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ACCOMMODATION HANDBOOK
TRINITY COLLEGE
Managing Agents
BIDWELLS
Bidwell House
Trumpington Road
Cambridge
CB2 9LD
2011/2012

This document is designed to provide you with all the relevant
information that you may require whilst residing in a Trinity
College property managed by Bidwells.
2

Table of Contents
1
GENERAL............................................................................................................................................. 5
1.1
Accommodation Entitlement.......................................................................................................................................5
1.2
First Year Postgraduate Students (including first year Scholars) .............................................................................5
1.3
Second and Third Year Postgraduate Students ........................................................................................................5
1.4
Fourth Year Postgraduate Students...........................................................................................................................5
1.5
Fifth Year (plus) Postgraduate Students....................................................................................................................5
2
HOSTELS AND FLATS ......................................................................................................................... 6
2.1
Locations .....................................................................................................................................................................6
3
MANAGEMENT OF OUTSIDE ACCOMMODATION............................................................................... 6
4
ACCREDITATION NETWORK UK (ANUK) CODE OF PRACTICE.......................................................... 6
4.1
Contact Information ....................................................................................................................................................6
4.2
Complaints/Appeals ....................................................................................................................................................7
5
GENERAL INFORMATION.................................................................................................................... 7
5.1
Assured Shorthold Tenancy Agreement ....................................................................................................................7
6
RENTAL PERIOD.................................................................................................................................. 7
7
DEPOSIT AND RENTS ......................................................................................................................... 7
8
ACCOMMODATION.............................................................................................................................. 7
8.1
Decoration ...................................................................................................................................................................7
8.2
Linen............................................................................................................................................................................7
8.3
Refrigerators/Freezers................................................................................................................................................8
8.4
Maintenance................................................................................................................................................................8
8.5
Location of Stopcock and Meters ...............................................................................................................................8
8.6
Communal Areas ........................................................................................................................................................8
9
VACATING YOUR ACCOMMODATION................................................................................................. 8
9.1
Notice ..........................................................................................................................................................................8
9.2
Utilities .........................................................................................................................................................................8
9.3
Mail ..............................................................................................................................................................................8
9.4
End of Tenancy Inspection .........................................................................................................................................8
9.5
Cancelling Standing Orders .......................................................................................................................................9
9.6
Return of Deposit ........................................................................................................................................................9
10
CLEANING CONTRACTORS ................................................................................................................ 9
11
GUESTS IN COLLEGE ACCOMMODATION.......................................................................................... 9
12
INCONSIDERATE BEHAVIOUR ............................................................................................................ 9
13
NOTICES............................................................................................................................................ 10
14
USE OF ROOMS FOR BUSINESS PURPOSES .................................................................................. 10
15
WINTER & SUMMER ABSENCES....................................................................................................... 10
15.1
Winter Absences .......................................................................................................................................................10
15.2
Summer Absences ...................................................................................................................................................10
16
FURNISHINGS.................................................................................................................................... 10
17
INVENTORIES.................................................................................................................................... 11
18
UTILITIES & SERVICE PROVIDERS................................................................................................... 11
18.1
Gas & Electricity........................................................................................................................................................11
18.2
Council Tax ...............................................................................................................................................................11
18.3
Telephone/Computer Connections ..........................................................................................................................12
18.4
Television Licences ..................................................................................................................................................12
19
SERVICES & APPLIANCES ................................................................................................................ 12
19.1
Heating ......................................................................................................................................................................12
19.2
Gas Installations .......................................................................................................................................................12
19.3
Electrical Wiring ........................................................................................................................................................12
19.4
Electrical Equipment .................................................................................................................................................13
19.5
Radios and Televisions ............................................................................................................................................13
19.6
Water Supplies..........................................................................................................................................................13
19.7
Water Hygiene ..........................................................................................................................................................13
19.8
Lighting......................................................................................................................................................................13
19.9
Drains ........................................................................................................................................................................13
19.10 The College Computer Network ...............................................................................................................................14
3

19.11 Computing Support ...................................................................................................................................................14
20
ENVIRONMENTAL ISSUES ................................................................................................................ 14
20.1
Energy Efficiency ......................................................................................................................................................14
20.2
Refuse/Recycling Collection.....................................................................................................................................14
21
LAUNDRETTES .................................................................................................................................. 15
22
REPORTING FAULTS......................................................................................................................... 15
22.1
Gas Leaks .................................................................................................................................................................16
22.2
Flooding - In your own property................................................................................................................................16
22.3
Flooding - From a neighbouring property ................................................................................................................16
23
MAINTENANCE AND REPAIR ............................................................................................................ 16
23.1
Organisation..............................................................................................................................................................16
23.2
Grounds Maintenance ..............................................................................................................................................16
23.3
Snow and Ice Clearance ..........................................................................................................................................17
24
ACCESS TO ACCOMMODATION ....................................................................................................... 17
24.1
Bidwells Staff.............................................................................................................................................................17
24.2
Bidwells/Contractors .................................................................................................................................................17
24.3
Porters .......................................................................................................................................................................17
25
PROTECTING THE PROPERTY FROM DAMPNESS & CONDENSATION .......................................... 17
26
ELECTRICITY FAILURE ..................................................................................................................... 17
27
HEALTH AND SAFETY ....................................................................................................................... 17
27.1
First Aid Provision .....................................................................................................................................................18
28
FIRE SAFETY ..................................................................................................................................... 18
28.1
Fire Alarms ................................................................................................................................................................18
28.2
Fire Prevention..........................................................................................................................................................18
28.3
Detection and Alarm .................................................................................................................................................19
28.4
Escape ......................................................................................................................................................................19
29
SMOKING POLICY ............................................................................................................................. 19
30
SECURITY.......................................................................................................................................... 19
30.1
Flat/Hostel Keys........................................................................................................................................................19
30.2
Building Security .......................................................................................................................................................19
30.3
Your Belongings........................................................................................................................................................20
31
BICYCLES .......................................................................................................................................... 20
32
MOTOR VEHICLES............................................................................................................................. 20
33
ACCOMMODATION RELATIONSHIP .................................................................................................. 20
33.1
Advance Information.................................................................................................................................................20
34
NOTES : ............................................................................................................................................. 21
4

