Scape Code of conduct

This Code of Conduct sets out how you are expected to behave whilst living at our Scape sites including the consequences of behaving in a manner not in keeping with this Code of Conduct.

The obligations outlined in this Code of Conduct are in addition to those outlined in the Booking Terms and Conditions.

Please read this Code of Conduct carefully as it is binding on you.

2.1. In this Code of Conduct, we use the following words which have the following meanings (unless otherwise stated):

Accommodation Office means the accommodation office for the Location, as detailed in your Particulars;

Booking Terms and Conditions means the terms and conditions applicable to your reservation and use of the Room, available on the Website;

Check-In Date means the date on which you check-in to the Location, which may be different from the Start Date;

Deposit means £400.00, being a payment we require from you to cover any damage to our property and/or outstanding fees or costs, held in accordance with the Residence Agreement;

DPS means the deposit protection scheme (as defined in section 212(2) of the Housing Act 2004) with which the Deposit is held, as chosen by us;

Duration means the period from the Start Date to the End Date inclusive;

End Date means the date on which you must vacate the Room, as detailed in the Particulars;

Maintenance Manager means the person appointed by the Licensor to act as facilities manager;

Inventory means the list of furniture and contents in the Room as detailed in the inventory given on the Check-In Date (including the items detailed in the Particulars), which must be endorsed by you on the Check-In Date and the date when you vacate the Room;

Location means the site at which the Room is located (being at our Scape Shoreditch, Scape Wembley, Scape Bloomsbury, Scape Kings Cross, Scape Guildford Scape Mile End, Scape Canada Water, Scape Hammersmith, Scape Leeds), as specified in the Particulars;

Particulars means the particulars outlined in Schedule 3 (The Particulars) of the Booking Terms and Conditions, which list the details specific to your reservation and use of the Room;

Partner Institutions means occupants and other users of the Location working for or on our behalf, or in association with us;

Reception means the Location’s reception office;

Residence Agreement means the legal agreement relating to your occupancy of the Room at our Scape Shoreditch, Scape Wembley, Scape Bloomsbury, Scape Kings Cross, Scape Guildford, Scape Mile End, Scape Canada Water, Scape Hammersmith, Scape Leeds sites

Residence Fee means the amount you have agreed to pay for the Room for the Duration, payable in accordance with the Initial Payment and the Instalments (as such terms are defined in the Residence Agreement), as specified in your Payment Schedule;

Residence Manager means the person appointed by the Licensor to act as Residence Manager

Residence Management means together the Accommodation Office for each Location, the Maintenance Manager for each Location and any other such member of staff as may be designated as such by us;

Residents’ Disciplinary Procedure means the disciplinary procedure outlined at Appendix A (Residents Disciplinary Procedure);

Room means the room at our Scape Shoreditch, Scape Wembley, Scape Bloomsbury, Scape Kings Cross, Scape Guildford, Scape Mile End, Scape Canada Water, and Scape Leeds sites which you have contracted for, as specified in the Particulars;

Room Items means those items provided in the Room as detailed in the Particulars and listed in the Inventory;

Shared Items means those items detailed in the Particulars and any other items within the Shared Living Areas provided for use by the occupiers of the Location;

Shared Living Areas means all areas which are provided within the Location for shared use by the occupiers of the Location;

Start Date means the date from which you are entitled to start using the Room, as specified in the Particulars;

Working Days means any day that is not a Saturday or Sunday, Christmas Day, Good Friday or any day that is a bank holiday in England/Ireland under the Banking and Financial Dealings Act 1971;

“we”, “us” or “our” means either:

• Scape Uk Management Ltd;

• Shoreditch Guernsey Opco Limited, trading as “Scape Shoreditch” if your Room is at our Scape Shoreditch site;

• Guildford UK Propco Limited, trading as “Scape Guildford” if your Room is at our Scape Guildford site;

• Bloomsbury UK Propco Limited, trading as “Scape Bloomsbury” if your Room is at our Scape Bloomsbury site;

• Tanatus Developments Limited trading as “Scape Kings Cross” if your Room is at our Scape Thanet Street site;

• Wembley UK Opco Limited, trading as “Scape Wembley” if your Room is at our Scape Wembley site;

• Mile End Guernsey Opco Limited, trading as “Scape Mile End Mile End” if you room is at our Scape Mile End site;

• Hammersmith UK Opco Ltd trading as “Scape Hammersmith” if your room is at our Scape Hammersmith site.

• Quebec Opco Limited trading as “Scape Canada Water” if your Room is at our Scape Canada Water site;

• Leeds UK Opco Limited trading as "Scape Leeds" if your Room is at our Scape Leeds site;

Website means the website which we operate from the URLs: www.scape.com and scape.com.

"you" or "your" means the person who has entered into the Residence Agreement and occupies the Room.

2.2 Interpretation

2.2.1 Headings used in this Code of Conduct are for convenience only and shall not affect the interpretation of this Code of Conduct.

2.2.2 Unless otherwise specified, a reference to a Clause or an Appendix is to a clause in or an appendix to (and forming part of) this Code of Conduct, and a reference to a Paragraph or an Annex is to a paragraph of or an annex to an Appendix.

2.2.3 A reference to a statute or statutory provision is a reference to it as it is in force for the time being, taking account of any amendment, extension or re- enactment and includes any subordinate legislation made pursuant to it.

2.2.4 Any reference to the Location includes a reference to the Room.

3.1 To minimise disruption when residents move into the Location, we operate an arrival scheduling system to ensure check-in is conducted in a controlled and efficient manner. As part of the online reservation process, you will be asked to advise an expected arrival time. We will then confirm your check-in time by email. Where possible we will attempt to co-ordinate the advised check-in time with your estimated arrival time.

3.2 You may check-in at any time between 2pm and 8pm on any day from the Start Date unless advised otherwise in pre-arrival information. Please advise us by email in advance if you are unable to arrive during these times and we shall make alternative arrangements for you.

 3.3 Upon arrival, you must check-in at Reception. As part of the registration process you will be required to:

3.3.1 provide a valid form of identification;

3.3.2 ensure that all necessary payments have been received including your deposit;

3.3.3 accept your Room and post box keys/fobs;

3.3.4 complete arrival forms including your gym form;

3.3.5 read this Code of Conduct and the instructions for the equipment in the Room;

3.3.6 receive information regarding your responsibilities in a shared kitchen (if applicable)

3.3.7 complete the Inventory; and

3.3.8 familiarise yourself with the Location and its facilities.

3.4 It will take approximately 5-10 minutes to process each resident at check-in, and at the peak approximately 45-75 residents per hour may be checked in.

3.5 Parking passes are not available at any of our buildings. Local guides for details of parking and/or loading restrictions surrounding these Locations.

1.4. As with check-in, disruption can occur when a high volume of residents leave the Location at the end of their Residence Agreement. 

1.5. At the end of your Residence Agreement, we ask that at least one week before you leave you inform us of the day you intend to leave and book a check-out time with us online via the Website or via email. Before you check-out, you will be required to arrange an inspection of the Room/shared kitchen (where applicable) with the Residence Management and counter- sign the completed Inventory upon completion of such inspection. 

1.6.Check-out will take approximately 15 minutes and at peak times we will be processing between 12-15 check-outs per hour. 

1.1. For UK residents: Before check-in you will be required to pay the Deposit and register with the DPS in accordance with the Residence Agreement, as outlined at Clause 3.3.3 (Arrival Procedure (Check-In)). In order to register with the DPS, you will be asked to provide an email address and a UK telephone number. You will receive an email from the DPS once registration is completed. Please ensure you keep this email safe as it is required in order to reclaim your Deposit. 

For residents in The Republic of Ireland: Before check-in you will be required to pay your deposit to us. 

1.2. The Deposit will be held in accordance with the Residence Agreement and may be drawn upon in any of the following circumstances (please note the following list is not exhaustive): 

 1.2.1. to clean the Room of any bodily fluids; 

1.2.2 to remove any waste left by you in the Room or the Shared Living Areas; 

1.2.3. to replace or repair the door lock, any fixtures and fittings and/or equipment in the Room/shared living areas; 

1.2.4. to replace or repair any of the Room Items or Shared Items that have either been damaged or removed from the Room or Shared Living Areas; 

1.2.5. to clean the kitchen and/or bathroom/shared living areas; 

1.2.6. to re-paint the Room; or 

1.2.7. to cover the cost of any repair which we deem necessary. 

