Terms and Conditions of the UEA Visitor Flat Licence Agreement
A. The Licence Fee
1. Payment of the Licence fee:
1.1 An invoice for the full Licence fee will be raised by the University shortly after the first night of the Licence Period
1.2 The Licensee will make arrangements with the cashiers Office in the Registry for the appropriate method of payment.
1.3 The Licensee will make the appropriate payment within 28 days of the invoice being raised.
1.4 Where the Licence fee is being paid by a department of UEA, the Accommodation Office will deal directly with that department regarding payment.
B. The Licence Period
2. Cancellation by the Licensee
2.1 If the Licensee wishes to cancel the whole or part of a confirmed booking, cancellation must be communicated to the University in writing in all instances.
2.2 Should the Licensee cancel the whole or part of a confirmed booking, the Licensee is liable to pay such proportion of the fee as relates to two weeks of the Licence period unless:
i) The University has received written notification of the cancellation more than or equal to two weeks before the accommodation is due to be taken up.
ii) The University has received written notification of the cancellation more than or equal to two weeks before the Licensee wishes to leave the accommodation they have already taken up.
2.3 The University will refund to the Licensee such proportion of the fee as relates to that part of the licence period from which the University has agreed in writing to release the Licensee.
2.4 Where the Licence fee is being paid by a department of UEA, the department is liable for cancellation fees as set out in2.1-2.3. 3.
Cancellation by the University
3.1 The University reserves the right to cancel any arrangement for the use of the Premises at any time for the following reasons:
i) It becomes known to us that the Licensee's contract or affiliation with the University is terminated.
ii) If the Licensee is more than 30 days in arrears with payment to the University for previously supplied services.
iii) If the Licensee is in breach of duties listed under Section D.
3.2 If the University cancels the booking under clause 3.1(i), the University will refund to the Licensee such proportion of the fee as relates to that part of Licence period from which the University has released the Licensee.
3.3 If the University cancels under clauses 3.1(ii) or 3.1(iii), no monies will be refundable.
4. Changes to the Licence
4.1 Change of Premises requested by the Licensee:
The University may permit the Licensee at any time during a Licence period to substitute for the Premises specified in the Licence such other Premises as may be available from time to time. If the usual Licence fee tariff for such other Premises is higher than that for the Premises specified in the Licence, the Licence fee payable by the Licensee will be adjusted to accord with the higher tariff with effect from the date of such substitution
4.2 Change of Premises requested by the University:
The University may, at no extra cost to the Licensee, require the Licensee at any time during the Licence period to move to such other Premises as may be available from time to time. If the usual Licence fee for such other Premises is lower than that for the Premises specified in the Licence the University will refund to the Licensee the appropriate proportion of the Licence fee.
C University Responsibilities
5. The University will provide:
5.1 Hot and cold water, heating and lighting.
5.2 Once per week, excluding Wood Hall Cottage, cleaning services in the kitchen and bathroom, including change of linen.
5.3 And maintain the structure and exterior the fixtures and fittings and contents of the Premises in good repair and replace contents fixtures and fittings that become defective due to fair wear and tear during the Licence period.
6. The University will not be liable to the Licensee for:
6.1 Any loss, damage or inconvenience which may be suffered by the Licensee as a direct or indirect result of the inability of the University by reason of circumstances or events beyond the University's reasonable control to provide equipment, commodities and services in accordance with the Licence, including without prejudice to the foregoing in the event that heating and/or electricity apparatus is shut down for the purpose of essential maintenance and/or so that the University may comply with its statutory obligations with regard to such apparatus.
6.2 Any nuisance, loss or inconvenience to the Licensee arising out of any building construction, maintenance or repair work to the Premises, the building in which they are situated or any neighbouring land or buildings.
D Visitor Responsibilities
Cleaning
7. The Licensee will:
7.1 Keep the Premises in a clean and tidy condition.
7.2 Except Wood Hall Cottage, make the Premises available for access by the cleaner by 9.00 hours on every weekday.
7.3 Pay the costs of any additional cleaning as a result of the infringement of 7.1
7.4 At all other times other than the Licence period clear all personal effects, waste materials and refuse from the Premises.
Maintenance
8. The Licensee will:
8.1 Inform the University within 10 days of the commencement of the initial Licence period of any defect in the Premises, or any deficiency of furniture or fittings against the relevant inventory displayed in the Premises.
8.2 Inform the University immediately of any defect in the Premises requiring repair or any deficiency of furniture or fittings which may become apparent during any period of the Licence.
8.3 Allow persons so authorised by the University to enter the Premises at reasonable times and with advance notice to the Licensee wherever practicable to view the state and condition of the Premises to carry out repairs thereto or to adjoining property.
