals (including fish) in hall unless it is an assistance animal agreed with the University and declared on your accommodation application. If you are planning on bringing an assistance animal, you should also contact the Disability Advisory Service well in advance of your arrival.

Pest control

Common causes of pests in halls are poor housekeeping, especially in kitchens, so it’s important to keep kitchens clean and tidy. Pests may also be brought into the accommodation by accidental import in luggage and food. It’s best to avoid keeping any food in your bedroom. To help identify pests and determine if any action is needed please see the Pests and Insects poster on your kitchen noticeboard or by clicking here.

If you are concerned or see any pests, please report this to the Halls Hotline on 0800 029 1984. A specialist pest control company will investigate any reports and we will address the issue in line with their recommendations. 

Privacy and confidentiality

To effectively manage your stay in University accommodation the University and UPP will process your personal data for the following purposes:

• the provision, administration, and management of the accommodation,
• the detection and prevention of crime and administering of disciplinary procedures,
• the measurement of student satisfaction,
• the allocation of rooms,
• the management of insurance
• health, safety, and welfare, including infectious disease control measures and public protection,
• the assessment of any reasonable adjustments or specific accommodation needs.

Personal data provided by the University to UPP may include (but is not limited to):

• title, forenames, surname,
• previous name (if applicable),
• date of birth,
• sex,
• disability,
• contact and home address,
• mobile and landline phone numbers,
• email addresses,
• student number,
• UCAS (personal ID) number,
• course applied for (including name, faculty, and department),
• status of application,
• category of student (e.g. postgraduate/undergraduate),
• academic year,
• course dates,
• fee status, 
• enrolment status (if enrolled)

Your personal data will be held in confidence and securely by both the University and UPP.

More information on your rights and contact details for our Data Protection Officer can be found in the  University’s Student Privacy notice can be found on the Essentials webpages, under ‘the important stuff’, Data Protection. The privacy notice explains the nature of the personal information that the University and the Henley Business School processes for the purposes of the provision of teaching and learning. 

If there is anything in the privacy notice that is unclear, or you do not understand, please contact our Data Protection Officer at imps@reading.ac.uk.

Confidentiality

The University’s policy on confidentiality is that information given in confidence by a student will be treated in confidence. The University owes a duty of care to all its staff and students. In some limited circumstances where we are required by law, or to comply with any legal obligations, to investigate misconduct or to assist with the investigation of criminal offences, or where there is a serious risk to your safety, or the safety of others we may lawfully share data, only where strictly necessary, without your consent.

Post and parcels

Your full postal address is available to view on the applicant web portal by clicking the ‘information’ drop-down list and selecting ‘personal data’. You can also see your post address on your key fact sheet, which can be found on the Accommodation Portal with your contract documents. 

When you arrive, you’ll be given a key to access your shared post box. Your hall takes no responsibility for missing items of post. Registered post and parcels can be collected from either the post room or Group Reception during opening hours depending on your hall. If a parcel or registered mail has been received, you will be notified via email or through the app. Please bring proof of identity (e.g. your Campus Card or QR code on app) when you come to collect your delivery. Each group of halls also has access to an Amazon locker, where you can collect your parcels 24-hours a day.

We are unable to forward post to a new address – any post received after a student has departed from hall will be returned to the sender. 

We reserve the right to not accept deliveries that may present a health and safety risk – normally if the item is large, heavy or potentially dangerous.

Collecting post and parcels:

Term time:

• Monday & Friday
• 08:30-09:30 & 14:00-18:30

OUTSIDE term time:

• Monday - Friday
• 08:30-09:30 & 14:00-17:30

Before collecting your parcel, please ensure you have received a parcel notification via the Home at Halls app.

In this section, you can find information on: 

• Quieter lifestyle areas

Quieter Lifestyle areas

We aim to allocate students together who consider themselves to have a ‘quieter lifestyle’. Please note: We can’t guarantee a permanent quiet environment. Communal living will always involve some level of noise, including from outside the building. However, by placing students requesting a Quieter Lifestyle together we hope to better meet the expectations of our students. 

In respect of noise, the Terms and Conditions of Residence require occupants: 
‘to show respect, at all times, for all persons living and/or working in the Hall or in the locality of the Hall and not to cause or do anything that is likely to cause a nuisance or annoyance to them. 
to keep noise at a level that does not interfere with the study, sleep or comfort of persons living and/or working in the Hall and in particular, not to make or allow any loud noise (including but without limitation to televisions, playing music or musical instruments, talking loudly on the phone or playing video games) between 23:00 and 08:00 hours. 