1.2.8. to cover any outstanding license fees. 

1.3. For UK residents: Any withdrawals from the Deposit requested by us will be notified to you by the DPS at the email address provided at check-in. You will be given a chance to appeal any withdrawals that are made.  

1.4. If a dispute over withdrawals from the Deposit does arise, the DPS has procedures in place for resolving issues that arise without going to court (although they can still be costly and time consuming). 

1.5. You can read more about the tenancy deposit scheme at the following link: http://www.depositprotection.com/documents/tenant-guide-custodial.pdf. 

1.1. Each Room includes: 

1.1.1. a bed with under-bed storage; 

1.1.2. an en-suite bathroom with a shower, toilet, washbasin, heated towel rail and mirrored storage cabinets; 

1.1.3. a kitchenette with an induction hob, fridge, microwave, ; when booked into a studio type room 

1.1.4. an integrated desk, desk chair and storage cupboards. 

1.2. Instruction manuals for the equipment provided in your Room are available on the Scape app and from the  reception team.   

1.3.We do not usually provide linen (including towels, sheets and pillowcases), crockery, cutlery or kitchen equipment, which you will be required to provide yourself. It is important that you purchase fire retardant linen to comply with UK fire safety law. You will also be required to launder your linen yourself. 

1.4. You are able to purchase a variety of accessory packs during the booking process for all of your bedding, linen, kitchen, crockery, cleaning and hospitality needs. Add-on services and other living packs may also be purchased. Information on the contents of all packs and services available can be provided at reception. 

1.7. You will need your personal key fob (provided at check-in) to access the Location and the Room. Doors are unlocked by raising the key fob to the sensor on each door, until a green light signals access. There are sensors in place at every access point to the Location and throughout the internal areas. At some sites a Bluetooth door opening function is in place allowing doors to be unlocked through a mobile phone. 

1.8. For your security, your key fob/phone will be programmed so that it only allows you access to the part of the building where your Room is situated. If you wish to visit friends in other parts of the building, you must be accompanied by the resident who will provide access. 

1.9. If you lose your key fob or if it is stolen, please report this to Reception as soon as possible as the key fob will need to be deactivated. Reception will issue you with a replacement key. 

1.10. If you lock yourself out of your Room, Reception will provide access when they are next able to leave the reception desk. Losing your key has security implications and prevents our team from adequately  

1.11. You can access the Location 24 hours a day – there is no curfew. We do, however, ask you to be mindful of others if you are coming back late and ensure that you do so quietly. 

1.12. We shut the main entrance to the Location at 6:00pm. After this time you will need to use your key fob /phone to enter the building. Should you lose or forget your key fob, please use the buzzer and Reception will let you in. They may ask you to provide identification before they allow you access to the Location. 

1.13. The visitors will be asked to provide an id and complete a sign in form in order to be granted access to the location. 

The following amenities are provided for your enjoyment so please treat them with respect. 

1.1. Reception 

1.1.1. The Reception is staffed 24 hours a day, 7 days a week, 365 days a year all year round  

1.1.2. There are a number of tables and chairs available in this area if you wish to use them. You may also connect to the WiFi network using the same details you would in your Room. 

1.2. Bicycle storage 

1.2.1. Free and secure bicycle storage is available at all Locations. If you wish to store your bicycle, please visit Reception in order to update your key fob with the appropriate access. 

1.3. Shared living areas   

1.3.1. The Shared Living Areas throughout the Location provide comfortable seating and WiFi, in addition to the following facilities: 

• vending machines serving drinks and snacks; 

• a large TV; and 

• a games area

1.3.2. Various games facilities are also available at each location. Please note, these facilities are provided for your entertainment only and your permission to use them may be withdrawn if you do not treat them with respect. 

1.3.3. To ensure that each of our residents has an enjoyable stay, when making use of the Shared Living Areas please be reminded to be considerate and comply with the following: 

• All rubbish is to be disposed of by placing it inside the bins provided. 

• Any spillages or other health and safety dangers should be addressed immediately and should not be left until the next cleaning visit. 

1.4. Shared kitchen and dining areas  

A communal kitchen and dining area is provided at each Location with plenty of work surfaces to prepare food and cooking facilities. 

1.5. Study areas 

Communal study areas with WiFi access, desks and chairs are provided so that you can study in groups or individually. 

1.6. Gym 

1.6.1. A gym is provided at Scape Shoreditch, Scape Wembley, Scape Bloomsbury, Scape Mile End, Scape Guildford and Scape Leeds all of which can be used by all residents of each Location. The gyms are open 24 hours and have a selection of equipment. 

1.6.2. Please exercise caution when using the gym equipment and wipe machines after use. 

1.7. Courtyard garden 

Some Scape locations have a courtyard garden with garden furniture for your use. Smoking is not permitted in these areas and some are closed during quiet hours in the interest of residents and neighbours. For more information ask your reception team. 

1.8. Basketball court/Mini golf (Scape Canada Water) 

A basketball court and mini gold course are available at Scape Canada Water. Equipment can be signed out at reception. An ID card will be requested as a deposit. 

1.9. Laundry 

1.9.1 Our laundry rooms are managed by Circuit Laundry.  

The launderette operates using a cashless system using laundry cards and/or an app. Cards can be purchased on the portal or at Reception for £5. To use a laundry card you need to visit www.circuitcardtopup.com where you can register your card and top up. For further instructions please check with reception. The app is available on the app store/google play and is called ‘circuit laundry’. 

1.9.2. Inside the laundry room there are clear instructions on how to use the machines. If you require any further assistance, please ask at Reception. 

1.9.3. The status of all machines in the launderette can be found at www.circuit.co.uk/laundry-view, which enables you to view online whether your washing is done. You are also able to check if there are any machines free. 

1.10. Cleaning 

1.10.1. You are responsible for cleaning your Room and the bathroom in your room. You must also keep the Shared Living Areas tidy and clean at all times and must not litter in or around the Location. Vacuum cleaners are available for you to use, free of charge, at each Location. You will be asked to provide ID as a deposit. 

1.10.2. Our staff will clean the Shared Living Areas and communal areas, including the corridors, staircases and toilets, every day. 

1.10.3. Residents are responsible for keeping a clean safe and enjoyable space in their shared kitchen (where applicable). This includes disposing of rubbish as soon as the bin is full, keeping surfaces clean, discarding food that has passed sell by/use date and covering/storing food appropriately. Scape team will inspect shared kitchens on a weekly basis.  

1.10.4. We also offer a cleaning service for an additional fee. Pricing and full details of this service can be found on the website. 

1.11. Insurance 

1.11.1. In accordance with the Residence Agreement, we accept no liability in respect of any loss, damage or theft of your personal belongings and equipment. You are therefore strongly recommended to obtain adequate insurance to cover your personal belongings and equipment while staying at one of our Locations. 

1.11.2. Endsleigh specialise in student insurance. Please visit www.endsleigh.co.uk for more information. 

1.12. Internet 

The internet service is provided by a 3rd party, contact the reception for details.

1.13. Mail and parcels 

1.13.1. All mail delivered to the Location will be sorted by us and placed in your post box; the key to which you will be given at check-in if you are in a studio, and kept at reception if you are in a shared flat. Larger items will be signed for you and held at Reception for you to collect. You will receive notification either through the app or by email that they have arrived. 

1.13.2. Proof of identity must be shown on collection of parcels. 

1.13.3. This service has been provided for residents at no extra cost, therefore the use of this service is at the residents’ own risk. Scape cannot accept liability for any parcels that do not arrive, damages or losses incurred. 

1.13.4. Any mail that arrives after your departure will be returned to sender, unless you have made alternative arrangements with us before you leave. 