OUT OF COLLEGE FURNISHED ACCOMMODATION
1
GENERAL
1.1   Accommodation Entitlement
Trinity aims to provide accommodation for all undergraduate students for the duration
of their course and therefore most undergraduate students usually live ‘in College’.
The College also seeks to offer housing to postgraduate students, although PhD
students only have an entitlement to occupy a Trinity-owned property during the first
three years of their PhD study.  As such, these students are sometimes permitted to
continue in Trinity accommodation thereafter, subject to availability.
Students who are accompanied by their partner/children cannot reside in College.
Therefore, the College has a limited number of flats available for couples/families for
which students pay a subsidised rent.
1.2   First Year Postgraduate Students (including first year Scholars)
a)
Tutorial ‘Side F’
Students who are new to the College (Tutorial side F) are accommodated ‘in
College’ during their first year.  The allocation of rooms takes place in August;
the College conducts a random ballot and assigns housing based on the
information provided on the Accommodation Application form.
b)
Graduates of Trinity
Graduates of Trinity who are returning to undertake a postgraduate course will
be housed in one of the graduate hostels.  Rooms are allocated via the
Graduate Ballot, which takes place in August, based on the information
provided on the Accommodation Application Form.
1.3   Second and Third Year Postgraduate Students
Students living in a graduate hostel are permitted to retain their room for the following
academic year.   However, students who vacate their room during the Long Vacation
will be assigned a room for the following academic year via the Graduate Ballot.
‘Side F’ students are required to move into a room in one of the graduate hostels at
the end of their first year; these rooms will be assigned via the Graduate Ballot in
August.
1.4   Fourth Year Postgraduate Students
Postgraduate students in their fourth year of study do not have an entitlement to live
in Trinity-owned accommodation.  PhD students can apply for housing if they are
over-running but there is no guarantee that accommodation will be available.  If it is
allocated, a Licence to Occupy will be issued until the end of the 10th Term.
Permission to stay in College accommodation beyond this date will be reviewed on a
term basis and students should contact the Accommodation Office at least one month
before the end date of their Licence to Occupy to apply for an extension.
1.5   Fifth Year (plus) Postgraduate Students
Unless there are exceptional circumstances, postgraduate students who are in their
fifth (or greater) year will not be offered accommodation in a Trinity-owned property.
5

2
HOSTELS AND FLATS
2.1 Locations
Student hostels are located as follows:
12 Glisson Road
4-26 Portugal Street
18 Newton Road
14 Portugal Place
20 Victoria Street
15 Portugal Place
39 Victoria Park
Couples flats are located as follows:
12 Bentley Road
12-16 Bridge Street
28 Chesterton Hall Crescent
63 & 65 Chesterton Road
91/93 Grantchester Meadows
9 Green Street
14, 16 & 16a Newton Road
53 & 66 Searle Street
3
MANAGEMENT OF OUTSIDE ACCOMMODATION
Hostels and flats are assigned by the Junior Bursar.
4
ACCREDITATION NETWORK UK (ANUK) CODE OF PRACTICE
The College has undertaken to comply with the ANUK Code of Practice for the
Management of Student Housing, details of which can be found on the ANUK website
www.anuk.org.uk.
4.1  Contact 
Information
The Responsible College Officer for all accommodation is the Junior Bursar.  Bidwells
act as the Managing Agents for both hostels and flats to whom detailed problems can
initially be addressed:
a)  Property Manager
 
Mrs Amanda Webb – 01223 559366 – xxxxxx.xxxx@xxxxxxxx.xx.xx
General Management of the accommodation.  All issues relating to the
accommodation should be directed to Amanda Webb in the first instance.

b)  Accounts & Property Administrator
 
Miss Louise Foster – 01223 559564 – xxxxxx.xxxxxx@xxxxxxxx.xx.xx
c)  Property Assistant
 
Miss Julie Foreman – 01223 559420 – xxxxx.xxxxxxx@xxxxxxxx.xx.xx
d)  General Maintenance/Handyman
Mr Jason Johnson - 07836 659814
Bidwells Working Hours – Monday to Thursday 9.00 am to 5.30 pm
       Friday 9.00 am to 5.00 pm
ANY OUT OF HOURS EMERGENCIES CONTACT PORTERS LODGE AT TRINITY
COLLEGE 01223 338400

