Residence Guide

All tenancies are on a 'sole and several' basis, which means that each tenant is responsible for his or her own rent payments only.

When you accepted your offer of accommodation, unless you settled your accommodation fees upfront, you would have agreed to pay these fees by instalments by Direct Debit or Recurring card Payment monthly or termly, all instalments will be collected automatically using the details you provided when you signed your contract unless stated otherwise.

The payment date for our 2024/25 academic year is the 1st of the month or the nearest working day after this date. If there were to be any changes made on our payment collection date, we would notify you at least 10 working days in advance.

All answers to our most frequently asked questions, such as how to make a payment, change your method of payment or view your installment plan can be found here:

Rent payment FAQ

If you are experiencing financial difficulties, you should arrange to speak to someone from the Rent Payment Section as soon as you can and at least 10 working days prior your payment is due if you wish to request a postponement of an installment. You can contact the Rent Payment Section:

• By phone on 0131 651 2118
• By email at accom.rentenquiries@ed.ac.uk

Students who do not pay as expected are considered to have defaulted on their legal obligation and arrears action will be taken.

Reminders, sent to University student email account, should not be ignored. Even if you think the reminder has been sent in error, please do get in touch with us. 

Our team will at all times seek to be sympathetic to and understanding of each individual student's financial circumstances.

If you are receiving financial help from family, friends or similar please ensure they are aware of payment amounts and dates as this will not be considered a reason for delaying payment.

Fundamental to organising your finances non UK Residents should note that it may take up to three or four weeks after your arrival in the UK to open a bank account.

What you will need:

Confirmation of your UK address. You will be able to print an approved letter for the bank from your MyEd record once you have checked into your accommodation.

• Passport, or driving licence if you are a UK Resident.
• Visa (if applicable)
• Unconditional letter of acceptance.

You can use your bank account to set up a Direct Debit mandate so the money due for your rent will be collected automatically. Please note you will be required to set up a recurring card payment before you arrive which can then be changed once you have a UK bank account.

Go green - travel by bus

The University is served by a comprehensive network of buses which are largely provided by Lothian buses. 

Lothian Buses

Young Scot Card

See the Transport and Parking office website for more information on bus travel including the University shuttle bus service and the Traveline Scotland journey planner.

Transport and Parking Office

In the interests of the environment, keep car use to a minumum. The parking spaces at our sites are extremelly limited or unavailable. Any parking is reserved for blue badge holders or exceptional circumstances. To request a parking permit, please get in touch with accom.reception@ed.ac.uk.

To plan your route, you can use the Traveline journey planner.

Traveline

Tripshare is the University's car sharing scheme.

Tripshare

City car club allows you to rent a car for short periods from an hour.

City Car Club

For more information about parking see the Transport and Parking office website.

Transport and Parking Office

The Chaplaincy offers support to students and staff. The main Chaplaincy Centre in Bristo Square is well used for drop in, meetings and is where the Chaplaincy staff are based.

Chaplaincy

They also offer a listening service to people of all faiths and none.  

Chaplaincy listening service

Check your University e-mail regularly

Please note we will communicate with you a number of different ways, e-mail, telephone voice or text, and notice boards.  In line with University policy, e-mails will be sent to your University email; you must check this on a regular basis.

Your site also has a Facebook group which is monitored by your Resident Assistants and you can chat with other tenants living on your site/ house. Details of this are available in your welcome letter and via Myed, accommodation channel, student hub.

You can reach out to us via all these channels, or contact your Resident Assistant in the first instance who can help signpost to the most appropriate resource. Resident Assistants will host office hours in the evenings at the site office or another designated common space. Alternatively, some sites might host online drop-ins if a house office is not available. You will receive more information about contacting your RA at the welcome talk and on the noticeboards around your site.

List of important contacts

Please see our feedback and complaints page 

Feedback and complaints about accommodation 

Please familiarise yourself with the terms and conditions of your lease, particularly your responsibilities outlined in section 5 and the Code of Student Conduct.

All students are subject to the Code of Student Conduct. The Code sets out expectations which include behaviour on campus, in accommodation, online and off campus where the safety, interests or reputation of the University, its students and others are concerned. The Code also sets out the procedure for investigating and taking disciplinary action where there is an allegation that an individual student has breached these expectations.