1.13.5. The reception team at Scape Bloomsbury are able to accept/store parcels for residents at Scape Kings Cross 

1.13.6. Residents should ensure their room number is listed in their address 

1.13.7. We cannot accept food deliveries. Residents must be present to receive these.  

1.1. Guests 

1.1.1. You are permitted to have a guest at the Location; however, you will be responsible for any visitors whilst they are on the premises and accept all liability for any damage or disruption they may cause. For fire and other safety reasons, all guests must be registered with Reception. Guest will be asked to show ID when signing the visitors log   

If you wish to arrange for a guest to stay overnight, this must be notified to Reception and approved by Residence Management. Any overnight guests must provide ID and be registered with Reception and must be in your presence at all times. All guests must be over 18 years old and are permitted to stay for a maximum of 1 week/7 consecutive nights in 1 month.    

If your guest has any special needs that mean they may require assistance in the event of an evacuation, this must be noted when registering your guest so that we can carry out a Personal Emergency Evacuation Plan and/or ensure your guest can safely reside in the building whilst visiting residents.    

1.1.2. All non-residents must leave the Location by 11pm, unless they have been permitted to stay overnight in accordance with Clause 9.1.2. No guests will be permitted in the common parts of the Location, the restaurants or Reception after 11pm and before 7am. 

1.1.3. Where a guest is found to be in breach of the standards of behaviour expected and as detailed in the Residents Disciplinary Procedure, the guest will be excluded from the Location permanently, and the resident responsible for the guest will be subject to the Residents Disciplinary Procedure as if they had committed the breach of discipline themselves. 

1.2. Parties or meetings 

You are not permitted to hold parties or meetings of more than ten (10) people anywhere in the Location without the express, prior consent of the Residence Management. The team reserve the right to decide to discontinue a meeting/party if they deem it disruptive to the building or residents. 

1.3. Noise 

Between the hours of 11pm and 7am we operate a ‘quiet hours’ policy. We ask, and will remind you where necessary, to keep noise down within the Location and around and about the site. Please also respect and be considerate to our neighbours at all times. 

1.4. Animals 

There will be no animals, except assistance and guide dogs, allowed in the Location. 

1.5. Theft 

1.5.1. We take theft very seriously. If you suspect theft has occurred, please report this to Reception as soon as possible, where the suspected incident will be reported to the local police station. We will support the police in any way we can. 

1.5.2. In accordance with Clause 8.9 (Insurance), we accept no liability in respect of any loss, damage or theft to your personal belongings and equipment. 

1.6. Respect 

1.6.1. We expect you to treat other residents, our staff, Partner Institutions, members of the local community and other users of the building with respect at all times. Any physical or verbal abuse of such persons will not be tolerated. 

1.6.2. Where a resident or other building user is found to be in breach of the standards of behaviour expected and as detailed in the Residents Disciplinary Procedure, the Residents Disciplinary Procedure will be used to sanction the offending person. 

1.7. Equality and Diversity 

1.7.1. Scape is a multicultural and diverse community and does not tolerate any actions of direct or indirect discrimination, harassment or victimization on the basis of sex, gender, age, disability, sexuality, religion or belief towards any other residents or members of the Scape team. 

1.7.2. Where a resident or other building user is found to be in breach of the standards of behaviour expected and as detailed in the Residents Disciplinary Procedure, the Residents Disciplinary Procedure will be used to sanction the offending person. 

1.8. Student support team 

1.8.1. Each Location has its own student support team, lead by the management team, who help to ensure that all members of the Scape community get along, and to see that positive relationships are maintained with the local community. Where necessary, members of the student support team may also address residents if these values or principles are being undermined by unacceptable actions or behaviour. 

1.8.2. The student support team are here to provide you with any support, assistance and guidance you require whilst staying with us. This includes an awareness of what to do in an emergency, alertness to residents in difficulty and providing front line support, along with referral onto your University or the local community as appropriate. 

1.8.3. Please enquire at Reception for contact details of your student support team or refer to The Student Handbook.  

1.9. Smoking 

1.9.1 We operate a zero-tolerance policy on smoking and vaping anywhere in the building or in our outdoor spaces. If you wish to smoke, please use the designated smoking areas provided outside. If unsure on where this is, please enquire at reception. 

1.9.2. You are also reminded that it is illegal in the UK and Ireland to smoke in shared or public areas which means that smoking is not permitted in your Room, the reception areas, lobbies, common rooms, corridors, stairwells, restaurants, bike sheds and bin stores. 

1.9.3. Residents who smoke in breach of this no-smoking policy will be subject to disciplinary action in accordance with the Residents Disciplinary Procedure. It is considered a very serious matter that could result in the end of your tenancy.  

1.10. Illegal drugs and other illegal substances/substance misuse 

1.10.1. We also operate a strict no drugs policy and have zero tolerance on the possession, use, production or distribution of illegal drugs and other illegal substances within our Locations. 

1.10.2. Where a resident or other building user is found to be in possession of, or using, any illegal drugs or other illegal substances, they will be considered to be in breach of the standards of behaviour expected and as detailed in the Residents Disciplinary Procedure. The Residents Disciplinary Procedure will be used to sanction any offender. 

1.10.3. Where a guest is found to be in possession of, or using, any illegal drugs or other illegal substances, then the guest will be excluded from the Location permanently, and the resident responsible for the guest will be subject to the Residents Disciplinary Procedure, as if they had committed the breach of discipline themselves. 

1.11. Health and safety 

Health and safety is a priority of ours and all residents and users of the Location are asked to read the health and safety information provided throughout the building. To ensure that the Location remains safe, we ask residents and other users of the building to abide by the following: 

1.11.1. do not prop open doors and always ensure the door to your Room is shut properly when leaving; 

1.11.2. do not allow anyone to follow you into areas protected by key fob access; 

1.11.3. never lend your key fob/keycard/phone to others; 

1.11.4. if you lose your key fob/keycard/phone, report this to Reception straight away; 

1.11.5. do not bring or keep any dangerous, flammable or explosive materials (including candles and incense sticks) or weapons in the Location; 

1.11.6. do not bring any hazardous substances into the building. This includes legal substances obtained for the purpose of (for example) killing pests/insects or strong cleaning chemicals such as bleach. If you need more information, please seek information from the management team before bringing the item into the property. 

1.11.7. do not use deep fat fryers or anything with a naked flame 

1.11.8. e-bikes/e-scooters are not permitted anywhere in the location due to the flammable nature of e-bike/e-scooter batteries. 

1.11.9. The Scape team reserve the right to ask you to remove any item from the premises deemed unsafe or inappropriate. 

1.11.10. do not leave any bicycles, luggage, rubbish or other goods in the corridors, staircases, entrance halls or any other common part of the Location; 

1.11.11. do not hang clothes or fabrics out of the windows or over the doors; 

1.11.12. do not tamper with or disconnect the window opening restrictors; and 

1.11.13. familiarise yourself with the fire evacuation strategy, assembly points and other related issues as detailed in Appendix B (Fire and Related Issues). 

1.12. Emergencies 

1.12.1. In the event of an emergency, please call 999 for the police, fire or ambulance services. Please also let Reception know about the emergency as soon as possible in order that it can be logged in the accident book. 

1.12.2. If you would like to speak to the police regarding a non-emergency issue you can call them on 101 or log a case online at www.police.uk 

1.13. First aid

Please contact Reception for staff members who are qualified to offer first aid treatment. A first aid kit is kept at Reception and is fully stocked at all times. 

2.1. At times, authorised staff or nominated representatives may need to inspect the Location and your Room as necessary to: 

2.1.1. ensure compliance with regulations; 

2.1.2. inspect the condition of furniture, fittings and decorations; 

2.1.3. carry out repairs; 

2.1.4. undertake work concerning the structure or other aspects of the building; and/or 

2.1.5. clean your Room. 

2.2. Whenever access to your Room is required, we will attempt to give you reasonable notice. In exceptional cases, however, and in emergencies involving health and safety concerns, we will not be required to give notice. 

2.3. Where you are given notice that your Room will be cleaned, you must leave window- sills, tables and floors clear. 

2.4. Please note, whenever staff and contractors access your Room, they are bound to close any fire door that is left open and to lock the door to the Room. They will also switch off any equipment that will unnecessarily impact the environment.  

