Accommodation Update - Coronavirus

During the evolving coronavirus (COVID-19) situation this page will provide you with the latest updates and answers to frequently asked questions relating to accommodation.

We are monitoring the latest advice and guidance issued by the UK Government, Public Health England (PHE) and the Foreign and Commonwealth Office. We will continue to take all appropriate and necessary steps, to keep our community safe.

Further information and the University’s latest guidance and advice is available on our coronavirus webpage. If you are living in Cornwall or INTO at Exeter, please contact our Accommodation team in Cornwall or INTO Accommodation team to confirm arrangements regarding your accommodation.

Collection of belongings

Please read the information below which explains how you may arrange to return to your room and the restrictions that will be in place to ensure the safety of everyone on campus.

 

1. I AM CURRENTLY OVERSEAS AND UNABLE TO TRAVEL BACK TO THE UNIVERSITY TO COLLECT MY BELONGINGS. WHAT CAN I DO?

The University recognises that collecting belongings may be challenging for some students, particularly those who may have returned to their homes overseas. If you are currently unable to return to the University due to travel restrictions, either in the UK or in your home country, please consider using a packing/storage company.

2. I AM USING A PACKING/STORAGE COMPANY – WHEN CAN THEY COME ONTO CAMPUS?

The Campus will be open for the collection of belongings between Monday 8 June and Friday 19 June 2020. Storage companies will not be able to collect belongings on Saturday 13 or Sunday 14 June. The University is not able to offer students storage for their belongings, but there are a number of private storage providers available to offer this service. You will need to contact the packing company directly to make arrangements in line with their storage and shipping options and make payment with them directly.

Please note that arrangements will be made between the student and the storage company and as such, the University does not hold any liability. Information about companies offering this service can be found on our accommodation web page.

If you are using a storage company to pack and store/ship your belongings you must ensure that written consent, giving them access to your room, is given to the company. You must also complete the online form booking an arrival date/time for the storage company. Please ensure that you have contacted the storage company in advance to find out dates/times when they are available before completing the online form. Where possible storage companies will be given priority for the booking slot. On arrival, the company will need to produce an order number and a copy of written consent.

3. WHEN CAN I COME AND COLLECT MY BELONGINGS?

The Campus will be open for the collection of belongings Monday 8 June – Friday 12 June and Monday 15 June – Friday 19 June.You will not be able to collect belongings on Saturday 13 or Sunday 14 June.

4. CAN I ARRIVE AT ANY TIME OR DO I HAVE TO BOOK A TIME SLOT?

To assist in the management of social distancing, traffic levels and to ensure access to your accommodation is available, you MUST complete the online form to book an arrival time. If you do not notify us in advance of arriving, you may not be able to access your accommodation and you may be asked to leave and return at another time once you have completed the form.

5. WHY DO I NEED TO BOOK A TIME SLOT?

We are asking you to book a time slot to assist with traffic and social distancing. Please only remain on campus for the time it takes to pack up your belongings and clean your room.

6. WILL THE RECEPTION BE OPEN?

You will only be able to book a time to collect your items when our receptions are open and we are unable to allow access outside of these times. Even if you have your fob/key you MUST report to the reception when you arrive on site to assist with social distancing and traffic management. 

7. I STILL HAVE MY FOB – WILL IT WORK?

Even if you have your fob/key you MUST report to the reception when you arrive on site to assist social distancing and traffic management. If you are collecting belongings from Yeo, Teign, Lydford and Christow your student issued fobs have been disabled.

8. WHAT SHALL I DO WITH MY KEY/FOB?

Please return your key/fob to your reception. Please note that fobs/keys issued on the day should not be kept overnight. Failure to return fobs/keys will result in a charge.

9. CAN I BRING MY FAMILY/FRIENDS TO HELP WITH THE PACKING?

Due to social distancing requirements, we will only be able to allow the student and/or 1 other person from their household to come on to site to collect items.

