Moving out of Halls Step 1 Damage Deposit This deposit will be returned to you minus any deductions for damage or other charges relating to occupancy. It will be paid back into the bank account originally paid from, within 28 days from the agreed end of your accommodation contract. It’s important for you to check the balance repaid to you. Appeal against deductions from the deposit should be directed to the Hall Manager, requesting a Damages Dispute Form. You have 10 days to make an appeal against any charges that have previously not been notified to you.

Step 2 Redirect mail

Due to lack of storage space, we cannot hold or forward mail for you once you have left. Please make arrangements to inform relatives, friends, banks, potential employers, etc. that you are moving and provide them with your forwarding address. Royal Mail operates a mail redirection service. Please ask at any post office or visit www.royalmail.com for details.

Step 3 Check your inventory Check your bedroom and shared accommodation (kitchen/hallway) against your online inventory to identify any change in environment or furnishings that have occurred since you moved in. It is in your interest to raise any changes with hall staff to provide yourself with an opportunity to discuss if this is as the result of fair wear and tear or there are other mitigating circumstances which may effect and damage charge. Any charges made will be deduced from your damages deposit and where charges exceed the balance of the account a separate bill will be raised for the difference.

MOVING OUT OF HALLS UNIVERSITY OF PORTSMOUTH

Step 4 Clean

Please leave all areas of the accommodation in the clean and tidy condition in which they were when you arrived. The cleaning requirements/ standards must be met. If they are not met and additional cleaning is required, charges will apply. Please refer to Reception for list of charges.

www.port.ac.uk/halls

Step 5 Room inspection options When you are happy that your study bedroom and shared accommodation are thoroughly clean and in good condition, please choose from one of the two room inspection options below: • •

Fast-track Face-to-face

Fast-track This option requires you to inspect your own room and shared accommodation and declare and pay for any damages before you leave. Follow the procedure below for this option. 1. Collect a moving out inspection record and fast-track envelope from your reception. 2. Conduct your own inspection. Fill in the moving out inspection record noting any damages. 3. When you are ready to leave, tear off and retain the white copy of the inspection record for your own records. Fill in the fast-track envelope, place the yellow copy and pink if not used, of the inspection record in the envelope, lock your door, place your keys/fob inside the envelope and hand in to staff at your hall reception.

Face-to-face If you wish to choose this option you have to be prepared to leave immediately after the inspection has been completed as your keys/fob will be retained as part of the process. Your room should therefore be completely empty of your belongings, damages identified and paid for, and cleaned to the standard required.

b. If damage is found, the room has not been cleaned or rubbish has been left, the hall checker will enter the amount to be charged on your moving out inspection record and ask you to sign in agreement. A charge will then be raised against your damage deposit

Your room and shared space will also be inspected in your presence. Follow the procedure below for this option.

Recycle – Donate to charity The University is committed to reducing its carbon footprint. Please ensure that wherever possible rubbish is recycled or usable items are placed in the charity collection areas. These areas will be clearly marked in your hall.

1. Book inspection. Plan well in advance to ensure you get the time and date you want at your hall reception or on the phone using the relevant number on the back of this leaflet. 2. Attend the inspection at the time you have booked. You should accompany the hall checker during the inspection. Working from the current room inventory you completed when you arrived, the hall checker will look to ensure that there has been no damage during your residency and that your areas are clean and free of rubbish. There are now two possible routes: a. It is agreed the areas are clean and undamaged. The hall checker records there are no charges on the moving out inspection record, you both sign it and you keep the white copy for your records. Your keys/fob will be retained by the hall checker.

4. Following departure hall staff will inspect your room/shared space within seven days. If damage is found, the room has not been cleaned or rubbish has been left, a charge will be raised against your damage deposit. Prior to the charge being raised, an independent witness will also inspect to verify the first checker’s findings. 5. Any charges made will be deduced from your damages deposit and where charges exceed the balance of the account a separate bill will be raised for the difference.

MOVING OUT OF HALLS UNIVERSITY OF PORTSMOUTH

www.port.ac.uk/halls

Estates & Campus Services Department

Cleaning standards/requirements

Study bedroom Please thoroughly clean: • • • • •

all furniture (inside and out – this includes bed frames) skirting boards window sills the floor (vacuum) under your bed (vacuum)

Please ensure you: • • • • •

leave your bed fully assembled leave all furniture in the same place as when you arrived put all rubbish in the dustbin or waste sacks provided leave your waste paper bin behind remove all personal belongings

En suite/shared shower room Please take care and follow the instructions carefully on the containers when using cleaning products, as they may contain caustic soda that can burn your skin. Please thoroughly clean: • •

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wash hand basin – this includes the taps. shower cubicle – do not use abrasive cleaning products on shower floors, as this can damage the surface. Use products that remove limescale such as Viakal or Limelite. toilet – this includes the bowl, the seat, and behind and underneath the toilet. Remove all limescale and staining with a specialist cleaner. wall tiles – these often get overlooked.

Kitchen Please empty and thoroughly clean inside and out: •

ovens and cookers – grill pans, shelves, control knobs and all other parts. We recommend that you use a specialist oven cleaner in order to achieve effective results.

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refrigerators and freezers cupboards kitchen and waste paper bins – under no circumstances must any rubbish be left in the property. £15 will be charged for each missing/damaged bin. recycling bins

Personal belongings Please remove all personal belongings from all areas. •

Please thoroughly clean: • • • •

floors sinks, taps and drainers – all staining and limescale must be removed using an appropriate cleaning product. wall tiles – these often get overlooked. All grease deposits must be removed. hallways – do not forget to vacuum your hallway.

General Carpets – all carpets must be vacuumed and free from stains, and furniture moved to ensure thorough cleaning. We will not accept a faulty vacuum cleaner as an excuse for dirty carpets. Cigarette burns and stains will not be considered fair wear and tear. Drawers and cupboards – check in case you have left items inside and thoroughly clean inside and out. Paintwork – wipe down all paintwork, especially window sills. Mattresses – charges will be made for replacing stained or damaged mattresses. Furniture – any additional items of furniture brought in by students must be removed. Charges will be made if the University has to remove any items. Food and personal kitchen appliances/ equipment – these must be removed. Rubbish – under no circumstances must rubbish be left in the property.

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After you have checked out, the University reserves the right to remove belongings left in rooms/flats and dispose of anything perishable, placed in a rubbish sack by the owner or which has no obvious value. The University will make all reasonable efforts to notify the owner about any other items, and provide reasonable time for collection. If you think you have left anything of value in your room, please notify your hall reception as soon as possible to ensure a search can be made. Please make arrangements with your hall reception for collection of any found items. Uncollected items will be disposed of after one month.

Hall staff are committed to helping you move out without incurring any charges for cleaning or damages. To help you get the job done as quickly and effectively as possible and help you meet the cleaning standards/requirements listed here, we have put together the two following handy documents which you can find at www.port.ac.uk/halls. 1. A list of cleaning products and tips 2. A cleaning checklist to print out and use as you go along Contact details Bateson/Harry Law Halls reception 023 9284 3880 (from mobiles and external landlines) Rees and Burrell reception 023 9284 3884 (from mobiles and external landlines) Langstone Student Village reception 023 9284 4529 (from mobiles and external landlines)

If this document is in a format not accessible to you, please contact Corporate Communications on 023 9284 5776 or email [email protected]. We will provide you with the information in a format more suited to your needs.

Estates & Campus Services Department MD7983 0413