In this section, you can find information on: 

• Recycling
• Returning to halls
• Room moves
• Respect
• Reading Students' Union

Recycling

In University accommodation, we ask that you try to live by a Reduce, Reuse, Recycle principle.

Reduce – Buy only what you need, avoid buying items with lots of packaging print double sided, share common household items e.g. washing-up liquid (if you’re in a self-catered hall) or give away leftover food rather than throwing it away.

Reuse – Use ‘bags for life’, swap unwanted clothes with friends or donate to charity and participate in Reading Students' Union ‘freecycle’ events.

Recycle – There are different coloured bins in each kitchen and also in the bedrooms. The recyclable bins will be supplied with clear bin liners – please make sure any waste in these bins is clean.

For more information on what to recycle, click here for a copy of your kitchen posters.

Non-recyclable materials placed in the clear liners contaminates the contents, causing it to be re-directed to general waste sites. Where kitchens continuously contaminate bags, residents may be charged the extra cost of general waste.

Examples of materials you may be unsure about: 

Batteries, postage stamps and toner cartridges- You can recycle these items at your local Group Reception.

Clothes- The recycling banks near your hall include a British Heart Foundation recycling bin which accepts clothing and shoes in good condition.

Electrical items- Recycling banks are provided near your hall.

Food waste- All self-catered halls facilitate food recycling.

Glass- Separate bins for broken glass are available in your kitchen. All other glass should be recycled at the recycling bottle banks are provided near your hall. You will need to remove glass from the flat yourselves.

Paper and cardboard- Separate containers are provided in your kitchen.

Plastic- Separate containers are provided in your kitchen.

Metal- Separate containers are provided in your kitchen.

Returning to halls

Details on applications for returning to hall will be released during the first term. For more information, visit the return to halls webpage. 

Room moves

All room move requests are considered on a case-by-case basis and the likelihood of you being able to move rooms depends on availability. 

Visit the moving room webpages for more information.

Please ensure you have read the information around room moves before completing the form.

Respect

For more information on respect, please see Living in our halls community and #NeverOk.

Reading Students' Union

Event Reps 

Each year Reading Students' Union recruits a team of Events Reps. These are students who will be there to welcome you when you arrive in Reading and provide you with information about the events that will be taking place on campus, going the extra mile to help you settle in. Your Events Reps will be your main point of contact for anything social and also organise some of the smaller activities in halls which helps to create a great community spirit. 
 
Find out about your reps, what they have planned for you this academic year and how you can get involved! If you want to know more about Reading Students' Union, your Students’ Union, have a look at their website and follow them on social media:

@ReadingUniSU
@Readingunisu

For other events, see the Student Life Events page on Essentials, or the Student Life Instagram. 

In this section, you can find information on: 

• Safety responsibilities
• Safety of possessions
• Security
• Smoking
• Stay@Reading
• The Student Accommodation Code
• Student experience – our commitment to you
• Student Residence Agreement

Safety responsibilities

Personal safety

Although Reading is a safe area in general, you should take precautions to look after yourself:

> avoid being out on your own after dark
> avoid dark alleys, parks and isolated areas, especially at night
> let your friends know when you are going out, where you are going and roughly what time you expect to be back

The University’s website provides excellent additional security advice. Visit the Security Services website for information.

Your safety responsibilities

As a student, you must take reasonable care for your own health and safety and that of other people who may be affected by what you do.

You must:

comply with all safety rules and instructions
report any accidents, near misses or significant hazards to the Halls Hotline on 0800 029 1984
not misuse or interfere with anything provided for your health, safety and welfare, such as fire alarms, fire extinguishers and fire doors
ask for help or clarification required 
Safe behaviour around campus

Our campuses, and Whiteknights in particular, are shared by pedestrians, cyclists and vehicles. To keep yourself and others safe, please be considerate and follow the simple guidance below:

when moving around campus, be aware of other road users – cyclists, vehicles and pedestrians. Walk on pathways wherever possible and use designated crossings
if you cycle, please stick to the roads, and only cycle on footpaths where there is no alternative – note that pedestrians have priority on footpaths and may not see or hear you coming
be aware of your surroundings – avoid wearing headphones or texting on your mobile whilst moving around campus
if you cycle, please make sure you have good lights and wear something high vis so that other road users can see you, especially in the dark
obey all road safety signs, including speed restrictions and no entry signs 
For more information on campus safety see the Campus Code of Behaviour.

