Allocations Policy Version 1 February 2014

Allocation Policy for September 2014 Intake

The University Allocation Policy for places in University Halls of Residence/Owned Houses
and Private Halls of Residence.
Definitions

Conditional Firm (CF) a Conditional Firm offer means that the University will offer you
a place on a course if you meet certain conditions, which are
usually based on exams results

Clearing a system used towards the end of the academic cycle; if you
have not secured a place at a University, it enables you to
apply for course vacancies
Insurance the offer that you have accepted as your second choice, in
case you do not meet the requirements for your Firm Offer
Unconditional Firm (UF) an Unconditional Offer means that you have met all the
academic requirements and the University is happy to accept
you onto a course
Guarantee
The guarantee of accommodation applies to students for their first year of study providing
applicants:
have made Birmingham City University their first choice
have received and accepted an offer onto a course
live outside Birmingham (over 10 miles from your home address to your place of
study)
have applied for accommodation by 31 July 2014

International Fee-paying Students
We intend to guarantee accommodation to International students (for September 2014
intake) so long as you have been offered and have accepted a place on a course, live
outside Birmingham and have applied for accommodation by 12 September 2014. However,
the choice of accommodation and length of licence available will be limited for applications
received after 1 August 2014 so it is recommended that you apply early. This guarantee will
then extend for the duration of your course so long as you submit your application form for
the following academic year by the deadline date, which for 2015/2016 will be 16 January
2015.

Campus Management and Services
(Accommodation Services)
Allocations Policy Version 1 February 2014
Semester 1 Students
We intend to guarantee accommodation to Semester 1 students at The Coppice (for
September 2014 January 2015 intake) so long as you have been offered and have
accepted a place on a course, live outside of Birmingham and have applied for
accommodation by 5 September 2014.
Allocation Process
Priorty is given to applicants who:
(a) hold an Unconditional Firm offer (UF)
(b) hold a Conditional Firm (CF) which converts to an Unconditional Firm (UF) following
receipt of exam results or other documentation required by your Faculty
The allocation of rooms to students who hold Unconditional Offers will commence 1 May
2014 and for students who hold Conditional Offers will commence 18 August 2014.
We cannot guarantee your preferred choice accommodation or guarantee single sex
accommodation as places are subject to availability. Please note that we cannot prevent
people of the opposite sex visiting or staying overnight in single sex accommodation.
We will endeavour to accommodate you as close to your place of study and/or according to
the accommodation preferences selected on the Online Accommodation Application form,
however this is dependant upon availability at the time of allocating the rooms.
When a room is allocated you will receive an email advising you to go on-line and follow the
instructions given in the email. The email address used will be the one you used to register
on-line when you applied for the accommodation.
All students will be required to accept the offer of the accommodation by a deadline; if you
have not responded within this period the offer will be withdrawn and the room will be re-
offered to another student. UK students will be given 3 days and International students will
be given 7 days in which to accept the offer of accommodation. It is therefore essential that
you keep checking your emails for the email advising of the room offer.
City North Students
Students studying at the City North Campus will be allocated accommodation (as long as
you meet the guarantee) at The Coppice or Oscott Gardens Halls of Residence assuming
this is your first choice.
Conservatoire Students
Students studying at Conservatoire will be allocated accommodation (as long as you meet
the guarantee) at Opal 1 assuming this is your first choice.
Insurance/Clearing Students
We will aim to provide you with a room in University accommodation, depending on the
location of your permanent home in relation to your place of study and the date of your
application. If there are no rooms available we will find you alternative accommodation with
Allocations Policy Version 1 February 2014
a university-approved provider. You must apply through the Online Process if
accommodation is required by 22 August 2014.
Students with Disabilities
We recognise that leaving home for the first time can be a stressful experience for all
students and this may impact on you more if you have a disability or long/short-term health
condition which may be affected by the type of accommodation that best suits your
requirements. If there are medical or mobility factors which have a bearing on your
accommodation needs, it is essential you provide full details and supporting evidence at the
time of application to enable us to allocate appropriately.
If you accept an offer of a course through insurance or clearing we may be unable to meet
all your requirements by the start of your Licence Agreement.
We guarantee that if you have a physical or sensory disability or a long-term health condition
which causes you significant difficulties in your day to day life you will be offered
accommodation for the duration of your course.
If you have a Personal Support Worker who will be enabling you to live independently at
university, we can also provide a room for them. The funding for the rent on the additional
room should normally be provided by Social Services you are responsible for applying for
this funding. If you are entitled to housing benefit, you may also be allowed an amount for
your Support Workers room. If you will need a Support Worker to enable you to live
independently at university, you should contact the Social Services department in your area
as soon as possible. Accommodation can also be adapted to meet your requirements if you
have a disability or long-term health condition.
It is important that you receive the appropriate advice/help in respect of additional
requirements you may have. Please contact Student Services on 0121-331-5588. This will
enable you to get the full advice and guidance you may need before commencing your
course.
We will require any information about the specific adaptions or support that you will require
as soon as possible. You may already have provided this information to Student Services, in
which case, we will require your permission to talk to them about your specific requirements.
A letter or email giving us permission to share information about your individual requirements
with other appropriate University staff to ensure that meet your accommodation
requirements appropriately would be required.
If you have not previously informed us of a disability or long-term health condition we will
require a medical certificate/letter from your own Doctor. If your accommodation
requirements are supported by a medical report and any additional supporting
documentation it would avoid unnecessary delays and help when processing your room
allocation. This must be on letter headed paper or a supporting letter from your counsellor or
Student Services giving an explanation as to why specific University accommodation will be
required.
Allocations Policy Version 1 February 2014
You must also complete an Online Application Form by the deadline 31 July 2014 indicating
that you have a disability or long/short-term health condition and your choice of
accommodation if your application is successful.
If you have any questions regarding suitable accommodation please contact us by email at
[email protected]
Summer Vacation Accommodation
Vacation accommodation is available for students who are studying during the vacation
period 26 June 2015 31 August 2015. Bookings are for a minimum 2 week period.
Information about applying for vacation accommodation will be displayed in detail at Halls of
Residences and on Faculty plasma screens from 2 March 2015 The deadline for receipt of
applications is normally two weeks after this date. Payments for vacation accommodation
are taken in full once students receive their accommodation allocation information which is
sent by email. In order to meet Health and Safety and Conferencing requirements it is likely
students will have to move rooms.
Equality and Diversity
The University operates an Equal Opportunities Policy and, accordingly, Accommodation
Services offers accommodation to students regardless of race, sex, religion, disability or
sexuality. It is expected that students in University accommodation will uphold the principles
of this policy and be tolerant towards each other.
Confidentiality
All information you provide to Accommodation Services about your requirements will be
shared within the team in Campus Management and Services and Student Services as
appropriate.
We undertake not to share this information with anyone else without your permission, as this
would be in breach of your rights under the Data Protection Act.
The Accommodation Services computer database presumes a significant amount of queries
over a considerble length of time, so personal data is retained accordingly.
Private Housing
If you do not want to live in accommodation provided by the University Halls or Private Halls
or if you are bringing your family to Birmingham with you, you may need to consider private
housing that is owned by individual landlords or organisations. This type of accommodation
is widely available and popular with students. The University supports students in finding
accommodation through Birmingham City Student Homes, a student-focused letting agency,
owned and operated by Birmingham City Students Union. They are a non-profitable agency
that only deals with reputable and accredited landlords and aims to offer students reliable,
safe and decent accommodation.