10. CAN I STAY OVER NIGHT?

You will NOT be able to stay overnight in the accommodation.Please consider this when making your journey as if you are travelling a long distance, you may prefer to book a packing & shipping/storage company. This is in line with gov.uk guidelines, for further information see point 1.9 https://www.gov.uk/government/publications/coronavirus-outbreak-faqs-what-you-can-and-cant-do/coronavirus-outbreak-faqs-what-you-can-and-cant-do 

11. CAN I ASK MY FRIEND TO COME AND COLLECT MY BELONGINGS?

Students who wish for someone (friend/family of student) to collect their belongings on their behalf must still book via the online form and provide written permission which the person collecting belongings will need to bring with them. Photo identification will also be needed. The fob/key will need to be signed out from Reception. The fob/key must not be kept overnight.

12. CAN I COLLECT MY POST?

For Lafrowda, St Germans, Rowe, Birks & Duryard residences, please collect your post from the reception when you register on the day. For all other residences any received parcels/post will have been put in your bedroom for your convenience

You will need to ensure that all further post and/or parcels are delivered to your new address, as we will not be able to continue to hold post for you after you have collected your belongings. Any post or parcels received will be returned to the sender.

13. WHAT SHALL I DO ABOUT THE SAFE IN MY ROOM?

If you have a safe in your room please do not forget to collect the contents and leave the door open. 

14. I HAVE A BIKE ON CAMPUS - CAN I LEAVE IT IN STORAGE?

If you have a bike please make arrangements to take it home with you as there is no storage available on campus.

15. I HAVE SPORTS EQUIPMENT TO COLLECT

Please ensure you complete the question about sports equipment when filling in the online form to book your collection slot. For further information or to book a time to collect your equipment contact auadmin@exeter.ac.uk

16. WHAT ABOUT KITCHEN ITEMS?

Unfortunately, the University is not able to store any items left in kitchens. Any items remaining after 20 June will be collected and offered as part of the Student Re-Use scheme or given to charity.

17. HOW DO I RETURN MY LIBRARY BOOKS?

All buildings on campus are closed. Please take your library books to the residence reception and leave them in the signposted area; these will be returned to the library on your behalf. If you are unable to return to campus, please refer to the library website for further information on how to return your outstanding books.

18. CAN I MEET UP WITH A FRIEND?

No, we ask you to refrain from social gatherings due to social distancing rules which are still in place. The purpose of your visit is solely to collect your belongings and therefore face-to-face interactions with other students must be kept to a minimum. 

19. WHERE IS THE ON LINE FORM I NEED TO FILL OUT?

The online form is available Here

 

Information for students staying in University accommodation

Yes, you will be able to remain in accommodation under the current Terms and Conditions, however, as the current situation develops we may need to adjust our service levels and will advise you in advance if this is the case. 

We are continually reviewing our procedures based on the latest government and Public Health England (PHE) advice. 

As of Monday 30 March, our current service levels for residences where the contract has been issued by the University are:

  • Cleaning: Current residents will be contacted locally about cleaning schedules being re-introduced. If you have any queries please contact your residence reception about services. We ask that whilst staff are within your accommodation please always observe the 2 metre social distancing and wherever possible avoid using communal areas whilst they are being cleaned to ensure everyone stays safe. Our cleaning pages may help you to plan your cleaning routine. We strongly advise you to maintain the cleanliness of your kitchen and living areas and are happy to provide you with bin bags and cleaning products to help. Please contact your residence reception and we will arrange to deliver those items to you.
  • Laundry: Access to laundrettes is as normal but please respect social distancing when using.
  • Reporting Faults: Faults should be reported as normal but please note there may be a delay in general faults due to staffing levels. All urgent jobs will be attended as soon as possible.
  • Residence Life Team - see support section below for more details
  • Receptions are operating reduced opening hours. Please visit the residence receptions webpage for more information.
  • Post and parcels can be collected from designated receptions. Please visit the residence receptions webpage for more information. 

If you are resident in one of our nominated properties (NorthfieldNorthernhay HousePoint ExeThe Printworks or Clifford House), our partners will update you with any changes to the service levels they provide to you. 