3.1. Security 

Our Locations (except Scape Kings Cross) are staffed 24 hours a day for your safety and security. Scape Kings Cross is supported remotely by the team at Scape Bloomsbury. We also operate 24-hour CCTV surveillance which is monitored by our security staff. Cameras cover all common areas, including the corridors, entrances and the perimeter of the building. 

3.2.1. Any maintenance issues you have should be reported via the Scape app. When reporting any issues, try to describe the fault as clearly as possible. You will be asked to indicate to us whether you are happy for us to attend your room in your absence. Bear in mind that permission to enter your room may speed up the process of resolving the issue. 

3.2.2. Once reported, your maintenance issue will then be prioritised and addressed by the on-site maintenance team within the time frames specified at Clause 3.3 (Response times) below. You will receive an update on the portal once the issue has been resolved. Please contact Reception for any updates regarding the issue. 

3.2.3. We will try our best to address all maintenance issues within the time frames specified below; however, some issues may take longer if materials or external specialist contractors are required. If this is the case you will be notified within two (2) Working Days through the portal and/or by notices posted around the Location. 

3.3. Response times 

3.3.1. Urgent/emergency issues – within four (4) hours 

This includes (but is not limited to) power cuts, floods, loss of cold/hot water or heating supply, or infestation. 

3.3.2. Not urgent but essential repairs – within two (2) Working Days 

If an external specialist contractor is required, it may take longer to solve the issue and you will be kept informed of the progress of the repairs. 

3.3.3. General maintenance – within five (5) Working Days 

Our maintenance team will endeavour to rectify these issues sooner where possible. 

3.4. Electrical safety 

3.4.1. You must not overload electrical sockets as this is very dangerous and can result in a fire. The use of multi-way ‘cube’ adaptors is forbidden. The number of sockets provided in the Room and the kitchenette should be adequate for regular use. 

3.4.2. If you have any electrical items that are not compatible with UK voltage (240V) (230V Ireland), you must purchase and use a voltage adaptor. Without one you may trip the fuses serving your Room, resulting in a loss of power supply. 

3.4.3. The desk plug sockets provided are not suitable for high voltage electrical items (e.g. hair dryers or hair straighteners). These sockets are designed to power items such as TVs, lamps, printers and laptop chargers; however, you should always check that the items you plug in here use a fuse of no more than 3 amps. If you exceed this limit, there is a potential danger to you and you may damage the equipment and end up with a loss of power. 

3.4.4. Please note, the use of portable heating appliances and air conditioners in Rooms is strictly forbidden for health and safety reasons. Any such devices found in Rooms will be removed without notice. 

3.4.5. Please see 1.4.8 for our policy on e-scooters and e-bikes. 

3.4.6. To ensure your electrical items are safe to use, a member of our maintenance team may check and certify them. We will notify you of the date and time that this will take place. 

3.4.7. If you require additional information on electrical safety, please contact Reception.

4.1. The Residents Disciplinary Procedure applies to all residents staying at our Locations. 

4.2. This Residents Disciplinary Procedure will normally be applied in respect of alleged resident misconduct occurring in, or in the vicinity of, the Location. However, we also reserve the right to take disciplinary action against a resident in respect of any misconduct, wherever it may have taken place, whenever that misconduct: 

1.a.12. jeopardises or damages our good name or reputation, and/or the good name or reputation of a Partner Institution; or 

1.a.13. raises questions about whether the resident concerned should remain a resident because he or she poses a danger to other residents, students, staff, or to the good order of the Scape community as a whole. 

4.3. Partner institutions 

1.a.12. Students undertaking courses at one of our Locations through a Partner Institution but not residing at the Location will normally be subject to the disciplinary procedures applicable at the Partner Institution. 

1.a.13. Should any instances of misconduct occur whilst a student from a Partner Institution is in attendance at a Location then the Residence Management shall liaise with the Partner Institution in determining whose procedures shall be applicable. 

1.a.14. The Partner Institution shall notify us of the outcome(s) of any disciplinary process for cases of Gross Misconduct (as defined under the Residents Disciplinary Procedure) in respect of students not residing at one of our Locations. 

4.4. The Residence Management offers advice and guidance to residents on the operation and application of the Residents Disciplinary Procedure. Staff in the Residence Management can be contacted by going to reception. 

4.5. Please see Appendix A (Residents Disciplinary Procedure) for more detailed information on how the Residents Disciplinary Procedure is enforced. 

5.1. Recycling bins are provided at some Locations where you can recycle your plastics, aluminium, paper, cardboard and glass. Sometimes we will work with charitable foundations to assist residents with discarding unwanted items in a sustainable fashion. 

5.2. In each Room there are bins for general waste and for recycling. You will be expected to take the waste you generate to one of the refuse storage or bin chute areas where collection bins will be located for both general and recycled waste. This should be done regularly, and waste should never be kept out of a bin. This applies as a joint responsibility in shared kitchens. 

5.3. Improper discarding of waste (e.g. corridors, public spaces, allowing waste to build up and be stored outside of a waste bin) is considered antisocial and poses a fire risk and therefore will be dealt with according to the resident disciplinary procedure.  

6.1. We are committed to providing an efficient, effective and courteous service for all our residents. We strive to provide this service at all times but we recognise that occasionally things can go wrong. Our complaints procedure aims to provide any resident who is unsatisfied with the service they have received with an easy and effective means of rectifying the situation. 

6.2. Complaints can be raised by contacting Reception in person (who will then ask you to relay your complaint via email and will make their own notes to pass to the relevant team member to assist you) or by emailing info.uk@scape.com.  A representative from the Residence Management will respond to your complaint within five (5) Working Days of receipt of your complaint. We will attempt to resolve all complaints fairly, consistently and promptly. 

6.3. We actively seek your feedback on how we can improve our services. If there is any improvement which you feel we can make, please contact Reception and advise your suggestions. Alternatively, you can email us at info.uk@scape.com, or take part in our surveys and focus groups throughout the year. 

1. DEFINITIONS 

1.1. In this Residents Disciplinary Procedure, terms already defined in the Code of Conduct shall have the meanings given to them. 

1.2. In addition, the following terms shall have the meanings indicated: 

Bullying means offensive, intimidating, malicious or insulting behaviour, or an abuse or misuse of power, through means intended to undermine, humiliate, denigrate or injure the recipient;  

Disciplinary Hearing means the hearing which forms part of the Residence Management investigation into allegations of misconduct, which also provides an opportunity for the resident to present his/her version of events; 

Gross Misconduct includes: 

• behaviour that may be physically threatening; 

• a persistent refusal to comply with regulations or with previous penalties applied under the Residents Disciplinary Procedure; or 

• conduct which calls into question a resident’s right to stay at the Location, (see Paragraph 6.3 (Gross Misconduct) for examples of such behaviour); 

Harassment means unwanted conduct affecting the dignity of the recipient, which may be an isolated incident or a series of persistent actions. It may be related to age, sex, sexual orientation, gender re-assignment, race, colour, nationality, ethnic origin, disability, religion or belief, or any personal characteristic of the individual; 

Major Misconduct includes: 

• behaviour of an abusive or threatening nature; 

• actions which compromise the health and safety of other residents and staff; or 

• failure to comply with penalties or verbal warnings previously issued. 

(see Paragraph 6.2 (Major Misconduct) for examples of such behaviour); 

Minor Misconduct includes persistent low level nuisance or disruptive behaviour which causes a disturbance to others or which may impact on health and safety (see Paragraph 6.1 (Minor Misconduct) for examples of such behaviour)   

Residents Disciplinary Committee means the committee convened to hear allegations of Gross Misconduct and appeals against penalties issued for Minor Misconduct or Major Misconduct, comprising at least one member of Senior Management (the Chair) and one member of the Residence Management who have had no prior involvement or knowledge of the case;   

Senior Management means together The Head of Operations and the Head of Facilities and any other such senior member of staff as may be designated as such by us; 

2. PURPOSE AND SCOPE 

2.1. We are committed to being a community in which the views of all our members are treated with respect. We believe that the liberal, critical and democratic values, which we celebrate and seek to encourage in our residents, must also be reflected in our culture as an institution. To that end, we seek to create an environment in which such values may flourish. 