6

4.2 Complaints/Appeals
Bidwells are accredited under the ISO90001:2000.  This ensures that there are
audited procedures that have to be adhered to.  This includes a complaints
procedure.  Should you wish to make a formal complaint regarding Bidwells, or any of
its employees, please address this to Mr A Long BSc (Hons) MRICS at Bidwell
House, Trumpington Road, Cambridge, CB2 9LD.
5
GENERAL INFORMATION
5.1 
Assured Shorthold Tenancy Agreement
Hostels and flats are let on an Assured Shorthold Tenancy Agreement.  The
Agreement will be issued at the commencement of occupation.  The lease will end on
31st August in any one Academic year.  Extension Notices will be sent out before the
end of the tenancy if applicable.
One month's notice in writing to Bidwells is
required to vacate your accommodation.
Should tenants remain in their
accommodation outside the normal period of residence without obtaining prior
approval from Bidwells or if they fail to leave the property in a condition ready to be
occupied by others, they will be liable for a daily charge.
6
RENTAL PERIOD
Rents will be invoiced and charged on a monthly basis and must be paid on the 1st of
every month by standing order.  If the invoice has not been received, rent is still due.
Utility charges for hostels will be invoiced quarterly and must be paid for separately to
any standing order rental payment.  At the end of a tenancy, the tenant MUST cancel
their standing order arrangement; charges will apply for failure to do so.
Payment for rent will be expected at all times unless the tenant has fully vacated the
accommodation.  No rental holidays are given.  A charge will be placed on the
account for any cheques are referred back to drawer.
7
DEPOSIT AND RENTS
Hostel and flat charges are based on the type, size and location of the
accommodation.
Bidwells determine rents for both flats and hostels based on current open market
values.  A concession may be applied based on a per tenant basis.  The deposit is
also charged on a per tenant basis.  This is held and returned at the end of the
tenancy after a satisfactory check out.  The deposit CANNOT be used for rent
payment at the end of the Tenancy.
Rents are reviewed annually and any increase is approved by Trinity College Council
following discussions with the Junior Bursar.  Increased rents are applied as from
1st October in any one year.
An administration fee for arrears may be applied at a rate of £25.
8
ACCOMMODATION
8.1 Decoration
Individual rooms are generally redecorated every seven years and public areas on
staircases every five years.  Any unauthorised redecoration will be made good at the
expense of the occupant.
8.2 Linen
Bidwells provides pillows and duvets, pillowcases, sheets and duvet covers.
Laundering is the responsibility of the tenant.
7

8.3 Refrigerators/Freezers
It is the responsibility of the tenant to ensure that the fridge/freezer is kept clean,
hygienic and regularly defrosted.
8.4 Maintenance
Bidwells handyman attends the properties on a weekly basis to carry out any
maintenance and gardening works and to test the communal lighting.  He will replace
bulbs in the communal areas however tenants are responsible for replacement bulbs
in their rooms/flats.
8.5 
Location of Stopcock and Meters
The stopcock for the water supply is usually located under the kitchen sink.  You
should also locate the electricity and gas meters, fuse box and mains switch.
8.6  Communal 
Areas
Tenants are not permitted to store personal items in any of the communal areas.  All
items must be stored in their own rooms.  Halls, stairs and landings must remain clear
at all times in order to comply with Fire Regulations.  Any personal belongings will be
removed at the cost of the tenant(s).
9
VACATING YOUR ACCOMMODATION
9.1 Notice
One month's written notice to be sent or emailed to Bidwells.  Notifying Trinity College
without notifying Bidwells does not constitute giving Notice of Vacation.
9.2 Utilities
If applicable, contact providers of gas, electricity, council tax and telephone and close
the accounts giving a forwarding address.
9.3 Mail
Please arrange for all mail to be forwarded to your new address.  Bidwells cannot
accept responsibility for forwarding tenants’ mail.
Any mail found at the property after a tenant has left will be forwarded to Royal Mail
marked “Please Return to Sender”.
9.4 
Vacating your Accommodation and End of Tenancy Inspection
Once you have vacated the accommodation, a Bidwells representative will carry out
an inventory check to ensure the room/flat is clean and tidy and that all personal
belongings have been removed.  If the accommodation is not left in a satisfactory
condition for the next occupant, the following example charges will apply in addition to
potential daily charge until the accommodation is ready for occupancy:
  Replacement keys - £20 each (excluding properties access by University Card –
these are charged separately)
  Replacement lock cylinder - £60
  Cleaning of rooms - minimum £25
  Cleaning of flats - minimum £50
  Cleaning of oven - £25
  Cleaning of fridge - £15
  Removal of disregarded items - minimum £15
  Damage to property/inventory items – price to be obtained at time
8