Residence Reception

Our residence teams are here to support all of our residents. Some of our residence receptions will remain open but we may reduce opening hours however, our Estate Patrol will be available 24hours; 7 days a week.

We will continue to monitor all of our residence team email addresses and respond to your queries.

Residence Life Team

After the Easter vacation, our Mentors and Team Leaders will still be available for support but we hope you can appreciate that, under the current circumstances, it is no longer appropriate to offer home visits to those students still resident in Exeter. Instead the team will be offering our support by email and telephone and will also offer the opportunity to get in touch via skype or Microsoft Teams if that would be helpful. We hope this will be a good resource for any residents as we are now all mandated to practice social distancing and follow the government’s stay-at-home guidance.

Please contact the team if you would like support or guidance, and we can discuss with you how best to interact with us. Please email the team and we will get back to you as soon as we can.

Wellbeing and Welfare Service Teams

During these uncertain and challenging times, our Wellbeing and Welfare Services Teams are here to support you, and will do whatever they can to continue to offer you help and advice whatever your circumstances. If you’d like to speak with the Wellbeing Team, please email wellbeing@exeter.ac.uk and they will respond to your enquiry promptly - by phone or via other arrangements depending on your circumstances.

If you already have a pre-booked appointment and haven’t yet heard from us, our team will be in touch to make arrangements to contact you

Welfare Advisors in Colleges are available to help as usual. Although they not working on campus at the moment so can’t hold face-to-face meetings, they are fully available for any concerns or queries you may have. Please get in contact with your Welfare Advisor by email to discuss your needs.

We know that the current situation may sometimes feel overwhelming or distressing, and you might feel lonely and cut off from those you love or care about. Please take time to look after your mental health and wellbeing.  

Please also be aware of the useful contact details below:

  • For telephone or online support, you can contact Wellbeing on 01392 724381 or email: wellbeing@exeter.ac.uk. The Wellbeing Services web page contains lots of useful information and resources
  • For questions about your academic study including assignment submissions, exams and mitigation, please contact your Hub Info Point
  • For any welfare concerns relating to your studies, contact your Welfare Advisor 

Who should I contact in any emergency outside of office hours?

If you are experiencing any immediate concerns and/or it is outside office hours, then help is available for you. Please note that many services have moved to telephone/online help at this time during the coronavirus outbreak, to help reduce the risk of the coronavirus spreading, whilst maintaining support for you:

  • University Estate Patrol: 01392 723999
  • The Samaritans free on 116 123, or email jo@samaritans.org
  • The Moorings, Exeter: Tel: 07990 790920 (they are available 6pm - midnight, every night including holidays, out of hours mental health support, no appointment or referral needed)
  • Student Minds, the UK’s student mental health charity, have a range of resources related to Coronavirus and a national newsletter you can subscribe to.
  • Mind also have a range of Coronavirus advice and wellbeing guidance

Yes, your charges will remain on your account with the current due dates. 

Please check your on-line contract for your current end date. If you need accommodation after the end of this contract, we will be able to offer you accommodation however, if government restrictions on movement have been lifted, we may ask you to move to another residence.

We are currently looking at the accommodation options for the period after the end of your current contract and hope to provide an update by Friday 8 May.

You will need to vacate the accommodation and remove your belongings at the end of your contract period unless you make prior arrangements with us.

Currently, the final date for residence for contracts issued for summer 2020 is Saturday 5 September 2020 however, we will continue to monitor the situation and advise nearer the time whether accommodation is available after that date.

If you decide that you wish to leave your accommodation at a later date but before the end of your contract period, please submit a form to advise the accommodation team of your departure date. This will need to be on or after the date of submission of the form and will not be backdated. We will then make the arrangements to terminate your contract and arrange a refund from the date you advise us that you wish to terminate your contract. 