Safety of possessions

You are asked to pay attention to security at all times and to use the security measures that are provided. The following are common sense tips for keeping your accommodation secure:

don’t leave room and flat doors unlocked, even if you are just out for a short-time
don’t allow people into your room or flat that you don’t know, and don’t leave them unaccompanied
always ask contractors and staff for ID – if you unsure about their identity, ask them to wait and telephone the Halls Hotline on 0800 029 1984 to check
if you live in a ground floor room always shut your window when you are away from your room. Do not leave expensive items in view of any passer-by and if you are returning to your room late at night consider closing the curtains before you depart
if you see someone or something suspicious, tell a member of staff (via the Halls Hotline on 0800 029 1984)
keep your accommodation keys/access card safe and don’t keep your address with them
ensure you have the necessary level of insurance cover for your possessions 
Student occupied properties can be targets for burglary. We strongly advise that you don’t leave valuables, especially laptops unattended on view in your accommodation.

If you are burgled or become a victim of any crime you should contact both the Police and the Halls Hotline on 0800 029 1984 immediately. Call 101 to report a non-emergency crime, or to give information to Thames Valley Police. Call 999 in an emergency. We encourage students to register their property at www.immobilise.com. This is a free service which helps police identify stolen property and makes insurance claims for lost property easier as you will have all the information required to hand. You may also wish to mark your property using a UV pen. We recommend you mark all your text books, study notes, USB sticks etc. in case they are handed into University lost property. 

Security

Security is provided through mobile and foot patrols by University security staff, a 24-hour control room monitoring CCTV cameras and management of electronic access control and alarm systems.

The University and halls staff also work closely with local Police. If you need assistance from Security, you should contract them via the Halls Hotline on 0800 029 1984 or an emergency help point. If Security attend an incident or job you may be asked to show your student ID card, which you must do if requested.

Find out more about Security Services on their webpages.

Smoking

Smoking indoors in hall is not allowed and contravenes the University’s Regulations (this included conventional cigarettes, electronic cigarettes and all types of smoking equipment) – it is a serious fire risk and an inconsiderate annoyance to the non-smoking majority. It is also against the law. The University will always take disciplinary action against students who are caught breaking this rule. The standard fine for a first offence is a £50 fine. Repeat offenders will face larger penalties and can also have their Student Residence Agreement terminated.

Please take note of signs externally around the halls areas which indicate where smoking is permitted.

Stay@Reading

Many students wish to stay on in halls after their contract end date. Some of our halls are available throughout the summer, some are available only for short-term bookings and some are not available at all past your contract end date.

If you wish to extend your booking, please carefully check your contract end date, this can be found on your accommodation contract in your personal applicant portal.

Visit the Stay@Reading webpages for more information. 

The Student Accommodation Code

The University has committed to the Universities UK Code of Practice for the Management of Student Housing.

The Student Accommodation Code has been designed to protect your rights for safe, good quality university accommodation, wherever you are studying, and to make sure you get the best out of your time living in university of college residences. It outlines everything you should expect from your university managed accommodation as well as your responsibilities as tenants.

The Code protects your rights to:

a healthy safe environment
timely repairs and maintenance
a clean, pleasant living environment
a formal, contractual relationship with your landlord
a living environment free from anti-social behaviour
Information about the Code and details of the full code can be viewed on the Student Accommodation Code website.

A complaints procedure external to the University exists in respect of breaches of the Code, should any complaint not be resolved through the accommodation services or University complaints procedures. 

Student experience – our commitment to you

The experience you get from living in halls means more to us than anything! Our aim to create a halls community which helps you achieve your goals – developing as an individual through providing the environment and opportunities for both social engagement and personal development.

We welcome students from different cultures and backgrounds and want everyone to feel they belong. Our halls communities are vibrant and diverse with fantastic facilities in great surroundings and we can’t wait for you to join us! 

Student Residence Agreement

For many students, this is the first time they have ever signed up to an accommodation contract or a contract of any sort, therefore navigating the terms and conditions of the Student Residence Agreement (SRA) 2022-2023 and 2023-2024 can be unfamiliar territory. Click here for a list of frequently asked questions (FAQs) about the SRA.

If you have a question not covered on the FAQs, please get in touch with the Accommodation Office at accommodationonline@reading.ac.uk or call 0118 200 5011.

Terms and Conditions of residence

The University’s offer of accommodation, the standard terms and conditions of residence (viewable on the Accommodation section of the RISIS portal) create a legally binding contract between the University and the student. Please read all the conditions and make sure you understand and agree to all of them. The agreement becomes binding when you indicate on the portal that you accept the University’s offer of accommodation or, if earlier, when you are given possession of the accommodation, which includes acceptance of the keys.

