1. Rooms

1.1 College Accommodation Overview

1.1.1.

As at September 2013, Girton College provides 476 rooms for undergraduates, and 93 rooms and 5 flats for Graduates. A current list of rooms in student occupation is available on application to the Junior Bursar.

1.1.2.

The College has 8 rooms (seven at the main College and one at Wolfson Court) which have been specially adapted for students with disabilities. Further adaptations to accommodation will be made as needed. Students should contact the Tutor for Disabilities, via the Graduate and Undergraduate tutorial offices, before arrival, giving details of any special needs. On arrival, students should contact the Head Porter or Warden directly, or via their Tutors to agree a Personal Evacuation Plan. For further information, please see the Access statement on the website.

1.1.3.

All Girton College study bedrooms should contain the following items:

Bed & Mattress

Desk

Desk Lamp

Desk Chair

Wardrobe

Bookshelf

Chest of Drawers

Radiator

Waste Bin and Recycling Bin

Curtains

A complete inventory for each room is supplied. Any faults or damage not listed should be notified as directed on the inventory sheet.

1.2 Allocation

1.2.1.

Allocation of Undergraduate rooms is the responsibility of the Senior Tutor, the Head of the Tutorial Office and the JCR Curator. Allocation procedures are reviewed annually by the Residences and Catering Committee. New Undergraduates have accommodation allocated directly once a place has been accepted; the JCR organises a ballot in the Lent Term for other undergraduate rooms in College and in College houses. The College accommodates all undergraduate students in College and College houses for three years of their residence.

1.2.2.

The allocation of rooms for Graduates is the responsibility of the Warden of Wolfson Court. Girton College provides rooms for all first year graduate students who meet all their conditions of admission by August 1st and for up to twenty second and third year graduate students by means of a ballot conducted early in the Easter term. Accommodation for Graduate students accompanied by partners and/or children is allocated by the Warden, in July.

1.2.3.

Undergraduate students who wish to live out of College accommodation must first obtain tutorial permission. All students proposing to live out are advised to consult their Tutors and then the University Accommodation Service for further guidance.

1.2.4.

The Residential Agreement relating to occupation of your room is in two parts.  The front page, with your personal details, dates and charges, is issued in hard copy by the Bursary just after your arrival.  The further particulars are provided in electronic format on the Tenancies webpage. If you prefer a hard copy version, please notify the Junior Bursar. It is important that you read the tenancy carefully, and sign and return the front page as directed. Once you have signed for the keys to your room and have taken possession, you will be deemed to have entered into the Agreement.

1.3 Residence Charges

1.3.1.

There is a single inclusive residence charge which covers room rent and access to College's general non-academic facilities (including use of the cafeterias - the charge for this is known as Kitchen Fixed Charge and is a separate charge in some other colleges); the residence charge is fixed by Council each year. At the request of the JCR all Girton undergraduate rooms are charged at the same rate, regardless of size, features and facilities, but the residence charge will vary depending on your year of admission to your course. Please see the Undergraduate Fees and Charges for further details. Please also see Appendix G, Arrangements for the Payment of Utilities for heating charges. Your residence charge will not normally increase during the first three years of an undergraduate course.

For Graduates, different rates of residence charges apply to different categories of College accommodation. These bands are described in the facilities overview.

1.4 Payment Terms

1.4.1.

Rent or residence charge as applicable, is payable by the student during his/her periods of occupation as follows:

 1.4.1.1.

Payment at the agreed rate per week is to be made for the College-defined Fixed Period of Residence (FPR) to the College by the 10th day of Full Term.

 1.4.1.2.

UNDERGRADUATES (Single): There is a standard minimum residence period of 37 or 38 weeks per annum (depending on University Term dates). Please consult the College web site and your residential agreement for details of coming up and going down dates. For final year students expecting to graduate at the end of the academic year, the residence period will be one week longer, allowing residence to continue up to and including the expected day of graduation.
You will be required to sign a formal agreement with College detailing the terms and conditions of your residence, including the period of notice which you will be required to give before leaving your accommodation. The residence charge for fourth year undergraduates, those returning from a year abroad, and returning de-graders is fixed for a year at a time and such students will be charged at this rate, rather than at the rate for their original cohort.
In rooms on the main College site, the residence charge includes background heating. Additional electricity usage is metered and charged at cost including VAT at 5%.  In the Girton Road houses and Girton Gate, the residence charge includes a heating prepayment which is set off against the actual charge.
The same weekly residence charge applies regardless of the length of residence.

 1.4.1.3.