Any violations or conduct issues will be dealt with under the Code and may include misuse of fire safety equipment, breaches of health and safety, fire safety requirements, the use of illegal substances, and more.

Potential outcomes may include fines, other disciplinary sanctions or suspension.

Code of Student Conduct

The Student Counselling Service offers counselling to assist students in working through their difficulty, understand themselves better and find ways of managing their situation.

Student Counselling Service

Where there are secure bicycle sheds (or stands) please use them.

Cycling is a cheap and healthy way to get around. There is a network of on and off road cycle routes in Edinburgh. Plan your route around Edinburgh using the cycle streets journey planner.

Cycle Streets journey planner

Cycle maintenance - the University provides a number of facilities for cycle maintenance. For more information, including free bike doctor sessions, take a look on the Transport and Parking Office website.

Transport and Parking Office

Bikes are not permitted to be kept in the flat, stairwell or landing. Any damage caused to the flat, stairwell or landing by taking a bike into or out of the building will be charged to you. Any bike left in the stairwell or landing will be removed, as this constitutes a fire hazard.

You may obtain the code/key to the bike shed from the site office, where applicable, or from Pollock Halls Reception Centre. Please ensure you have a good lock for your bike, and that you remove it from the bike shed at the end of your tenancy.

Accommodation, Catering and Events is not liable for any damage caused to bikes kept in the bike shed. Please ensure you are keeping your bicycle in one of the secure locations close to your accommodation.

For further information on your insurance cover, please visit your specific accommodation page and click on View More.

Our Accommodation

As per the terms and conditions of your lease you will be charged for any damages caused to your accommodation. 

Respect your accommodation and other residents. Do not damage or vandalise your flat, hall or room including any of the furniture and fittings.  Any damage caused by you or your guests will be charged to you.  

Un-attributable damage in shared areas (this includes the stairwells, pantries, kitchens, common rooms and laundries) will be split between ALL the tenants in the residence.

We'd like you to leave your room as you found it at the end of the year. This means no holes in the wall and no Blu-Tac stains either.

The Disability and Learning Support Service offer guidance and support for disabled students.

Disability and Learning Support Service

Ensure you know who to contact in an emergency.

Medical

• Contact the University Health Centre, The Richard Verney Health Centre, or your GP (General Practitioner) if registered elsewhere. For the University Health Centre, phone: 0131 650 2777 or visit 

  https://www.health-service.ed.ac.uk/#

• Out of hours, i.e., between 6:00pm and 8:00am on weekdays, at weekends and on public holidays, Lothian Health Service is responsible for medical care. To contact this service, phone NHS 24 on 111.
• In case of an emergency, call an ambulance by phoning 999.

Security

• If you see an intruder, or anything suspicious, report it immediately to ACE Response Team (phone: 0131 651 2094).
• To report a crime, contact the Police non-emergency number (101).
• In an emergency dial 999.

One of Accommodation, Catering and Events' major business objectives is "to operate in a sustainable and environmentally effective and beneficial way".  With the introduction in 2009 of a Sustainability Policy, we're actively working to reduce our environmental impact, and making our students and staff more aware of environmental issues.  

A multitude of our accommodations have received Sustainability Awards following inovative initiatives in collaboration with our residents. Please discuss with your Resident Assistant if you want to be involved this year so that we can promote a sustainable world to everyone!

ACE Sustainability

Sustainability Awards

While you are not paying the electricity bill directly, you are paying for the electricity consumed as part of your rent; please take measures to keep consumption low.  This is not only environmentally friendly, but will help to limit increases in rents to meet increasing utility costs. You will receive updates on your power consumption to help you take steps to minimise your usage. You may be charged for excessive use.

Recycling

• Please use recycling facilities-more information available on the posters in your kitchen, pantry or bin store.
• Please ensure that items that may create a fire hazard are not allowed to accumulate in kitchens/pantries.

Edinburgh University Students' Association. Find out what your Association can do for you. Providing a wide range of information from ‘What’s on’ to The Advice Place.

Edinburgh University Students' Association

The main causes of fire alarm activations are:

• Fumes from cooking
• Toast and burnt food and grill pans
• Smokers' Materials
• Steam (Including showers, irons and hair straighteners)
• Detector Interference
• Malicious use of fire alarm systems and extinguishers
• Disconnection of Door Closers
• Use of candles and the burning of incense
• Aerosol use
• Heaters

Policies & Guidelines

Staying Safe at University (video)

Candles

Candles are a fire risk and are not permitted in University managed accommodation

Any student contravening this regulation will be fined up to a maximum of £250 under the code of student conduct.