9.5  Cancelling Standing Orders
If you have been paying your rent by monthly standing order, please contact your
bank and cancel this arrangement. 
Bidwells cannot be responsible for this service.
Any repayments made after the balance of your deposit has been returned will result
in an administration charge of £25 being made for the necessary administration work
and bank charges made to Bidwells.
9.6  Return of Deposit
It will be necessary to settle all outstanding rent and utilities (if applicable) due to the
date of your departure before the balance of any deposit can be released.
Prior to departure, it will be necessary to provide bank details.  This will ensure the
balance of your deposit is returned quickly and direct into your bank account.
Alternatively, please leave a forwarding address for posting the cheque.
The deposit will not be processed until the required information is received.
10  CLEANING 
CONTRACTORS
Cleaning contractors attend College hostels twice weekly to clean all communal
areas; this includes halls, staircases and landings, kitchens and bathrooms and
removal of waste from the bins.
The washing-up of crockery and pots and pans is the responsibility of the tenant and
should be carried out daily before the cleaning contractor attends the property.
Repeated failure to observe hygiene standards and/or allowing an accumulation of
washing-up may result in charges being incurred.
Cleaning contractors attend College flats once a week to clean all communal
staircases and landings.
11 
GUESTS IN COLLEGE ACCOMMODATION
At all times whilst the tenant is in residence, only one guest is permitted to remain on
the premises overnight and the tenant will be responsible at all times for the
behaviour of that guest, who must be well known to the tenant and of fixed abode.
For hostels only – the tenant shall not, without Bidwells permission, have more than
one guest to stay at the premises overnight nor may they have a guest to stay for
more than two nights in any seven consecutive nights (refer to the College White
Book). You will be responsible for the behaviour of your guest, who must be a
bona fide acquaintance and of fixed abode
.
Any tenant found abusing this rule will be asked to vacate and charges will be
incurred.
12  INCONSIDERATE 
BEHAVIOUR
Obviously, when so many people are accommodated in such a relatively small area,
the important rule is that everyone should behave with consideration towards those
around them.  This applies particularly to the question of noise because when you
wish to relax your neighbours may be trying to study.
9

Musical instruments (other than pianos and percussion instruments), radios,
televisions/DVD players, record/CD players, computers and other means of sound
reproduction may, as long as all appropriate doors and windows are closed, be
played between 1.00 pm and 10.00 pm, but not at other times and never in such a
way as to cause annoyance to others.  The use of earphones rather than
loudspeakers is encouraged.  Pianos and percussion instruments are not permitted in
College accommodation.
13 NOTICES
Posters or notices should not be posted in windows or anywhere other than on
recognised notice boards.
14 
USE OF ROOMS FOR BUSINESS PURPOSES
The College is an Educational Charity.  In consequence, tenants may not use their
accommodation for business purposes.
15 
WINTER & SUMMER ABSENCES
15.1  Winter Absences
During the winter, as a precaution against frost damage:-
  Leave some space/central heating on, especially at night time.
  Ensure that no water taps are left dripping.
  Leave gas pilots on (where applicable).
  Leave the trap door to the roof space ajar to allow some heat into the roof space.
If you are going away for more than a weekend, ask Bidwells about the advisability of
draining down the hot and cold water supply systems.
15.2   Summer Absences
  Turn off the mains water supply.
  When returning remember to turn on the mains water supply before turning on the
electric or gas water heater.
16 FURNISHINGS
 Hostels and flats are fully furnished.  Furniture must not be removed or added to
during the tenancy.
The hostels and flats are provided with curtains for all windows and carpets.  All
rooms have an overhead light and shade.
The rent includes an element for furnishings and the charge made reflects the
inventory for the individual room.  As a guide, soft furnishings have an expected ‘life’
of 10 years and hard furnishing of 15 years.
 College furniture must not be moved from one accommodation to another.  Private
furniture must not be brought into rooms nor are items of furniture or furnishings, such
as curtains, to be removed or replaced without permission.  Bidwells reserves the
right to remove, at the expense of the occupier of the accommodation, any furniture
brought in without permission.  Items of furniture required for medical reasons must
be supported by medical reports, and permission for their use obtained prior to their
introduction into a hostel or flat.  In hostels, double beds will not be permitted.  If there
is an issue with height then an appropriate replacement single bed will be provided.
10

Under no circumstances are double beds or any form of mattress/inflatable bed/futon
allowed in hostel rooms.
In hostels, tenants are not permitted to provide or store their own personal kitchen
inventory items; this includes electrical items in the kitchens.  The College provides all
necessary kitchenware and carries out PAT testing on all electrical appliances.
Bidwells reserves the right to remove, at the expense of the occupier of the
accommodation, any electrical equipment brought in without permission.
17 INVENTORIES
 Two copies of the inventory will be provided with the Tenancy Agreement, one will
require signing and returning to Bidwells within two weeks of occupation.  If it is not
returned within the timescale, it will be deemed as correct at that time.
 Missing or damaged items on the inventory will be charged for, so it is important that
you check the inventory and report anything with which you disagree.  Pictures and
posters may be hung on walls using pins and hooks provided by Bidwells.  Adhesive
tape, blue-tac and white-tac must NOT be used to affix pictures to walls, doors or
woodwork.  Sellotape tends to remove paint when it is taken off and the grease marks
left by blue- and white-tac can require up to five coats of paint to cover effectively.
Charges will be made for damage to decorations, furnishings and furniture.
18 
UTILITIES & SERVICE PROVIDERS
18.1
Gas & Electricity
Charges for hostels are based on actual meter readings, including sub-meter
readings where applicable, and are calculated on the current unit rate at the time and
apportioned equally between the tenants.
Tenants in flats are responsible for their own electricity, gas and council tax unless on
an inclusive rent.
For tenants in flats, if applicable, meter readings for both gas and electricity must be
obtained when first occupying a flat and the following companies contacted and
informed of the new tenant details and meter readings.  Failure to do so will result in
administration charges.
Gas – Supplied by Southern Electric Tel 0800 117 116
Electricity – Supplied by Eon Tel 0800 051 0760
Tenants are not permitted to change the utility providers and will incur charges
if additional administration is caused to Bidwells.