GRADUATES (single): There is a standard residence period of 48 weeks per annum starting on 1st October each year and billed as three terms of 13 weeks followed by one summer term of 9 weeks. Non-standard tenancies for periods of between 39 and 51 weeks may be granted by arrangement with the Warden of Wolfson Court. You will be required to sign a formal agreement with College detailing the terms and conditions of your residence, including the period of notice which you will be required to give before leaving your accommodation.
There is a single inclusive residence charge which covers room rent and access to College’s general non-academic facilities (including use of the cafeterias – the charge for this is known as Kitchen Fixed Charge and is a separate charge in some other colleges); the residence charge is fixed by Council each year. Different rates of residence charge apply to different categories of College accommodation. The residence charge is billed termly and is pro-rated for the final period of residence of nine weeks.
In the main Wolfson Court building the residence charge includes background heating. Additional electricity usage is metered and charged at cost including VAT at 5%. In Queen Elizabeth Court the residence charge includes both background heating and any additional electricity usage.

 1.4.1.4.

The student will be reminded of the payment due date on the College Bill he/she receives at the beginning of each term. The amount of each payment will be thirteen times the weekly Charge for undergraduates and thirteen times the weekly Charge for Graduates. Graduate Bills for the summer term (e.g., between July 1st and September 1st) are calculated according to the leaving date notified to the Warden by the student.

 1.4.1.5.

Students may apply for accommodation outside the FPR as detailed below. Please note that rooms with en suite facilities are not available for student residence outside the FPR. Students in en suite rooms will be required to move to alternative accommodation. There is no residence at College during the Christmas closure period.

 1.4.1.6.

The rent for any period of occupation of the accommodation outside the FPR but continuous with the FPR and approved through the Conference offices will be charged as show on the current fees and charges sheet.

 1.4.1.7.

Overnight, occasional accommodation not continuous with any fixed period of term time residence will be charged at rate for casual vacation residence as shown on the fees and charges sheet. Members' charges for guest accommodation, private parties etc. are available from the conference offices.

 1.4.1.8.

Students should be aware that if they remain in occupation of the accommodation outside the FPR without the permission of the Conference offices they will become liable to the College for its reasonable losses (for example if the College is unable to honour a vacation conference booking) in addition to the rent due for their period of occupation and a large tutorial fine. A list of charges for damages, including unauthorised residence is to be found on the accommodation page of the College Website.

 1.4.1.9.

If the agreement is lawfully terminated in accordance with the residential agreement before the end of a period for which the student has paid rent, the College will reimburse the student an amount of the residence charge for the remainder of that period during which the College has been able to re-let the accommodation.

 1.4.1.10.

The College is entitled to use or let the accommodation at any time outside the FPR.

 1.4.1.11.

Failure to pay the residence charge by the due date incurs a fine and interest will be charged on overdue accounts at rates approved from time to time by Council. Non-payment of the residence charge (see 1.4.1.1.) will be reported to Council and disciplinary procedures, including being asked to move out, may follow. If the student is in danger of not being able to pay his/her College Bill, it is the student's responsibility to consult his/her Tutor as soon as possible, well before the due date.

1.5 Fixed Period of Residence (FPR)

1.5.1.

You may gain access to your room after 12 noon on the first day of the FPR and you must vacate your room by 10am on the last day of the FPR. Fines for late departure apply. The College Fixed Period of Residence for undergraduates for the academic year 2013-2014 are detailed at http://www.girton.cam.ac.uk/undergraduate-tenancy-and-full-term-dates.

1.5.2.

Undergraduates who wish to reside in College during the long vacation, must book with the Conference Office at Girton College or Wolfson Court, as notified. If permission is granted, you will be charged at a daily rate for this additional period, which may be higher than the pro rata termly rate and is detailed on the fees and charges sheet.
Students who are booking residence outside the FPR for non-academic reasons will be charged Vat at the current rate.

1.5.3.

Undergraduates required to be in residence outside the FPR for compulsory academic courses should book their rooms with the Conference Offices, as above and apply to their Directors of Studies for information about funding for the additional rental period.

1.5.4.

Students who wish to remain in residence outside the FPR for non-compulsory academic reasons or for Tutorial reasons, should book their rooms with the Conference Offices as in 1.5.2 and apply to their Tutors for information about funding for the additional rental period.

1.5.5.

A number of Undergraduate rooms are required for December Admissions Interviews which take place during the Undergraduate FPR. Students electing to live in these rooms are offered a partial rent rebate for the interview period.  Arrangements are notified by the Tutorial Office and the fixed rebate is set by Council annually.

1.5.6.

During the Long Vacation, all possessions must be removed from your room in College or College houses. There are very limited facilities within the College for storing personal possessions during vacations, available principally for overseas students and administered by the Lodge at Girton and the Housekeeper at Wolfson Court. Failure to remove possessions from rooms at the end of the FPR is unacceptable. Such conduct will be reported to the Senior Tutor. If necessary a removals company will remove and store items and this expense will be charged to the student concerned. The student will also be fined and charged rent for the period when the possessions remain in the room. Please also see section 6.9 for storage of post and parcels.

1.5.7.

Billing disputes. If you think you have been charged incorrectly for any period of residence, you should contact the Bursary immediately, well before the bill payment date. If the dispute cannot be resolved without application to your Tutor, you should pay all the undisputed elements of your bill, including all residence charges for which you agree you are liable and arrange an early interview with your Tutor to discuss the disputed amount.