2.2. Annex 1 (The Scape Community: Expectations of Residents and Staff) of this Residents Disciplinary Procedure outlines our expectations of the behaviour to be exhibited by residents and vice versa and sets out the responsibilities that residents and staff as members of the Scape Community have towards each other. 

2.3. Annex 2 (Scape Values and Principles) outlines the fundamental values and principles we believe are essential to creating a harmonious living and working environment and provides examples as to how such values and principles can be demonstrated by you. 

2.4. We are aware, however, that there will be occasions in which such expectations are not met. The purpose of the Residents Disciplinary Procedure is to outline the process for dealing with allegations of resident misconduct as they arise. The procedure also aims to provide clear and unequivocal guidelines for members of our community to deal with instances of unacceptable behaviour and to reassure them that we will support them in challenging resident misconduct. 

2.5. The Residents Disciplinary Procedure is designed primarily to be educative as opposed to merely punitive, by assisting residents in understanding and complying with behavioural standards and facilitating improvements where a resident’s conduct is not appropriate. 

2.6. Residents have the opportunity to respond to any allegations of misconduct and have the right to be accompanied at all stages of the process by a friend for support. As this is an internal disciplinary procedure, a solicitor will not be permitted to represent a resident. Where a resident decides to involve solicitors in relation to an allegation of misconduct, the Residence Management shall determine the appropriate process for handling the matter, which may include referral to our legal representatives. 

3. ROLE OF THE RESIDENCE MANAGEMENT 

3.1. The overall responsibility for the maintenance of residents’ discipline lies with the Residence Management, who has authority to deal with instances of resident misconduct. 

3.2. In particular, the Residence Management has authority to: 

3.3. maintain the institutional policies and procedures relating to resident behaviour; 

3.4. investigate cases of Minor Misconduct and Major Misconduct, and to issue penalties, as appropriate; 

3.5. provide the appropriate evidence in support of cases of alleged Gross Misconduct; and 

3.6. ensure that a standard approach to the consideration of allegations of misconduct is adopted, and that the penalties applied are consistent across the Locations. 

4. ROLE OF PARTNER INSTITUTIONS 

4.1. It is important that alleged instances of inappropriate behaviour are dealt with consistently across the Locations. To this end, the Residence Management shall determine, in liaison with Partner Institutions, the appropriate level at which allegations of misconduct by a student from a Partner Institution shall be investigated, informed by the respective definitions of misconduct contained in this Residents Disciplinary Procedure. 

4.2. In determining a penalty in relation to Major Misconduct or Gross Misconduct, the Residence Management will normally liaise with the relevant Partner Institution. However, the final decision on the penalty to be applied remains the sole remit of the Residence Management. 

5. RESIDENT MISCONDUCT SUBJECT TO OTHER PROCEDURES 

Certain types of resident misconduct may be dealt with initially under procedures other than the Residents Disciplinary Procedure, but may ultimately be referred for action under this Residents Disciplinary Procedure depending on the seriousness and the nature of the misconduct. 

5.1. Residence Agreement 

1.a.5. The Residence Management has authority to deal with misconduct in the Location under the Residence Agreement. 

1.a.6. The types of misconduct that the Residence Management will investigate and issue disciplinary penalties for (as appropriate) under the Residence Agreement will include, largely, breaches of the health and safety regulations and conduct that could lead to damages to the property and room. 

1.a.7. The range of penalties that the Residence Management can issue under the Residence Agreement include: 

• formal and final written warnings; 

• a notice to quit; 

• monetary charges to recover costs incurred as a result of damages or administrative charges; 

• Temporary restrictions such as prohibited access to shared areas.

5.2. Fitness to practice

1.a.5. Residents enrolled on courses leading to a professional qualification, or to the right to practice a particular profession, may have responsibilities over and above those of other residents staying at the Location. Such residents must also ensure that they comply with any professional codes of conduct relevant to their course. 

1.a.6. Where a resident’s alleged misconduct is considered to be contrary to behavioural expectations required by a professional code of conduct and, therefore, has implications for his/her suitability to continue with a professional course, the Residence Management will conduct an initial investigation into the alleged misconduct in accordance with Paragraph 8 (Conduct of Investigation) of this Residents Disciplinary Procedure. Following an investigation, the Residence Management may decide: 

(iii) no further action is required; 
(iii) to issue a disciplinary penalty for Minor Misconduct or Major Misconduct (see Paragraph 10 (Penalties and Outcome)); or 
(iii) (in cases of Gross Misconduct) to refer the matter to the Residents Disciplinary Committee where Paragraph 9.6 (Gross Misconduct) shall apply.

5.3. Misconduct involving residents employed as staff 

Where residents are employed by us as staff, or employed as staff of our agents, allegations of misconduct pertaining to their employment shall normally be dealt with under their terms and conditions of employment. Any misconduct that may have implications for an individual’s status as a resident at the Location will be referred to the Residence Management for investigation under this Residents Disciplinary Procedure. 

5.4. Submission of fraudulent documentation 

1.a.5. Any resident suspected of submitting fraudulent documentation on or after taking up residence will have their Residence Agreement held as an ‘incomplete license’ pending an investigation by the Residence Management. The resident will be asked to provide additional documentation to confirm their details. The matter may also be reported to the police. 

1.a.6. If the police confirm that fraudulent documentation has been used, or if a resident is unable to provide additional proof of their identity or their permits and/or visas, then his/her Residence Agreement will be automatically terminated with immediate effect. 

6. TYPES OF MISCONDUCT 

The following are examples of the type of behaviour which are categorised as Minor Misconduct, Major Misconduct and Gross Misconduct. Please note the lists are illustrative only and are not designed to be prescriptive. 

6.1. Minor Misconduct 

• Non-compliance with regulations or the requests of staff. 

• Non-compliance with ground rules for acceptable behaviour outlined by staff. 

• Addressing staff in an impolite manner. 

• Dropping litter in or around the Location or improper discarding of waste. 

• Continually leaving a mess in external amenities, restaurants, reception, communal areas and the lounge area.

6.2. Major Misconduct

The use of abusive and/or threatening language towards staff or other residents, including Bullying and Harassment. 

• False or malicious allegations made against our staff. 

• Bullying or Harassment of a resident or member of staff via any means of communication. 

• Intentional or reckless damage or defacement of our property or the property of another member of the Scape community. 

• Bringing our reputation into disrepute through noise and/or anti-social behaviour in the local community. 

• Theft of our property (depending on the offence, such misconduct may be categorised as Gross Misconduct). 

• Fraud, deceit or dishonesty. 

• Smoking or vaping in any area of the building and outdoor spaces 

• Tampering with fire equipment (depending on the offence, such misconduct may be categorised as Gross Misconduct). 

• Obstruction or disruption of our processes and procedures, or the roles, responsibilities and activities of members of the Scape community. 

• Conduct which constitutes a criminal offence where that conduct: 

  (iii) took place on our premises; 

  (iii) affected other members of the Scape community; or 

  (iii) damages our good name (depending on the offence, such misconduct may be categorised as Gross Misconduct). 

• Dangerous behaviour

6.3. Gross Misconduct

Dealing in illegal substances. 

• Physical assault on a member of staff and/or another resident. 

• The use of or threat of use of a weapon. 

• A criminal conviction for any of the above, and for offences against the person of a violent or sexual nature. 

• Theft. 

• Non-compliance with a disciplinary investigation conducted by the Residence Management. 

• Non-compliance with a disciplinary penalty issued by the Residence Management. 

• Fraud, deceit or dishonesty in relation to being a student. 

• Malicious activation of fire alarms. 

• Causing and/or making false claims.  

7. REPORTING OF ALLEGATIONS

7.1. Any resident, member of staff or other user of the building is entitled to report allegations of misconduct of a resident. Such reports should be addressed to the Residence Management, together with supporting evidence. 

7.2. Depending on the situation, such behaviour will initially be addressed through staff reminding residents about what constitutes acceptable behaviour. Should the behaviour not improve then an investigation will be conducted in accordance with Paragraph 8 (Conduct of Investigation). 

7.3. In cases of disruptive behaviour, a resident may be asked to leave a particular area of the Location. Should it be considered that the resident’s attendance may pose a continuing disruptive influence, the Residence Management may request that a resident does not access a particular area of the Location until the investigation into the alleged misconduct has been completed. This will normally be up to a maximum of five (5) days in order to minimise any impact on the resident. 