Tenants must ensure that they contact the suppliers at the end of the tenancy giving
details of the final meter reading and forwarding address.  The account must then go
back into the name of Trinity College, c/o Bidwells, Trumpington Road, Cambridge,
CB2 9LD.
18.2
Council Tax
Based on a tenant's student status, a certificate will need to be obtained from the
Board of Graduate Studies or Trinity College.  This is applicable to both tenants and
their partners.  The tenant is responsible for providing this information to the City
Council.
11

18.3  Telephone/Computer Connections
Tenants must contact either BT or Virgin Media for connection of a telephone line.
Bidwells are not responsible for this service.
BT Residential
0800 800 150
Virgin Media Residential
0845 454 1111
18.4  Television Licences
If you receive television transmissions, either black and white or colour, in your
accommodation other than by a battery-operated receiver, you will need to
obtain a television licence.  If you do not have a television in your
accommodation – YOU DO NOT REQUIRE A LICENCE.

The TV Licensing general enquiry telephone number is 0300 790 6131. A colour
TV Licence currently costs £145.50; a black and white licence is £49.00.
You also need your own licence if you are sharing a house with other tenants and use
a TV in your room, and your room is a separately occupied place (a separate
tenancy agreement would normally indicate that this is the case).
However if you have a separate tenancy agreement but a television is only being
used in a communal area
, then only one licence is required.
The law requires everyone, including students, to be covered by a licence if they use
any device to receive television programmes.  This includes any TV set, DVD or video
recorder, digital box, PC, laptop or mobile phone.
To buy or renew a licence please call 0844 496 6071.
If you have a general
enquiry or a complaint please email www.tvlicensing.co.uk .
19 
SERVICES 