Applying to cancel my contract and receive a rent rebate

If you have left the University accommodation we will release you from your accommodation contract with us (or arrange for you to be released where you are in University of Exeter nominated accommodation) without any charges (subject to our right to claim damages in the event that you have breached any provisions of your contract before the date on which you are released, e.g. because you have damaged your room). 

You can request to be released even if you have belongings in the room as long as you are no longer living in the accommodation. Please indicate on the form that you would like the apply for the rent rebate and indicate the date you will be leaving the accommodation. We will then confirm for the date of termination and arrange for you to be released from your contract without any charges if you choose to leave University accommodation due to the current situation. 

We will make the adjustments to your student account to reflect this.  

If your contract is with one of our partners and you have paid a damage deposit this will be dealt with separately in accordance with the terms and conditions regarding holding deposits. 

We will begin processing requests to end contracts from the week commencing 6 April 2020. Once we have processed your request you will receive an email which will outline the next stage. 

At this point, your details will be passed to our Finance team or nomination partners for them to process any refund due to you. They will arrange to refund any money due to you within 28 working days.

After you have received the confirmation email, if you have any further questions about any refund due please log an enquiry via SID Online if your contract was issued by the University.

If you are resident in one of our nominated properties (NorthfieldNorthernhay HousePoint ExeThe Printworks or Clifford House) and have any queries about any refund due, please contact the team at your residence directly.

This will be a large task so we do ask for your patience whilst we process your request and arrange any refund due. This will take at least 28 days from the date that our Finance or nominated partners are inform by the Accommodation team.

If your contract is with the University of Exeter and you have rent due at the beginning of May for period 3, you will not need to make this payment. We will process any refund due for previous payments received once your student account has been credited for the period after your contract is terminated.

If you are resident in one of our nominated properties (NorthfieldNorthernhay HousePoint ExeThe Printworks or Clifford House) and have any queries about your payments, please contact the team at your residence directly.

Mail and parcels are being held with residence receptions at this time. You will receive an email or notification as normal when a parcel has been delivered for you.

If you were expecting something urgent then please contact your residence reception to see if you have mail/parcels being held for you. The reception can bundle these together for you and you can then arrange for a courier to collect these for you and redeliver to your chosen address. This would be at your own expense.

Please ensure that if you have left your accommodation, you change the default delivery address that you have registered with online stores such as Amazon.

Plans are being discussed for the onward transmission of mail should it not be collected/not be possible to collect by the end of the summer term, and we will communicate any process with you.

If you are resident in one of our nominated properties (NorthfieldNorthernhay HousePoint ExeThe Printworks or Clifford House), please contact your residence reception directly as their process may differ.

Once the government restrictions on movement have been lifted, please make arrangements for your key/fob/card to be returned to your residence reception by recorded delivery and in a padded envelope to ensure they arrive safely.

Please return your keys even if you have belongings in your room and we will arrange access to the room if you come at a later date to collect them. Before planning your journey to collect your belongings please confirm with our residence reception opening times and email them to confirm how you can gain access.

Once the government restrictions on movement have been lifted, if you have ended your contract but decide to return to the University, we will be able to offer you accommodation however, this may not be the room you had previously been allocated to.

You will be able to return to your room to collect your belongings, but if you wish to reside in accommodation you may need to relocate to another room and/or residence.

You should log a SID enquiry at least 2 working days before you wish to return so that we can assess the situation at that time and advise you where we can offer you accommodation. Please ensure you advise us of your expected date of return and how long you require accommodation for.

Before planning your journey to Exeter to take up the accommodation, please confirm with our residence reception opening times and email them to confirm how you can gain access.

I am currently staying in private accommodation

Students living in privately-owned accommodation are advised and encouraged to speak to their accommodation provider directly. Unfortunately we cannot reimburse any losses for students in contract with a private provider.

The University's Coronavirus webpage has detailed information for those students who have a contract with a private provider or landlord in the City and the Guild of Students Advice team have a Coronavirus FAQ section.

Further information and advice is also available on the COVID-19 and renting Government webpages.

The Government has given advice about isolating if you live in shared house or private halls on their residential accommodation webpages.