8.4 Reimburse the University with the cost of works and supplies and equipment needing to be repaired or replaced at the Premises as a result of damage or loss however caused which is not attributable to fair wear and tear.
9. The Licensee will not:
9.1 Make or suffer to be made any alterations to the internal or external finishes or structure of the Premises or adjoining properties including the erection of any external TV or radio aerial or satellite dish.
9.2 Damage or allow others to damage any part of, or equipment in, the Premises.
9.3 Remove from the Premises any furniture or fittings which are the property of the University.
9.4 Install or erect additional fittings or suffer these to be installed or erected in or on the Premises or adjoining properties.
Safety and Fire Safety
10. The Licensee will:
10.1 Electrical Apparatus: The Licensee will without prejudice to 14.1 comply immediately with any requirement notified in writing to ensure the safe use of electrical apparatus.
10.2 Fire Safety Procedures: The Licensee will comply with all such fire safety procedures as are currently in force and which have been notified to the Licensee, but without prejudice to the generality of the foregoing, to evacuate the Premises immediately on the sounding of the fire alarm.
10.3 Fire Safety Equipment: The Licensee will not interfere with or suffer others to interfere with any fire fighting equipment or other fire fighting facilities or do or suffer to be done anything to the prejudice of the validity of the fire insurance policies for the time being subsisting in relation to the Premises.
10.4 Candles or Combustibles: The Licensee will not use or keep in the Premises any device or apparatus for lighting or heating by the ignition of combustible materials including wax candles and petroleum products.
10.5 Children: Minors must be properly supervised by an adult at all times
Prohibited Items
11 The Licensee will not:
11.1 Electrical Items: Use in the Premises any electrical or cooking appliance other than those appliances for the personal use of the Licensee being: Bedside Lamp, Coffee Maker, TV, Video, Domestic Iron, Hair dryer, Kettle, Hi-fi equipment, PC, Printer, Typewriter, Slow Cooker, Shaver or such other appliances as may be specifically approved in writing by the University.
11.2 Pets: Keep domestic pets or any animal or birds, fish or reptiles of any description in the Premises.
11.3 Bicycles: Bring into or store in the Premises or adjoining properties belonging to the University or in any areas other than those duly authorised by the University for such purposes, bicycles or motor vehicles of any kind including motor cycles and mopeds, or substantial parts therefrom.
11.4 Candles: Use or keep in the Premises any device or apparatus for lighting or heating by the ignition of combustible materials including wax candles and petroleum products.
11.5 Firearms: Bring firearms, fireworks or other weapons including air guns and air pistols into the Premises.
12. The Licensee will:
12.1 Removal of Prohibited Items: Allow persons so authorised by the University to enter the Premises at any time to remove anything found in the Premises referred to in paragraph 11.
Prohibited Activities
13. The Licensee will not:
13.1 Subletting / Transfer of Benefits: Assign or part with possession of the whole or any part of the Premises.
13.2 Accommodating Guests: Allow guests to occupy the Premises for the purpose of sleeping overnight except with the permission of the Accommodation Manager first obtained up to a maximum of three nights.
13.3 Inappropriate Use of Premises: Use or permit to be used the Premises otherwise than as a private flat for occupation by the Licensee alone or in the case of a family flat with the other named occupants.
13.4 Out of Hours Visitors: Allow unauthorised persons on the Premises between 23.45 and 07.30 hours
13.5 Unlawful or Disruptive Behaviour: Do or encourage to be done on the Premises or on any adjoining Premises belonging to the University anything which is unlawful or which may be or become a nuisance, annoyance or offence to the University or to the occupiers of other Premises. In particular, excessive noise is to be avoided at all times, especially between 23.45 and 07.30 hours.
13.6 Tampering with Fire Safety Equipment: Interfere with or suffer others to interfere with any fire fighting equipment or other fire fighting facilities or do or suffer to be done anything to the prejudice of the validity of the fire insurance policies for the time being subsisting in relation to the Premises.
13.7 Airing/Drying clothes outside: The Licensee will not dry or air clothes or linen of any kind outside the Premises.
Keys
14. The Licensee will
14.1 Return of Key: return to the Accommodation Office the key or keys to the Premises at the end of the Licence period, failing which will reimburse the University with the cost of replacing the lock and key(s) which is currently £25.00.
14.2 Making duplicate keys: The Licensee will not make permit or suffer to be made duplicates of the key or keys to the Premises.
Insurance
18. The Licensee acknowledges the University will not insure the Licensee's personal property including clothing and perishable foodstuffs and the Licensee should make adequate provisions to insure their own property.