APPLIANCES
19.1
Heating
Central heating is provided to all outside accommodation.  Heating systems in hostels
are turned on from 6.00 am to 11.00 pm daily, with automatic control of central
heating by externally mounted sensors reacting to the outside air temperature.  If the
weather is unseasonably cold, the heating may be adjusted to compensate.
Occupants are encouraged to help save energy and costs by using the thermostatic
valve controls on their radiators where fitted.
19.2  Gas Installations
Gas installations in all the accommodation are serviced annually by registered
contractors.  Copies of the Landlords Gas Safety Certificate will be left at the
property.
19.3  Electrical Wiring
No alterations or additions may be made to electrical wiring in any of the
accommodation.  Annual and five yearly electrical checks will be carried out in
compliance with the law.
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19.4  Electrical Equipment
Electrical equipment provided by Bidwells is tested annually as part of the Portable
Appliance Testing (PAT) programme.  The safety of any privately owned electrical
appliance is the responsibility of the user; however:
a) Prior to bringing items of electrical equipment into College owned
accommodation, tenants must ensure that they are in a safe condition.  Particular
attention should be paid to leads and plugs, ensuring that there are no frayed
leads, plugs are securely fitted and they have the correct fuses fitted.  Tenants
bringing electrical equipment from overseas must ensure that it is adapted for
220-240 volts AC and that British Standard plugs (three flat pins) are used to
connect it to the power supply.  Items that are not EU/British Standard or are
considered by a registered electrician to be unsafe will be removed.
b)  Electrical appliances with low current consumption, e.g. radios, computers, CD
players, hairdryers and electric razors may be used and will normally stay within
the 2KW load limit for any set of rooms, but electric fires (other than those
supplied by the College) are not to be used in College accommodation.
19.5  Radios and Televisions
No external aerials or earth wires for radios or televisions may be fixed to College
buildings.
19.6  Water Supplies
All cold water supplies are drinking water from the cold water mains supply; cold
water supplies in individual rooms and bathrooms may be from water storage tanks
and should not be considered safe for drinking.  Waste water systems are connected
to Local Authority sewers.  Waste chemicals, environmentally damaging or toxic
substances must not be poured into waste water systems (via basins, baths,
showers, lavatories or external drains) but should be disposed of correctly.  If in
doubt, consult Bidwells.
19.7 Water Hygiene
Risk assessments and monitoring of water in all areas of the accommodation are
carried out in line with Health and Safety Executive Policy.  All showerheads are
cleaned regularly by cleaning contractors.
19.8 Lighting
Overhead lights are provided in rooms and should be supplemented by desk lights to
achieve the correct local task lighting levels.  Bulbs over 60 watts are NOT permitted
in College Accommodation.
19.9 Drains
Bidwells is responsible for contacting contractors for general drainage issues /
maintenance.  However if the problem has arisen due to misuse, ie., food or foreign
objects being put down the sink, tenants will be responsible for the charges incurred.
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19.10  The College Computer Network
Portugal Street, Portugal Place, Newton Road and Bridge Street have connections to
give access to the Cambridge University Data Network (CUDN).  A computer with a
10/100 Ethernet card and a RJ45 connection can gain access to a number of facilities
including the internet and e-mail.  Tenants wishing to connect their computer to the
network must submit an application to the College Computer Office by e-mail
(xxxxxxx.xxxx@xxxx.xxx.xx.xx).
Use and maintenance of a computer connected via the College network is at the
tenant's own risk and carries a responsibility to abide by the relevant College and
University rules and regulations.  They are to be found in the College ‘White Book’
(Regulations and General Information for Members of the College in Statue
Papillary).  See also the Code of Discipline, Rules 6 and 7, and the Terms and
Conditions for the Use of the Trinity College Data Network (TCDN) at Appendix E to
the White Book.
19.11 Computing Support
Tenants are encouraged to arrange their own support and to have their computers
insured.  In cases of severe difficulty, the Computer Office may be consulted but if
‘hands on’ assistance is required, it will be subject to the availability of computing
staff, for which the first priority will always be communal student computer rooms and
the maintenance of the network. Individual tenant problems will be dealt with on a
‘first come, first served’ basis, providing that the owner can provide proof that the
computer is insured and signs a disclaimer releasing the College from liability for any
accidental loss or damage to hardware or software that may arise.  If you require
help, you should contact (xxxxxxx.xxxx@xxxx.xxx.xx.xx/network extension 38551).
You are strongly encouraged to back up any critical work stored on your computer in
case of disk failure or theft.
20  ENVIRONMENTAL 
ISSUES
20.1  Energy Efficiency
The College is keen to do all possible to reduce environmental damage resulting from
its activities and to reduce its carbon footprint.  An energy efficiency survey was
carried out by the Carbon Trust in 2003 in a sample number of Cambridge Colleges.
The report noted that while inefficient buildings and heating systems were a major
problem, most waste was attributable to the careless behaviour of individuals, by
leaving lights and electrical equipment switched on in unoccupied rooms; opening
windows rather than turning down heating; turning heating up rather than dressing
slightly more warmly etc.
20.2  Refuse/Recycling Collection
Contract cleaners clear waste bins from hostel kitchens and washrooms on a weekly
basis, however, do not assist with any recycling.
The College recognises its responsibility to the environment through a positive
approach to health and safety through the control of pollution and strives to meet its
obligations under the Environmental Protection Act.
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Recycling as much waste as practicable in the safest possible manner forms an
important part of the College’s environmental policy.  Recycling facilities are provided,
however it is the responsibility of the tenant to ensure that they recycle in the correct
manner.  If this is not adhered to, an administration charge will be applied to cover the
cost of external contractors being called in to rectify.
Recycling boxes must not be stored in halls or landings.
21 LAUNDRETTES
Washing machines and dryers are provided in all hostels and laundry rooms are
provided for most of the flats.  If your accommodation does not provide the above
facilities, laundrettes are provided in the following locations:
Washer
Dryer
a.  A Pearce Hostel
3
2
b.  Whewell's Court
6
6
c.  Angel Court
6
4
d.  Bishop's Hostel
3
2
C Staircase
2
1
e.  Burrell's Field
D Staircase
2
1
Q Staircase
5
4
Cards for the card-operated machines are available from the Porter’s Lodge at Great
Gate and Burrell’s Field at a cost of £5 for a card for washing or drying.
Trinity College laundrettes are provided with irons and ironing boards.  Access to
laundrettes is by swipe card and access is denied between the hours of 11.30 pm
and 7.30 am.
The propping open of laundry doors is strictly forbidden at any time.  Items of clothing
should not be left unattended and the College will not accept any responsibility for the
loss of personal laundry.  Any faults with the machines should be reported to the
Works Department (xxxxx.xxxx@xxxx.xxx.xx.xx ).
22  REPORTING 
FAULTS
Tenants should report all faults and repairs to the Bidwells office without any delay.
Should the tenant be aware of a problem and not report it, he/she may incur charges
should the problem escalate and cause further damage.
Bidwells aim to carry out repairs to any faults in the following way:
Priority One – Emergency Repairs
Work to be completed within 24 hours of a report of a defect.  Any repairs required to
avoid a danger to health, a risk to the safety of residents or serious damage to
buildings or to residents’ belongings.
Priority Two – Urgent Repairs
Work to be completed within five working days of a report of the defect.  Any repairs
that materially affect the comfort or convenience of the residents.
Priority Three – Non-Urgent Repairs
Work to be completed within 28 days of the report of a defect.  Any repairs not falling
into the above categories.
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Where a dispute arises as to when a defect has been reported, the date on which the
defect was correctly reported to Bidwells will be the accepted date.
22.1   Gas Leaks
If you think, you can smell gas:
DON'T
turn electric switches on or off.
DON'T
smoke.
DON'T
use naked flames.
DO
turn off gas supply at the meter.
DO
open doors and windows to get rid of the gas.
Then ring TRANSCO (free) on 0800 111 999
 
Report the details to Bidwells as soon as possible.
 