Fire alarms & Weekly tests

The weekly Fire alarm test is carried out by Accommodation, Catering and Events' staff. A different call point is tested every week. You do not have to leave your room during an alarm test, but if the alarm sounds for longer than 15-20 seconds then you must vacate the building.

All Houses are equipped with a Fire Alarm system. These have been installed for your safety and any misuse is a criminal offence. The break-glass in each House should only be used in the event of a fire. Each kitchen is equipped with a heat detector and each room with a smoke detector

Never cover smoke and heat detectors, wedge open fire doors or disconnect door closers.

There are many fire doors in your property and these are there to keep you safe. They are close fitting doors that usually have intumescent strips and seals. They are also fitted with an automatic closer. You must not tamper with the doors or do anything to stop them fully closing. This means that you must never wedge these doors open and you must never use an over-door hanger as these cause damage to the door and closer.

This is strictly against the Terms & Conditions of your tenancy and will result in a fine up to a maximum of £250.00

In the event of a fire, you should evacuate the building immediately; you must always vacate the building when you hear the fire alarm. Once outside the building please go to your fire assembly point and observe social distancing.

Please note that failure to leave the premises is a criminal offence; the Fire brigade may press charges and you will be subject to a fine up to a maximum of £250 under the code of student conduct. You may not re-enter the building until the ACE Response Team/Fire Brigade has attended the scene, has ascertained that the building is safe and has given its consent for re-occupancy.

Please ensure that you read the fire alarm notice posted in your room.

Please do not use hairdryers, straighteners, aerosols, directly under the detector head in your room, as this may activate the alarm and charges could result.

Never tamper with fire-fighting equipment. It is irresponsible. Damaged or expended equipment can cost lives.

Note: any tampering with fire safety equipment is viewed seriously by the University and the Fire Brigade. It will result in disciplinary action (See section 'D' for disciplinary) being taken against you, including a fine of up to £250.00. On occasion, such activity has resulted in criminal charges being pressed against students.

However, if you use a fire blanket or extinguisher on a genuine fire, please inform the House/Site Office immediately and they will arrange to get it replaced.

Guests are only permitted if you have your flatmates' / household members' agreement.

Guests are only permitted to stay for a maximum of three nights. Residents who wish for their guests to stay longer should contact their Community Inbox via the Accommodation Support Form to request permission from Community Management.

As per the terms of your lease, you are responsible for the behaviour of any guests at all times.

Please note no guests are permitted during the arrivals period for the month of September.

Accommodation Support Form

Contact your Community Manager if you are experiencing harassment.

The University prohibits harassment of any type. This includes any threatening or offensive behaviour or language expressed orally or in writing, including electronically. We recommend that you take particular care when using social media web sites. You are strongly encouraged to review the information below. 

University guidelines on Dignity and Respect

If you are experiencing harassment, contact your Community Manager via the Accommodation Support Form below.

Accommodation Support Form

For further advice and support, contact The Advice Place.

The Advice Place

Maintaining Health and Safety is everyone's responsibility, staff and students.  To help you play your part please read our Health and Safety Guidelines for Students.

Health and Safety guidelines for students

Appliances

The kitchens in self-catered accommodation are equipped with kettles, fridges/freezers, cookers and microwave ovens. Tidiness in the kitchen and security of food are responsibilities shared by the residents.  Any additional appliances brought in by tenants for use in the kitchen must be fused and earthed to comply with British Standard electrical safety requirements.

Most appliances purchased out with the UK are not fused and earthed as per British Standards and require a travel adapter to fit UK electrical sockets. Travel adapters can have a tendency to overheat and therefore should not be used. The use of any adapters or electrical extensions must also comply with British Standard safety regulations.

The main cause of the loss of power in student accommodation is the circuit breakers tripping due to the use of non-compliant appliances and adapters. This can lead to loss of power in the kitchen and so loss of food in the fridge/freezer.

Additional cooking appliances (including kettles) and heaters are NOT permitted in bedrooms. Any such appliances found will be instructed to be removed by the individuals responsible.

Feeling unwell?