8. CONDUCT OF INVESTIGATION 

8.1. A representative of the Residence Management will conduct an investigation into the resident’s behaviour, involving the collation of relevant evidence (e.g. witness statements, incident reports, copies of correspondence) and an examination of the residents file to determine whether the alleged misconduct constitutes Minor Misconduct, Major Misconduct or Gross Misconduct. 

8.2. The Residence Management representative will then write to the resident advising him/her of the outcome of its investigations and asking the resident to attend a Disciplinary Hearing. The letter will include details of the resident’s alleged misconduct, together with any documentary evidence available at this stage. 

9. DISCIPLINARY HEARING 

9.1. The resident is entitled to bring a friend to the Disciplinary Hearing. A solicitor, acting in a professional legal capacity, will not be permitted to represent the resident. 

9.2. If the resident is unable to attend the Disciplinary Hearing, he/she must notify the Residence Management as soon as practically possible of his/her non-attendance. Provided a valid reason supported by appropriate evidence has been given, the Disciplinary Hearing will normally be rescheduled. 

9.3. A Disciplinary Hearing may proceed in the absence of the resident should the resident fail to attend without valid reason supported by appropriate evidence. 

9.4. The resident may call any witnesses and submit relevant evidence in support of his/her case at the Disciplinary Hearing. If the witness is unable to attend the Disciplinary Hearing, then a written submission together with any supporting documentation should be provided to the Residence Management in advance of the Disciplinary Hearing. 

9.5. Minor Misconduct or Major Misconduct 

1.a.9. The Disciplinary Hearing will be heard by at least one member of the Residence Management and should be held within five (5) Working Days of the date of the letter advising the resident of the outcome of the Residence Management investigation. 

1.a.10. The Disciplinary Hearing will proceed as follows: 

(iv) The Residence Management will outline the allegations made against the resident and will refer to any relevant evidence (which may include the calling of witnesses). 

(iv) The resident will then be asked to respond to the allegations and will have the opportunity to submit any evidence as part of his/her response (which may include the calling of witnesses). 

(iv) Throughout this process, the Residence Management will question both the residence and any witnesses in attendance, and any questions from either party are to be directed through the Residence Management

(iv) The Residence Management will then withdraw to consider whether Minor Misconduct or Major Misconduct has taken place.

9.6. Gross Misconduct 

1.a.9. The Disciplinary Hearing will be heard by the Residents Disciplinary Committee and should be held within ten (10) Working Days of the date of the letter advising the resident of the outcome of the Residence Management investigation. 

1.a.10. The resident will be invited by the Residents Disciplinary Committee to provide a written response to the allegations of Gross Misconduct prior to the Disciplinary Hearing. Any statement from the resident should be submitted to the Residents Disciplinary Committee no later than five (5) Working Days before the date of the Disciplinary Hearing. 

1.a.11. The Disciplinary Hearing will proceed as follows: 

(iv) The Chair will open proceedings by outlining the process and will summarise the allegations of Gross Misconduct made against the resident. 

(iv) The Chair will then invite a representative from the Residence Management to present the case made against the resident and refer to any relevant evidence (which may include the calling of witnesses). The members of the Residents Disciplinary Committee and the resident will have the opportunity to ask questions of the Residence Management representative and its witnesses, with any questions directed through the Chair.

(iv) The resident will then be asked to respond to the allegations and will have the opportunity to submit any evidence as part of his/her response (which may include the calling of witnesses). The members of the Residents Disciplinary Committee and the Residence Management representative will have the opportunity to ask questions of the resident and its witnesses, with any questions directed through the Chair.

(iv) At the end of the respective submissions, the Chair will invite the Residents Disciplinary Committee and the resident to make any concluding statements prior to the Residents Disciplinary Committee withdrawing to consider its decision in private.

10. PENALTIES AND OUTCOME 

10.1. Based on the evidence submitted at the Disciplinary Hearing, it will be determined on the balance of probabilities whether Minor Misconduct, Major Misconduct or Gross Misconduct, respectively, has occurred 

10.2. One or more of the penalties outlined below may be applied for instances of misconduct. In determining the appropriate penalty, previous instances of misconduct by the resident may also be taken into consideration. 

10.3. The resident will be notified of the outcome of the Disciplinary Hearing in writing within five (5) Working Days of the Disciplinary Hearing. The letter will summarise the conclusions made, the reasons for the decision and the penalty/penalties that have been imposed. Penalties involving the exclusion from the Location or suspension from the use of the facilities will normally be applied two (2) days after the resident has been advised of the outcome. A copy of the penalty letter will be retained in the residents file. 

10.4. As far as our internal processes are concerned, the decision of the Residents Disciplinary Committee is final. 

10.5. Penalties 

(v) a formal or final written warning; 

(v) a notice to quit;

(v) exclusion and/or suspension from the Location and the use of the facilities for up to a maximum of thirty (30) days; 

(v) payment of replacement cost for loss and/or damage to our property, or to the property of another member of the Scape community;

(v) compensation costs for wasting staff time as a direct result of the resident’s misconduct.

11. APPEALS 

11.1 Grounds for appeal 

The resident has the right to appeal against a penalties issued for Minor Misconduct or Major Misconduct on one or more of the following grounds: 

1.a.11. the penalty issued was disproportionate to the offence; 

1.a.12. there was a procedural irregularity; 

1.a.13. the finding was unjustifiable in that it was one which no reasonable person could have reached on the available evidence; or 

1.a.14. new evidence is available which could affect the outcome reached. The resident will need to demonstrate why such evidence was not presented before. 

The appeal will be dismissed if it does not relate to one or more of the above grounds. 

11.2. Timeframe to appeal 

The appeal, accompanied by supporting documentation, must be submitted to the Residents Disciplinary Committee within five (5) Working Days of the date of the letter advising the resident of the penalty for Minor Misconduct or Major Misconduct. Any appeals submitted after the five (5) Working Day period will not be considered, unless the resident can demonstrate a valid reason supported by evidence as to why he/she has been unable to make the deadline. 

11.3. Appeal hearing 

1.a.11. Appeal hearings will be held within five (5) Working Days of receipt of the resident’s appeal. The appeal hearing will focus solely on the resident’s grounds for appeal and will not constitute a rehearing of the previous disciplinary level. 

1.a.12. Should the resident not be able to attend an appeal hearing, he/she is required to contact the Residents Disciplinary Committee as soon as practically possible and provide a valid reason for his/her inability to attend, with supporting evidence where relevant. Only in circumstances where a valid reason is provided will an appeal hearing be rescheduled. An appeal hearing may proceed in the absence of the resident should the resident fail to attend without valid reason. 

1.a.13. Pending the outcome of the appeal hearing, any disciplinary penalty issued against the resident will be suspended. 

1.a.14. The resident is entitled to bring a friend to the appeal hearing. A solicitor, acting in a professional legal capacity, will not be permitted to represent the resident. 

1.a.15. The outcome of the appeal will be communicated in writing to the resident within five (5) Working Days of the appeal hearing. 

11.4. Witnesses 

1.a.11. The resident is entitled to call upon any relevant witnesses in support of his/her case. Should the resident wish to call any witnesses, he/she must provide the names of any witnesses no later than three (3) Working Days before the date of the appeal hearing. 

1.a.12. If the witness is unable to attend the appeal hearing, then a written submission together with any supporting documentation should be provided in advance of the appeal hearing. 

11.5 Process of appeal hearing 

1.a.11. The Residence Management will be asked by the Residents Disciplinary Committee to provide a response to the resident’s ground(s) for appeal no later than three (3) Working Days before the date of the appeal hearing. This response, together with the resident’s appeal submission, will comprise the documentation for consideration by the Residents Disciplinary Committee. 

1.a.12. The appeal hearing will proceed as follows: 

(iv) The Chair will invite the resident to present his/her appeal, which can be made either by oral or written submission. Presentation of the appeal will normally involve relevant witnesses and the submission of supporting documentation. Members of the Residents Disciplinary Committee and the Residence Management representative will have the opportunity to ask questions of the resident and his/her witnesses.