For any gas emergency - at any time - call TRANSCO free on
 
0800 
111 
999.
Transco will attend within 1 hour and it is essential you remain at the accommodation
to enable the gas engineer to have access to the property.
Do not obstruct any air bricks or ventilation ducts serving any gas  appliance.
22.2
Flooding - In your own property
Immediately shut off the stopcock (usually under kitchen sink) and try to contain the
flooding by using a basin and towel or whatever might be suitable.
If the stopcock does not work, telephone Cambridge Water Company on
01223 706050.
Then contact Amanda Webb at Bidwells for assistance on 01223 559366.
Outside normal office hours contact the Duty Porter at Trinity College on
01223 338400.
22.3  Flooding - From a neighbouring property
Immediately try to contact the occupier or the owner of that property.  If you are
unable to do so, or if they are unable to stop the flooding, contact Bidwells or the Duty
Porter and/or Cambridge Water Company as above.
23 
MAINTENANCE 
AND 
REPAIR
23.1 Organisation
The routine maintenance and repair of the College owned buildings is undertaken
principally by Bidwells.  Some specialist maintenance and repairs, such as for the fire
and alarm systems, are undertaken by approved contractors.  Major works, such as
refurbishment and decoration programmes, are undertaken by contractors managed
by Bidwells.
23.2  Grounds Maintenance
Bidwells staff and gardening contractors maintain all the grassed and cultivated areas
of all the outside accommodation.
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23.3  Snow and Ice Clearance
The Bidwells handyman is responsible for laying thaw crystals whenever there is a
forecast of severe frost.  Caution is expected to be taken at all times.
24 
ACCESS 
TO 
ACCOMMODATION
24.1  Bidwells Staff
Routine quarterly access to carry out property inspections and fire alarm testing
should be provided; notice of which is given in writing two weeks prior to the
inspection.  On other occasions tenants will be given at least 24 hours notice in
advance.
24.2 Bidwells/Contractors
For Priority One and Two repairs it is implicit in requesting the work that you are
giving permission for Bidwells or their Contractors to enter your accommodation.
Access for routine maintenance or non-urgent repair purposes will be notified by e-
mail at least 24 hours in advance unless the tenant reporting the fault indicates that
this notice is not necessary.  For maintenance and servicing programmes, such as
gas appliance servicing, window and gutter cleaning, external and interior painting,
tenants will normally be given seven days notice and not less than 24 hours notice.
24.3 Porters
Emergency access to any accommodation by Porters will be entered in the
emergency access record book, held in the Porter’s Lodge, giving the time and
reason for access.  Tenants wishing to check whether emergency access has been
gained to their accommodation by a Porter should ask the Head Porter/Deputy Head
Porter to see the relevant entry in the record book.
25 
PROTECTING THE PROPERTY FROM DAMPNESS & CONDENSATION
Dampness in a property can arise from:
  A fault in the property, e.g. leaking roof.
  A fault in a neighbouring property, e.g. broken gutter.  Report any such faults to
Bidwells immediately as serious damage may result from continued disrepair.
  The tenants' misuse of the property, e.g. condensation caused by excessive
steam/moisture touching cold surfaces such as external walls or windows.
Remember to ventilate and heat the property sufficiently to prevent condensation.
The use of paraffin, other liquefied or Calor gas heaters, lights or cooking equipment
in the property is not permitted as they give off excessive water vapour, which also
soon results in serious condensation.
26  ELECTRICITY 
FAILURE
  Check neighbouring properties to see if there is a general power failure.
  Check trip switches or circuit breakers adjacent to the main fuse box and re-set.
If the problem persists, contact Bidwells during office hours or The Porters Lodge
after 5.30pm.
  Have a torch handy, just in case!
27 
HEALTH 
AND 
SAFETY
Tenants occupying College accommodation have a responsibility towards the health
and safety of members of College or Bidwells staff and contractors.  Tenants should
17

maintain their rooms in an accessible and hygienic state.  They must ensure that
items of electrical equipment are maintained in a safe condition.  Particular attention
should be paid to leads and plugs, ensuring that there are no frayed leads, plugs are
securely fitted and they have the correct fuses fitted.  It is important that wires and
cables are kept tidy and safe and do not represent a trip hazard.  Similarly that any
changes to the layout of the furniture in the room do not lead to risks.
27.1   First Aid Provision
The College Nurse is able to give treatment when she is in College.  First Aid boxes
are provided in the Porter’s Lodge at Great Gate and on Burrell’s Field and at least
one Porter on duty at any time is trained in First Aid.
28  FIRE 
SAFETY
28.1  Fire Alarms
Instructions on what to do in case of fire are posted in each property and it is
important that you read them.  Bidwells carry out fire alarm testing on a quarterly
basis and tenants will be informed prior to the visit.
28.2  Fire Prevention
It is the responsibility of all tenants, members of College or Bidwells staff and visitors
to prevent fire.  At a personal level, this means being aware of the potential dangers –
e.g. smoking, cooking, naked flames and electrical faults.
a)  In areas where smoking is permitted, it is essential that cigarettes are properly
extinguished in an ashtray.
b)  Guards must not be removed from electric or gas fires and no bottled gas or
mineral oil, such as paraffin, is allowed in any College accommodation.  Care
must be taken to ensure that any clothing being dried in front of an electric or gas
fire is kept well clear of the fire and that there is no risk that it will catch fire.
c)  The use of candles, joss sticks and other naked flames in College flats/hostels is
prohibited.  Decorative fairy lights in College accommodation are discouraged and
will be removed if left switched on but unattended, or positioned so as to pose a
potential fire risk.
d)  Electrical leads should not be put under carpets or through doorways, and any
unauthorised installations (such as electrical appliances controlled by time
switches) will be removed.
e)  Fire doors must be kept closed at all times and never wedged open; they must
also be kept clear to afford ready access or egress.
18