Upon arrival you should register with a local GP (Medical Practice).  The University has its own Health Centre, the Richard Verney Health Centre, located in the Student Centre at Bristo Square; you may wish to register there. After registering, you should complete the medical notice in your room; this will help in the event of a medical emergency.

Please go to www.nhsinform.scot/ or call 0800 224488 for information on all practices who are registering new patients - in most cases you will attend the surgery between specific times with proof of ID and address. Some surgeries are currently accepting online or postal registration forms. For information on registering with the University Health Centre (Bristo Square), please take a look below.

Campus Doctor

If you have any special requirements linked to your health, which have not already been addressed, please contact your Community Manager via the Accommodation Support Form to discuss these.

Accommodation Support Form

If you have any special requirements within our accommodation which may include the need of additional equipment/modifications to your room, a fridge for storing medication or assistance in the event of a fire alarm please get in touch with your Operations Manager who will be able to assist with this.

If you are staying in University of Edinburgh accommodation, you will automatically be covered with contents insurance provided by Howden for Students, from the date you activate your account.

In order to activate your account visit the Howden for Students webpage or download the app on iOS or Android.

Once your account is activated you will be able to:

• View your cover details
• Increase your existing cover
• Access your documents securely
• Access any benefit schemes available

If you are staying in Private Provider accommodation, information on your specific insurance provider for your site can be found on the website below. Please visit your specific accommodation page and click on View More.

Our Accommodation

For information on internet and connectivity, please visit your specific accommodation page and click on View More.

Our Accommodation

Please complete the online inventory as this is your record of the condition of the room when you moved in. Please do not report repairs on the inventory, but report those using the information below.

Repairs Policy

If you are staying at a site operated by one of our accommodation partners you should also complete either an electronic or paper inventory.

Please check your arrival pass for key collection dates and locations. During Welcome Week, you will not be charged for a lockout to provide our new residents some time to settle in.

Always report any loss of keys / swipe cards / fobs immediately to the site/house office, or if this is closed, to the Pollock Halls Reception Centre. If you think the keys have been stolen, please contact the Police as well.

If you lose your key(s), the cost of replacements is £26.00 per key and £7.50 per fob. Please do not tag your keys with an address - if a tagged key is lost the lock will have to be changed, as this has implications for your safety; the cost of doing the work will be charged to you.

Never give your key to anyone else. If you are locked out of your flat and require assistance from staff to get back into the flat, the following charges will apply:

Lockouts & Replacement Key Charges

​​​​​All times when ACE Response Support needs to attend, the cost is £30. Please note that, if you are residing in one of the Private Provider nomination sites, the local arrangements for lockouts might be different. The local staff will be able to provide you with specific information on the opening times of the site office and how to contact out of hours support for lockouts. Information will also be available to you once you arrive and at the welcome talk.

For information on the on-site laundry facilities, please visit your specific accommodation page and click on View More.

Our Accommodation

Please refer to your offer of accommodation for your correct postal address. Information on how to collect mail and parcels at your site will be available to you at the welcome talk.

• Pollock Halls: All mail will be delivered to mailboxes in your residence. All parcels are delivered to Pollock Reception who will email you a collection number and can be collected Monday-Friday 9am-5pm. Alternatively, you can use the Amazon lockers available at your residence.  
• O'Shea Residence Hall (all other O'Shea addresses follow self-catered sites process): All mail will be delivered to mailboxes in your residence. All parcels are delivered to Reception who will email you a collection number and can be collected everyday 8.30am-9.30pm. Alternatively, you can use the Amazon lockers available at your residence.
• Richmond Place and Deaconess: All mail will be delivered to mailboxes in your residence. All parcels are delivered directly to the locker located at the front of Richmond Place. You will receive a collection code from packcity when your parcel is ready for collection.  Alternatively, you can use the Amazon lockers available at your residence
• Other self-catered sites: All mail is delivered directly to your flats. You must make arrangements to be available or for a flatmate to receive any parcels on your behalf.
• Accommodation Partners sites: Mailboxes / reception desk

Noise in and immediately outside of the building should be kept to a respectable level at all times. From 10pm it should be kept to a minimum; after 10pm all buildings implement quiet hours between 11pm and 8am where no noise should be made that can disturb others. If you are experiencing a problem with noise please contact your Resident Assistant from 6pm until 10pm, otherwise the ACE Response Support team outside those hours.