If you are considering any of the following:

withdrawing from the University
leaving halls to move home or into privately rented accommodation
transferring properties or room
Please refer to the standard terms and conditions of residence online for more information and contact the Accommodation Office at the earliest opportunity at accommodationonline@reading.ac.uk. 

Study Spaces

There are several study spaces in Childs, Mackinder, St. George’s, Stenton, Wantage and Wessex, for Hall residents, accessible using your campus card. Ask your Group Reception or have a look at your Group’s service map if you’re not sure where they are.

Study Spaces are usually open 24 hours a day, every day. If you are having any difficulties accessing your Study Space please contact your Group Reception. 
 

In this section, you can find information on: 

• Television viewing licenses
• Toilets
• Transport

Television viewing and licences

In all cases you will now need to purchase a TV licence. We advise you to check the official website to find out how to apply and pay, or call 0300 790 6131. 

Toilets

Don’t dispose of any other items down the toilet. This includes, but is not limited to, items such as sanitary items, face wipes, cleaning wipes and cotton wool. This is to avoid major problems with the drainage even in the newly-built halls. 

Transport

Reading offers excellent transport links and the University has dedicated webpages for sustainable travel information.

You can also sign-up to the Twitter @UniRdg_Sust and Facebook Sustainability Services University of Reading groups to ensure you receive up-to-date notifications of the latest events and offers.

Bicycles

Lockable bicycle sheds and storage areas are provided across the halls. Please ask to your Group Reception if you require access to a bicycle shed. Bicycles must not be brought into buildings at any time.

Make sure you have lights on your bicycle for cycling in the dark. This is important to avoid accidents with pedestrians, drivers and other cyclists. It’s also part of the law in the UK and you can be fined if you don’t.

All bicycles should be securely locked with a good quality solid D-lock. For more advice on keeping your bicycle safe, please visit the Security Services webpages. 

Bicycles are covered by the insurance policy up to a value of £300 – you should consider ‘topping up’ this cover if your bicycle is more valuable. There are other restrictions around bicycle coverage, such as damage, accidental loss and theft when it’s off campus.

No bike? No problem, introducing the UniCycle bike hire scheme

You could hire a bike from UniCycle run by Reading Students' Union. This is a small scheme with a limited number of new or second-hand bicycles for hire by the term or year. For more details about the scheme, please contact Reading Students' Union via email at student.activities@rusu.co.uk.

Please make sure you cycle safely and considerately, both on and off campus. Pedestrians have priority on paths on campus at all times. 

The University offers free cycling training courses and cycle maintenance sessions to ensure you’re cycling safely and confidently on the roads. We have secure cycle parking compounds on campus and operate a cycle hire scheme, as well as holding a second-hand bike sale at the start of the autumn term. Have a look at the University’s cycling webpages. 

Buses

Reading Buses run frequent services that stop on, or near campus throughout the day and night. The main route connecting campus with the town centre is the Claret route (21 and 21a), which runs 24/7 and up to every 7 minutes on weekdays during term time, with free WiFi! Discounted tickets are available for students direct from Reading Buses, but you’ll need your Student ID Card. 

Please note that Reading Buses do not give change, so you’ll need the exact cash; or you can pay via contactless card, or mobile tickets on smartcard or app. For more information visit the Reading buses website or download their free app on iOS or Android by searching for ‘Reading Buses’.

Co-wheels Car Club

Our Co-wheels Car Club scheme means not having your car in Reading is not a problem! You can hire a Co-wheels Car for as little as half an hour from Whiteknights Campus or Sherfield Hall; and the cars come with comprehensive insurance and fuel in the pricing. Students who have held a full driving licence for at least 12 months can sign-up for membership and receive free driving credit when using a University email address and special code (terms and Conditions apply). Co-wheels also have other cars available around Reading. For more information visit the Co-Wheels website.   
Electric Personal Transporters and Scooters 

Battery powered/electric personal transporters and scooters are not allowed on campus roads or footpaths. Mobility scooters and powered wheelchairs used by a disabled person are allowed. 

Walking

All halls are within easy walking distance of the Whiteknights Campus. The London Road campus can be reached by foot in about 15 minutes.

Remember to share space safely. Paths on campus are used by cyclists and pedestrians.

Why not have a look at our handy walking distance map?

In this section, you can find information on:

UPP – University Partnerships Programme

UPP works in partnership with the University of Reading to run the halls on behalf of the University. Our staff deliver services to the halls including cleaning, maintenance, reception services and management.

Pastoral care staff, including the Wardens and Security staff are directly employed by the University. Both UPP and the University are committed to providing you with the highest quality of standards and service.