(iv) When the resident’s presentation of his/her appeal has concluded, the Chair will then invite the Residence Management representative to provide its response and to call any witnesses, as appropriate. Members of the Residents Disciplinary Committee and the resident will have the opportunity to ask questions of the Residence Management representative and any witnesses that it calls.

(iv) At the conclusion of the Residence Management representative’s presentation, the Chair will ask if the resident and the Residence Management representative wish to make a final statement to the Residents Disciplinary Committee in support of their respective cases.

(iv) The Residents Disciplinary Committee will then withdraw to consider in private whether the ground(s) for appeal should be upheld or dismissed.

11.6 Outcome of appeal hearing

1.a.1. If the appeal is dismissed, the Residents Disciplinary Committee may: 

(iii) confirm the decision of the Residence Management representative; 

(iii) impose a lesser penalty; or 

(iii) in certain circumstances where the Residents Disciplinary Committee considers that more serious misconduct has taken place, it may decide to elevate the status of the misconduct and impose a higher penalty.

1.a.2. Should the appeal be upheld, the Residents Disciplinary Committee may: 

(iii) dismiss the disciplinary case against the resident 

(iii) impose a lesser penalty; or 

(iii) request the Residence Management review the case. 
 
1.a.3. As far as our internal processes are concerned, the decision of the Residents Disciplinary Committee is final. 

12. EXCLUSION 

12.1. A resident who is the subject of a complaint of misconduct under this Residents Disciplinary Procedure, or who is the subject of a police investigation, or against whom a criminal charge is pending, may be excluded from the Location on the completion of these respective processes. 

12.2. Exclusion involves a total or partial prohibition of attendance at or access to any of the Locations and on participation in Scape activities. The exclusion may be subject to a further qualification, such as a requirement that the resident should have no contact of any kind with a named person or persons. 

12.3. The Location duty staff will recommend the exclusion of a resident from the Location to Residence Management where there is a health and safety risk posed by the resident’s presence, or in exercising a duty of care towards other staff and other residents. If the exclusion is approved the resident will be notified of the decision in writing by the Residence Management with the exclusion becoming immediately effective. The letter will advise the resident that he/she has the right to make representations to the Residence Management within seven (7) days of notification of the exclusion. 

12.4. Should a resident wish to make representations to the Residence Management, he/she should contact the Residence Management to make an appointment with a representative. The resident will normally have the opportunity to make a representation in person unless health and safety considerations make a written representation more appropriate. 

12.5.  Following a residents’ representation and any advice received from the Location duty staff, the police or the courts, the Residence Management representative may decide: 

1.a.12. the exclusion should continue; 

1.a.13. the exclusion should be reduced to an exclusion from specified areas of the Location and/or from having contact with named individuals; or 

1.a.14. the exclusion is no longer required. 

The resident will be informed in writing of the Residence Management representative’s decision within five (5) Working Days of the meeting. 

12.6. An exclusion will be reviewed thereafter every two (2) weeks by the Residence Management representative, on the advice of the Location duty staff. The resident or his/her representative will be responsible for informing the Residence Management of any developments which may have any implications for the terms of the suspension. 

12.7. An exclusion may remain in force pending the outcome of a police investigation or court case, or the completion of disciplinary procedures outlined in this Residents Disciplinary Procedure. 

13. MISCONDUCT WHICH IS ALSO A CRIMINAL OFFENCE 

13.1. A resident is obliged to inform the Residence Management if he/she is the subject of a police investigation relating to offences against the person, whether of a violent or sexual nature, or pertaining to unlawfully supplying illegal substances. 

13.2. If the nature of the allegations poses a potential health and safety risk to staff and other residents, then the Residence Management may decide to exclude the resident pending the completion of the police investigation and/or court case in accordance with Paragraph 11 (Exclusion). 

13.3. Residents failing to disclose criminal convictions and/or submitting fraudulent documentation as part of the booking process will be dealt with in accordance with the procedure outlined in either Paragraph 9.5 (Minor Misconduct or Major Misconduct) or Paragraph 9.6 (Gross Misconduct), depending on the severity of the offence. 

13.4. For more serious allegations of misconduct where the police are involved, any disciplinary action on our part will normally be deferred pending the outcome of any police investigation or court case (as appropriate). However, we reserve the right to continue disciplinary action for those cases where it is considered appropriate to do so in view of the length of time it can take for police investigations or court action to be concluded.    

For cases where disciplinary action is deferred, we may consider the exclusion of the resident from specified sites and/or named individuals in accordance with Paragraph 11 (Exclusion), pending the outcome of the police investigations or court case, if there are health and safety implications relating to the allegations. 

13.5. The Residence Management will advise the resident of the deferral of any disciplinary action. The resident will be responsible for informing the Residence Management of any developments or updates concerning police or court action. The police may also share relevant information with the Residence Management to inform any disciplinary action, if applicable, under this Residents Disciplinary Procedure. 

13.6. Where a resident has been sentenced by a court, the court’s penalty shall be taken into account in determining any penalty issued under this Residents Disciplinary Procedure. 

13.7. Any resident who has been convicted of assaulting a member of staff or another resident; dealing in illegal substances; or using or threatening to use a weapon will normally face exclusion from the Location. The Residents Disciplinary Committee shall decide whether a resident be re-admitted to the Location on the basis of advice and evidence provided by the Residence Management. 

13.8. Residents imprisoned for a period of twenty one (21) days or greater will be deemed to have withdrawn from their Residence Agreement. 

14. MONITORING OF THE OPERATION OF THE PROCEDURE 

14.1 The Residence Management will meet periodically with the nominated Senior Management representative(s) to review the operation and application of the Residents Disciplinary Procedure, and to share practice in addressing resident misconduct. 

14.2. The Residence Management will present an annual report on resident discipline to the Scape executive board. This will include details of any issues arising out of the disciplinary investigations. 

14.3. The operation of this Residents Disciplinary Procedure shall be reviewed on an annual basis by the Residence Management in collaboration with Senior Management representatives. Accordingly, the Residents Disciplinary Procedure will be revised in light of operational experience and/or any relevant developments. 

This Annex sets out the expectations and responsibilities that residents and staff as members of the Scape community have towards each other. 

Residents and Staff will: 

• communicate with each other in a polite and courteous manner; 

• treat each other fairly and without discrimination; 

• respect each other’s diverse backgrounds, cultures, beliefs and practices; and 

• treat everyone in and around the Location with courtesy and respect. 

Staff will:

• ensure residents’ enquiries are addressed through an identified point of contact within five (5) Working Days; and 

• provide accurate information on courses, assessment and sources of advice or support in a timely fashion.

Residents will:

• treat and use the Location and its facilities with respect; and 

• respect the other users and residents of the Location, including by not causing nuisance to others. 

ANNEX 2: SCAPE VALUES AND PRINCIPLES 

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1. Fire Prevention 

1.1. Fire detection devices are present in all rooms and corridors. These are sensitive and can easily be activated, so we ask you to please help minimise fire risk and prevent false alarms by: 

1.1.1. keeping the door to your Room closed at all times as this is a fire door. The majority of fire alarms are activated due to fire doors being left open; 

1.1.2. not leaving food unattended on the hob, in the microwave or toaster; and 

1.1.3. ensuring shower doors are closed after leaving the shower. 

1.2. Propping any door open is a breach of fire regulations and compromises everybody’s safety by allowing fire and smoke to spread in the incidence of a fire. It also damages the door’s self-closing device. As such, we ask that all doors (including bedroom doors) be kept shut at all times. 

1.3. The fire department can impose a fine of £2,000 or more if a fire door is propped open. The resident responsible for propping open the fire door will be liable for the full amount of any fine levied by the fire department. 

1.4. All doors should close completely. If this is not the case due to a fault, please advise us of this as soon as possible by making a maintenance report via your student portal. 

2. Fire Safety Equipment 

2.1. It is a criminal offence to maliciously set off a fire alarm. 

2.2. Residents must not tamper with the fire hoses, fire extinguishers, dry risers, smoke/heat detectors, or any other firefighting or safety equipment. The matter will be referred to the Head of Facilities and may result in the immediate termination of the resident’s Residence Agreement or exclusion from the Location. 