We understand that, for some of our residents, part of the transition to communal living is developing an awareness of noise. Communicating with your neighbours to highlight issues and explore ways to compromise, can help respect everyone's needs. Your RA can help you have these conversations when appropriate, so do not hesitate to reach out to them for help.

Reasonable noise from people living together in large numbers is expected and some times unavoidable. We do encourage speaking to your Resident Assistants about ideas that can help make your transition to a new environment more manageable.

Noise policy

It is your responsibility to report repairs needed in your accommodation.

Please do not rely on the Domestic Staff to report repairs for you - this is not their responsibility. Please do not assume that someone else has reported a repair; they usually haven't!

In the event of an emergency repair and the site/house office is unattended; please contact the ACE Response Support on 0131 651 2094. If you reside in one of the Private Provider nomination sites, please contact the local teams for information on how to report a repair.

Please take a look below for information on how to report a repair and key information.

Repairs Policy

Lock doors - ask for ID - report incidents

Ensure that your bedroom door is closed and locked at ALL times, even when you are in. It is also essential that you close your windows when you go out. Thefts can occur when students leave their rooms unattended and unlocked, however briefly.

Do not allow strangers to enter the building, and ensure the main door to the building is locked whenever you leave or enter the building. You will become familiar with the staff working in your accommodation, all University personnel should have either name tags or identification badges. Please do not hesitate to ask for identification from anyone who requires access to your accommodation.

In the event of your room being broken in to, please contact the Police on 101 to report the crime. Please also inform the ACE Response team on 0131 651 2094 and they will arrange for any repairs required to doors or windows.

ACE employ security staff who are based at Pollock Halls 24 hrs a day. If you require assistance from the ACE Response team, please contact them at any time on 0131 651 2094. You can also contact them via e-mail at Security24-7@ed.ac.uk. The ACE Response Team team always carry identification with them to prove who they are.

For the ACE Response Team team to provide appropriate assistance to you please detail as much information about yourself and the situation you are reporting as possible. From the information given the ACE Response Team, staff will assess and decide whether immediate action is required or whether your email/call should be passed to an Operations Manager or the Residence Life staff for further action.

All of our accommodation is non-smoking, including the use of e-cigarettes. A fine up to a maximum of £250 will be applied under the Code of Student Conduct if any resident or their guest/s are found to be smoking in any of our accommodation.

There are heavy penalties for failing to have a Television licence. The law says you need to be covered by a TV Licence to:

• watch or record programmes as they’re being shown on TV, on any channel
• watch or stream programmes live on an online TV service (such as ITV Hub, All 4, YouTube, Amazon Prime Video, Now TV, Sky Go, etc.)
• download or watch any BBC programmes on iPlayer.

This applies to any device you use, including a TV, desktop computer, laptop, mobile phone, tablet, games console, digital box or DVD/VHS recorder. If you are unsure about whether you need a TV licence for your flat TV, please ask the site Operations Manager in the first instance.

Please note that it is your responsibility to pay for the licence, and the fines for noncompliance with the law are extremely heavy. Licences and information on methods of payment are available from Post Offices.

TV licencing

Read this before making arrangements to leave your accommodation.

Transfers

This policy only applies to residents in University of Edinburgh owned, managed or leased student residential accommodation. 

You can find full details of the policy and process on our website https://www.accom.ed.ac.uk/during-your-stay/policies/

Applying to leave university accommodation before the end of the year? 

You will only be permitted to leave University accommodation before the end of your contracted lease period in exceptional circumstances, such as a serious medical or welfare concern where a transfer will not resolve such concern or indeed if you cease to be a matriculated student at the University. 

You can find full details of the policy and process on our website https://www.accom.ed.ac.uk/during-your-stay/policies/

Flush through the WATER SYSTEM if your flat has been unoccupied

If the flat has been left empty for 7 days or more, particularly in summer, then it is important that any water that has been standing is drained away. Please flush through your water systems in both bathroom and kitchen by running the water for two minutes to ensure good water quality and water hygiene.  Keep out of the way whilst this is being done as far as possible.  Where showers are fitted, please flush them through by running them for at least two minutes and flush the toilet a few times to ensure all stagnant water is cleared through the pipes. Report any concerns about the quality of the water (odour, colour or taste), poor water flow or pressure, water hammer (noisy pipes), tepid cold water or lukewarm hot water to your Site Office or to your Accommodation Manager.