Useful contact information

Here is a small list of useful contact information, click on the department name to see their webpages:

Counselling and Wellbeing 
E: Counselling@reading.ac.uk 
T: 0118 378 4216

Disability Advisory Service (DAS)
E: Disability@reading.ac.uk 
T: 0118 378 4202

Finance – payment issues or debts
E: studentcreditcontrol@reading.ac.uk

Finance - refunds 
E: studentpayments@reading.ac.uk

International Student Advisory Team 
E: int.adv@reading.ac.uk 
T: 0118 378 8038

Student Services reception 
E: studenthelp@reading.ac.uk
T: 0118 378 5555

Student Welfare
E: studentwelfare@reading.ac.uk 
T: 0118 378 4777
Drop in: Ground Floor, Carrington Building, Mon – Fri 10:00-16:00

Security
E: safety@reading.ac.uk 
Emergency number: 0118 378 6300

Reading Students' Union
E: enquiries@rusu.co.uk

In this section, you can find information on: 

• Visitors
• Voting

Visitors

You are responsible for the behaviour of your visitors at all times:

• you must register overnight visitors either by completing the form at your local Group Reception or via the app (any visitor who is in a hall after 02:00 is regarded as an overnight visitor),
• ·no overnight visitors under the age of 16 are permitted,
• ·overnight visitors should not stay for longer than two nights in any rolling seven-night period,
• consideration must always be given to neighbours when entertaining and particularly when visitors leave,
• ·visitors must be willing to identify themselves and their hosts if challenged. Otherwise they may be asked to leave the hall immediately,
• we may remove or exclude your Visitors from the Accommodation or the Hall where we have reasonable grounds to believe that this is necessary for the safety and/or wellbeing of other persons,
• ·nobody may sleep overnight in any shared common area or communal room,
• you must not allow visitors to use your room in your absence,
• sub-letting of rooms is strictly not allowed,
• ·visitor parking permits need to be purchased online in advance via the University's store. 
•  

Voting

To register to vote at your university address, please go to the Register to Vote webpages.

Why should I be on the electoral register?

If you aren’t registered, you can’t vote. The electoral register is also used in Credit Referencing when buying some items, such as mobile phones or opening a bank account.

I’m not British, can I vote?

Commonwealth and Republic of Ireland citizens are entitled to register to vote in all election in Britain. Citizens of European Union states are entitled to register and vote in local elections.

I’m already registered at my home address

That’s great, though it’s worth checking that you still are. If your home and university address are in two different local authority areas, you can vote in local elections in both areas.

However, even if you are registered in two areas – at home and at university – you can only vote once at a general election/referendum.

For more information visit the Electoral Commission website.

In this section, you can find information on: 

• Wardens and Hall Mentors
• Waste removal and recycling

Wardens and Hall Mentors

Student welfare, pastoral care, and the management of student conduct and behaviour are the responsibility of Student Services. The Wardens are live-in members of staff and are there to offer help and support on any matters of concern. They have considerable experience and are an excellent source of advice on any academic or personal matter.

Hall Mentors are postgraduate students employed by the University to help you settle into halls life. They work closely with the Wardens and form part of the Hall Welfare team. Hall Mentors live in halls, have lots of student experience and are a great resource, so do feel free to contact them.

Wardens and Hall mentors are available to see any student by appointment. Find out their contact details on the poster in your kitchen. You can also get in touch with them via the Halls Hotline on 0800 029 1984. 

Waste removal and recycling

Our Housekeeping teams provide a limited waste removal service as follows:

Weapons

Weapons and firearms including and not limited to: firearms, ammunition, swords, collector’s knives, knives other than those being used for domestic tasks, replica guns, all BB guns, airsoft guns and paintball guns are strictly prohibited in halls and at the University. 

Wellbeing

We have a wide range of support available for your time at the University of Reading, please visit the wellbeing webpages.

What to bring

In addition to your personal items, you will need to bring:

> cookware (e.g. pots and pans) – make sure you know if your hall has induction pans! See your E-induction or key fact sheet for clarification,
> crockery and utensils,
> towels,
> bed linen – check your bed size in your E-induction or key fact sheet,
> duvet and pillows – check your bed size in your E-induction* or key fact sheet.

Please note: rooms in Bridges Hall require a sheet to fit a double bed as they are a non-standard size and longer than a standard bed. Be certain about your bed size and check your key fact sheet for your hall with your contract documents on the Accommodation Portal. 

Have a look at our longer helpful ‘what to bring’ list online.