2.3. Please familiarise yourself with the fire blanket located in your Room and its directions for use. This has been provided for your safety, to aid your escape in the event of a fire. 

3. Evacuation of the Location 

3.1. Please also familiarise yourself with the fire assembly point notice on display in your Room, and pay particular attention to the evacuation strategy as displayed in your Room. 

3.2. If you discover a fire, immediately activate the nearest fire alarm call point. 

3.3. Should the fire alarm be set off at any time, the Location will be evacuated in accordance with the evacuation strategy and a receptionist will call the fire brigade. 

3.3.1. Please evacuate the Location via the nearest stairs and make your way directly to the assembly point for your Room. 

3.3.2. DO NOT use the lifts – in the event of a fire alarm the lifts return to the ground floor and are not available. 

3.3.3. DO NOT stand in the lobby or directly outside the building as this will hinder the fire fighters’ access to the Location. 

3.3.4. DO NOT attempt to put out a fire yourself. 

3.3.5. DO NOT put yourself in danger and DO NOT re-enter the building once evacuated until the all-clear has been given by the fire brigade. 

3.4. It is vital that all fire alarms are taken seriously and the Location is evacuated as quickly as possible. Non-compliance with the evacuation strategy endangers not only yourself but also others, and will lead to potential exclusion from the Location. 

3.5. Please co-operate with staff during an evacuation. We realise that the experience is stressful for everyone, and your patience and co-operation is appreciated. 

4. Personal Emergency Evacuation Plans (PEEP) for Disabled Residents 

If you require physical assistance to quickly and safely evacuate the Location, please contact the Residence Management upon arrival at the Location. We will make a full assessment of your individual needs and tailor a PEEP accordingly. 

5. Testing of the Alarm System 

Please note that the fire alarms are tested every week. If you hear a short sound of the alarm, it is likely to be a test. If the alarm sounds for any length of time, please evacuate the building in accordance with the evacuation strategy. 

6. Naked Flames and Flammable Material 

6.1. Candles, night-lights (including ‘fairy’ lights), incense sticks or any other naked flames, as well as flammable materials such as charcoal for shisha pipes, are prohibited from use in the Location. Their use constitutes a serious fire risk. 

6.2. In addition, any bedding used must be fire-resistant and material or flags must not be hung on the walls or across ceilings as this is a fire risk and can interfere with the fire detection devices. 

7. Scape reserves the right to update and amend the Code of Conduct at any time. Students will be advised of any amendments. 

SCAPE STUDENT LTD AND SCAPE UK MANAGEMENT LTD WHISTLEBLOWER POLICY 

1. OVERVIEW 

1.1. This policy outlines what you should do if you suspect something happening at work is putting you or others in danger or is illegal or unethical.  

1.2. This policy applies to all employees, contractors, consultants, officers, interns, casual and agency workers.  

1.3. If you are an employee, this policy does not form part of your contract of employment. 

2. WHAT IS WHISTLEBLOWING?  

2.1. Our aim is to maintain the highest standards of integrity in everything we do. However, all organisations can occasionally be affected by conduct that is dangerous, against the law or breaches ethical or professional codes. Should you have any such concerns, we encourage you to report them immediately — this is called ‘whistleblowing’. You can be assured that we will take your concerns seriously, they will be thoroughly investigated, and you can be confident there will be no reprisals.  

2.2. The types of concerns you may want to raise with us by whistleblowing might include: 

any activity you suspect is criminal; 

any activity you suspect puts health and safety at risk; 

any activity you suspect may damage the environment; 

any activity you suspect breaches our policy on bribery and corruption; 

any failure to comply with legal or regulatory obligations; 

any failure to meet professional requirements; and/or 

any attempt to conceal one or more of these activities. 

2.3. Speak to the HR team if you are not sure whether something you have become aware of is covered by this policy. Note that if your complaint is about the way people are behaving towards you, then you should refer to our policy on Bullying and Harassment, or to our Grievance Policy, for guidance on how to proceed. 

3. HOW TO RAISE A WHISTLEBLOWING CONCERN  

3.1. In most cases, you should start by raising your concerns with your manager, either face-to-face or in writing. 

3.2. If you would prefer not to go to your manager, you should write to a Senior Manager or HR. You should also do this if your concerns are of a very serious nature.  

3.3. Your letter should say that you are raising your concerns under this policy and then explain what they are. Include all the key facts, dates, and the names of the people involved.  

3.4. You will be invited to a meeting to discuss your concerns, and you are entitled to be accompanied at this and any subsequent meetings by a colleague or trade union representative. If you bring a companion, we ask that you both agree to keep your disclosures confidential before and after the meeting and during any investigation that may follow.  

3.5. After the initial meeting, we will investigate your concerns and we may ask you to attend further meetings. To investigate properly, we may involve specialists with particular knowledge or experience of the issues you have raised.   

3.6. You will be kept informed about how our investigations are progressing and how long they are likely to take. Sometimes, however, we may be unable to give you details about the investigation (or any action it leads to) as we need to protect confidentiality and comply with legal obligations. We understand this may be frustrating and give you concerns about whether we have actually done anything, and if this happens we will do our best to sit down with you and explain why we are acting in the way we are. 

3.7. Your concerns will be addressed fairly, but we cannot guarantee the outcome of our investigations will be the one you want. If you are not satisfied with how we have conducted the investigations, you can take the matter to a Director for further consideration.  

3.8. Most concerns are raised with us in good faith, but occasionally someone makes a false allegation out of malice or because they believe they have something to gain. Anyone found doing this will face action under our Disciplinary Policy and is at risk of being dismissed for gross misconduct. 

4. CONFIDENTIALITY AND ANONYMITY  

4.1. There is a significant difference between wanting to keep your concerns confidential and making a disclosure anonymously. We actively discourage anonymous whistleblowing.  

4.2. You are always encouraged to raise concerns openly, and if you prefer to do so in confidence, we will do all that we can to ensure your identity remains hidden. We may want to disclose your identity to people involved in the investigation but will always discuss this with you first.  

4.3. You are protected from reprisals under this policy (see paragraph 5) but if you are still worried, we encourage you to discuss this with us and we will explore how far we can go in keeping your concerns confidential. 

4.4. Concerns raised anonymously are very difficult — and sometimes impossible — to investigate. We can’t properly establish whether your allegations are credible without being able to ask you for more details or for clarification, and this makes it hard to reach an informed decision. This is why we urge you not to report matters anonymously. 

5. HOW WE PROTECT WHISTLEBLOWERS  

5.1. If you raise a concern in good faith under this policy, we will support you fully even if we find through our investigations that you made a mistake or that there has been no breach of policy, legal obligation etc. However, if you feel you have been treated detrimentally as a result of raising a concern, you must tell us at once. First inform your manager and, if the matter remains unresolved, you must follow the formal process in our Grievance Policy.  

5.2. All whistleblowers are afforded the same protection, so you must not threaten others who have raised concerns or carry out reprisals against them. You may face disciplinary action which could include dismissal for gross misconduct, if we find that you have. You may also face legal action from the whistleblower in these circumstances. 

6. TAKING YOUR CONCERNS OUTSIDE OF SCAPE  

6.1. This policy outlines the process for raising, investigating, and resolving wrongdoing within the workplace. It is rarely necessary – or, from our point of view, desirable – for anyone outside the Company to become involved when a whistleblowing allegation is made. 

6.2. In some exceptional circumstances, you may need to go to an external body — an industry regulator, for example — and the independent charity Public Concern at Work can direct you towards the appropriate regulator for the type of issue you want to raise.  

6.3. This policy covers the actions of third parties such as suppliers, service providers, and clients, as well as our staff. Should you have concerns about a third party, you are encouraged to raise them with us before approaching anyone else. The HR Manager will be able to explain how you should proceed.  

6.4. Alerting the media to a concern — particularly before or during an internal investigation — is almost never justified or appropriate in any situation. We strongly discourage you from doing so and will treat any contact with the press as a serious disciplinary issue justifying dismissal unless exceptional circumstances exist. We would normally expect you to have taken all reasonable steps to deal with the matter internally or with an external regulator, and to have taken full advice from a lawyer or Public Concern at Work before being justified in approaching the press.