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Damage Policy
Student Damage Policy
Purpose Statement
Our policy is designed to safeguard the quality and longevity of our accommodation whilst promoting accountability and responsible behaviour among residents. This policy outlines clear guidelines for addressing damage to ensure consistency in our approach to residents and their guests.
Applicability and Scope
The policy applies to all residents in University-owned accommodation, as well as their guests. It extends to all shared areas and bedrooms and includes, but is not limited to, furnishings, fixtures, appliances, and structural components.
What is Damage?
Damage, as defined within this policy, encompasses any harm, alteration, or deterioration incurred to our property. This includes accidental damage, malicious damage caused by negligence or improper use of facilities, and damage due to a failure to maintain cleanliness. It excludes damage caused by the University, its employees or agents and allows for fair wear and tear.
Our Responsibilities
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to ensure that the contents in your room and in the shared areas are in good condition at the start of your tenancy
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to allow for fair wear and tear
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to keep the accommodation and its contents in reasonable repair and to replace items at the end of their useful life
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to carry out inspections and identify any unreported damage
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to investigate reported incidents of malicious damage
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to repair any damage to our accommodation where appropriate
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to provide an inventory within seven days of your arrival
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to notify you of any damage and subsequent charges within six weeks of your departure
Your Responsibilities
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to check any area that you have contractual responsibility for, noting any damage or missing items on your inventory
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to return your completed inventory to your reception within seven days of receipt
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not to cause any damage or to remove any contents from your accommodation
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to keep your accommodation clean and well maintained
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if you become aware of the need for repair or maintenance, to report this to us promptly
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to familiarise yourself with and adhere to this policy and the work of the Student Behaviour Team and University Student Behaviour policy
- to familiarise yourself with the terms of the contents insurance provided and included in your accommodation
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to seek clarification from a member of Accommodation Services Team, about any aspect of this policy as required
When Damage Occurs
If we identify damage in your bedroom, flat or in the shared areas, we may claim from you compensation for recovery of this damage. It is important to be aware that all fixtures, fittings and soft furnishings are manufactured to a higher specification than those found in a domestic environment and have a higher cost of replacement. A guideline of standard compensation for recovery is provided in Appendix 1 of this document.
We will allow for fair wear and tear when collecting compensation for recovery of a repair or replacement items. A depreciation cost, equivalent to 10%, is applied to the replacement cost of all carpets and soft furnishings which are over one year old, up to a maximum of 10 years (100%). Where a carpet or soft furnishing is more than 10 years old, you will only be required to pay compensation for recovery for the labour element of the replacement. Where a repair can be carried out, you will be required to pay compensation for recovery of the full cost of the repair.
How much we will charge you depends on where the damage occurred:
Bedrooms
In cases of accidental damage, where there is no gross negligence, your liability will be capped at £5,000. This limit on liability does not apply in cases of damage caused deliberately or by gross negligence.
Shared areas
Where damage occurs in a communal area where an individual claims personal responsibility or is found to be responsible following an investigation, we will claim compensation for recovery from you for the full cost of damage caused up to a maximum of £5,000. If we cannot identify those responsible, we will ask the people who have access to those areas to share the cost of us cleaning and/or making good.
Repairs
All property repairs will be undertaken by the University’s Estates & Facilities Team or an approved contractor. You are not allowed and should not attempt to carry out repairs. Replacement furniture and fixtures will be purchased through University approved contractors.
Appeal Procedure
If you wish to appeal a compensation for recovery charge, you must do so within 21 days of receipt of an invoice being raised. This must be in writing and addressed to an Assistant Manager at your accommodation and should specify the grounds for appeal which may be one or more of the following:
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procedural irregularity
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bias or prejudice
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excessive or inappropriate request of compensation for recovery
The appeal will be considered initially by an Assistant Manager who will decide whether there is a case. If there is a case for appeal, this will be considered by a panel, consisting of the Operations Manager and a University Manager from outside of Accommodation Services, who will confirm, amend, or dismiss the original request of compensation for recovery. Where the appeal has been dismissed, there shall be no further appeal within the University.
Definitions
Certain words and phrases used in this policy have the meanings given to them here.
Accidental Damage: any harm or destruction caused unintentionally, often resulting from unintended events such as spills, drops, or mishandling. It is not deliberate and typically occurs without malicious intent.
Compensation for Recovery: conditions under which an individual or group will be charged a fee for damage they have caused to property, equipment, or assets belonging to another party.
Malicious Damage: (also known as vandalism or intentional damage) any harm caused deliberately with the intent to damage, deface, or destroy property or assets. It involves deliberate acts aimed at causing harm to the property or individuals.
Room: the accommodation that we will make available for your exclusive use during the Tenancy Period.
Shared Area: the parts of the building that are for use by more than one occupier. Shared Areas within a flat are for the shared use of the people living in that flat. Shared areas outside a flat are for the shared use of the people living in the building.
We/us/our/ours: Newcastle University which is the landlord of the accommodation.
You/your/yours: the person who has agreed to take a tenancy in our accommodation.
Replacement costs*
Kitchen and Communal Areas
|
Item |
Cost |
|
Microwave |
£60.00-£73.00 |
|
Kettle |
£10.00-£23.00 |
|
Toaster |
£10.00-£26.00 |
|
Fridge/freezer |
£395.00 |
|
Under-counter fridge/freezer |
£185.00-£190.00 |
|
American fridge freezer |
£469.00 |
|
Hob/oven/cooker/combination microwave |
£127.00/£189.60/£433.00 |
|
Freestanding cooker |
£260.00 |
|
Stove guard |
£355.00 |
|
Air fryer |
£85.00 |
|
Washer dryers |
£325.00 |
|
Cupboard door |
£29.00 |
|
Worktop |
£103.00 |
|
Sink |
£160.00 |
|
Breakfast bar stool re-cover/replace |
£90.00 |
|
Dining table |
£479.00 |
|
Dining chair/bench |
£171.00/£178.00 |
|
Coffee table |
£130.00 |
|
Modular corner seating unit |
£420.00 |
|
2 seat sofa replace |
£525.00 |
|
3 seat sofa replace |
£740.00 |
|
TV |
£179.00-£359.00 |
|
Shower screen door |
£100.00 |
Bedroom
|
Item |
Cost |
|
Desk chair replace |
£256.00 |
|
Easy chair replace |
£180.00-£320.00 |
|
Office style chair replace |
£296.00 |
|
Bed – single/double/7ft |
£103.00/£148.00/£248.00 |
|
Calder divan zips beds per pair |
£244.00 |
|
Mattress replacement |
£103.00 |
|
Laptop table |
£120.00 |
Miscellaneous Items
|
Item |
Cost |
|
Lift mirror |
£1932.00-£2665.00 |
|
Vacuum cleaner |
£130.00 |
|
Ironing board |
£25.00 |
* This list is not exhaustive. These costs exclude VAT, administration charges and compensation for recovery and do not account for depreciation. Costs listed are for guidance only as prices may vary depending on the make and model specific to your residence, and the cost at the time of purchasing.
|
Version |
Date of Amendment |
Brief Description |
|
May 2024 |
03.07.25 |
Addition of definitions of “Accidental Damage, Malicious Damage and Compensation for Recovery” |
|
May 2024 |
03.07.2025 |
Your Responsibilities - addition of requirement to adhere to requirements of Student Behaviour Team and the University Student Disciplinary Policy. Addition of the requirement to familiarise yourself with the contents insurance policy provided with accommodation. Links added to webpages |
|
May 2024 |
03.07.25 |
Change under Appeal Procedure - days to appeal reduced from 28 to 21 to align with other university appeals procedures |