28.3  Detection and Alarm
All properties are fitted with smoke or heat detectors and alarm sounders.
a)  Any tampering with the fire detection and alarm systems (extinguishers and fire
blankets), together with any associated signage, is strictly forbidden.  Severe
penalties will be imposed on offenders (see the White Book Rule 4).
b)  The College accepts no liability for damage to the private property of the tenants
in flats/hostels caused by the negligence of others.  If you cause damage
negligently to the property of another tenant or adversely affect the contents or
business of commercial premises by your negligence, you may be personally
liable for it.  Anyone whose negligence causes fire or water damage may be
required to contribute towards the cost of the repairs and to any increased
insurance premium that may arise as a result.
28.4 Escape
Each property has its means of escape posted.  It is important that escape routes,
especially staircases, are kept free of flammable material such as paper, cardboard
boxes etc.
29  SMOKING 
POLICY
The College recognises that smoking is a hazard to the health of both smokers and
non-smokers and also represents a fire hazard.  As from July 2007 it is illegal to
smoke in any communal area, signage has been posted to remind tenants of the
rules.
Tenants and their guests wishing to smoke may do so in a designated smoking area.
Tenants are, nonetheless, discouraged from smoking in their accommodation
because of the risks to health, of fire and of damage to furnishings and fittings.
30 SECURITY
30.1  Flat/Hostel Keys
At the start of the tenancy, keys are left for the tenant at the Porter's Lodge for
collection.  On vacation of the accommodation, keys must be handed in to the
Porter’s Lodge by the vacation date in an envelope for the attention of Bidwells.  The
address for the keys must be left inside the envelope including bank details for the
return of a deposit if applicable. A daily charge will be incurred for unauthorised
residence.

The replacement of a key will result in a charge of £20.  In addition to a further charge
for a second lost key, the cost of replacing a lock cylinder, which may be required
after the loss of a second key, is a minimum of £60.
30.2  Building Security
It is essential that you keep your door locked whenever you leave your
accommodation, for however short a period.  It is also important that you do not
provide opportunities for thieves by leaving cash, wallets, credit cards, mobile
telephones, i-pods, laptops etc. lying about in your room.  Most thefts from College
accommodation are of such items left visible in rooms where the door was unlocked
whilst the occupant went to make a cup of tea, have a shower or called in for a chat
next door.
19

30.3  Your Belongings
The College insures the furnishings provided in your accommodation but does not
insure any of your belongings, including your bicycle, and accepts no liability for their
loss, damage or theft.
You are strongly advised to take out insurance for your belongings, particularly your
bicycle, and to check that the cover is valid for the items insured to be kept in your
accommodation in Cambridge.
You should be aware that a free on-line registration service is provided at
www.immobilise.com whereby you can enter the registered number of any item
(mobile telephones, cameras, watches, computers, bicycles etc) to be held on a
database, which is checked by the police whenever items of stolen property are
recovered.  The College operates a similar system with the Cambridge Police
whereby members of College register their bicycles annually with the Accommodation
Office (Z Staircase, Angel Court) and the registered number on the sticker issued is
reported back to the College if a stolen bicycle is recovered by the police.
31 BICYCLES
The White Book (section 23) gives the regulations for the annual registration of
bicycles with the Accommodation Office and it is important that you comply with them.
Bicycles must not be stored in College accommodation or staircase entrances.
Where racks are provided cycles are to be parked in them and not secured to railings
or fences.  Any tenant intending to bring a specialist bicycle to Cambridge to
participate in University-level sport should make arrangements for storing it before it
is brought into College.
32  MOTOR 
VEHICLES
The University regulations regarding motor vehicles can be found in the University
booklet ‘The Student’s Handbook’.
33  ACCOMMODATION 
RELATIONSHIP
The Responsible College Officer for all accommodation provided by the College is the
Junior Bursar, assisted by the Managing Agents Bidwells for outside College
accommodation.
33.1  Advance Information
Tenants, or visitors, will be notified of their accommodation either by The
Accommodation Office at Trinity or Bidwells direct.  Individual requests should be
addressed to Bidwells.
If necessary, the Junior Bursar is available to discuss accommodation and other
issues with students/tenants during Term at regular “surgery” times, which are
displayed on the door of the office at G2 Great Court.
20

34  NOTES 
:
This document is correct at the time of print.  Changes can be made by Bidwells at
any time and you will be notified of this.
21