'The Code' compliance overview

The requirements of 'The Code' are outlined below, along with evidence of the college's means of compliance.

 

Section

Description

Means of Compliance

1 GENERAL  
1.1 This Code assumes an establishment's compliance with all statutory requirements as contained within housing, building, planning, disability discrimination, equal opportunities, data protection and other relevant legislation, as well as adoption of good practice principles such as the "Support and Guidance for Equality and Diversity" published by the Equality Challenge Unit (ECU). As noted in paragraph iii) in the introduction to this Code, the provisions of this Code will apply to FE accommodation except insofar as other legislation, notably with regard to students aged under 18, applies. Some references are made in the text to specific requirements where this may be helpful to accommodation managers. The word "must" is generally used throughout this code to indicate a statutory requirement, as opposed to a desirable or notable practice, where alternative words are used. The college complies with all legal requirements relating to housing, building, planning, disability discrimination, equal opportunities, data protection. We are committed to the terms of the Equality Act, and have produced an Equality statement in support of that legislation.
1.2 The Code should be read in conjunction with the establishment's regulations, rules, codes and other local documentation relevant to the subject matter of this Code. H/FEEs should ensure that their documentation provides evidence of compliance with the Code. A statement outlining our compliance with The Code can be found on the college website.
1.3 H/FEEs should ensure that student representatives are fully involved in review, complaints and other procedures integral to the administration of this Code. All matters relating to compliance with the Code are addressed to student representives via the college's domus committee.  
1.4 All H/FEEs must make arrangements to publicise the existence of the Code to potential students in addition to advising students of the Code during the induction process to residential accommodation. Information relating to the existence of the code and the college's compliance with it are noted on the college website.
1.5 All properties must be constructed, altered or refurbished, and maintained, in accordance with the appropriate building, planning and housing legislation. The relevant approval notices and certificates should be available for inspection by prior arrangement. The college complies with all legislation when constructing, altering, refurbishing or maintaining its properties.
1.6 H/FEEs should ensure that staff are appropriately trained in order to deliver the standards required by the code including equality and diversity. Training on relevant sections (data protection, equality, legislative complance and best practice) is provided to staff-members. 
2 HEALTH & SAFETY STANDARDS AND PROCEDURES  
2.1 Student residences and their contents as supplied by an establishment must meet the requirements of all relevant health and safety regulations and codes of practice. Certain special circumstances (e.g. legislation relating to listed buildings) may justify a partial relaxation of these requirements. All H&S regulations are complied with. External H&S professionals carry out annual site audits of all college properties. The college has a number of Grade II and II* listed properties, and certain relaxations of legislation (such as disability access, and provision of multiple fire exits) may be in effect. 
2.2 H/FEEs must make an analysis of the risk of such events as fire, outbreak of disease or major breakdown of services and equipment and develop procedures for dealing with them. The analysis and the procedures must be documented (e.g. in risk registers) and should be readily available for inspection. Fire and other risk assessment documents are carried out regularly and are thoroughly documented. These are available for inspection. Internal audits are carried out annually.
2.3 Students must be given clear advice and information on what action is to be taken in the event of an emergency e.g. how to access first aid provision, relevant contact details and mechanisms for reporting incidents and raising health and safety issues. Information on actions in emergency situations is provided at induction. Additional information is provided in student bedrooms, and via the college website.
2.4 It must be a requirement in every tenancy or license agreement for the student to maintain a reasonably safe environment for the H/FEE's employees who may have to enter the premises e.g. ensuring that cables to personal electrical equipment are safe. Included in the Residential licence document.
2A FIRE SAFETY  
2.5 Information and advice must be provided to students at the beginning of their period of occupation on such matters as: • Their role in the avoidance of fire risks • Cooking and the safe use of cooking equipment • Electrical safety – particularly voltage differences • The dangers of using candles or storing flammable material • Disciplinary action that may be taken if fire alarms or fire fighting equipment is misused Information is provided to students at induction. The college disciplinary bye-law outlines the disciplinary process, and the penalties for disciplinary infringements are also outlined. 
2.6 Fire safety systems must be maintained in working order and regularly tested in accordance with regulations relating to each particular piece of equipment and each building type. The design and detail of systems in existing buildings will be determined in accordance with a fire safety risk assessment and in consultation with the fire authority or local authority as appropriate. Specifically: • Fire alarm systems must be tested weekly at pre-arranged times (but see paragraph xxi) of this Code). • A record of fire alarm testing and inspection must be maintained. • At the beginning of their period of occupation students must be provided with information on fire safety and good practice. Advice on action to be taken in case of fire including fire containment procedures must be prominently displayed. • Any fire extinguishing equipment provided must be properly maintained. Fire safety systems are subject to regular checks, and fire risk assesments have been made for all college properties. Fire alarms are tested weekly and logged. Information on fire safety good practice is provided to students at induction. Advice on action in the event of fire is displayed in all student bedrooms and communal areas. All fire extinguishers are serviced annually.
2.7 In order to ensure safe evacuation of properties in the event of fire, safe access and egress (means of escape) must be maintained – including corridors, landings, stairs and hallways. The means of fire escape – internal and external – must be maintained and be available at all times. The design and detail of systems in existing buildings will be determined in accordance with a fire safety risk assessment and in consultation with the fire authority or local authority as appropriate. Safety systems including: • Emergency lighting. • Emergency secondary power supplies such as generators and battery back up systems. • Fire door integrity including door closures. • Automatic door release mechanisms. • Emergency escape ironmongery such as push bars must be regularly tested in accordance with the appropriate British Standard. Where possible, automatic door release mechanisms have been equipped to allow exits to be maintained in the event of fire. Emergency lighting is in use at all sites and is periodically checked. Intumescent edging strips are being fitted to all fire doors on a rolling basis. 
2.8 Fire evacuation practices must be conducted at the beginning of each academic year in accordance with arrangements for particular buildings, fire detection systems and the local fire authority. A record must be maintained. Fire drills are conducted termly at all sites, and recorded. 
2.9 Once a student with a disability (including those with a temporary disability) is identified, the H/FEE must undertake an assessment and put in place any specific arrangements (e.g. personal evacuation plans) in case of fire or other emergency. Risk assessments are carried out for any students or residential staff with disabilities requiring specific emergency arrangements to be in place. Those students with particularly exceptions or arrangements may be noted on the Dean's List.
2B ELECTRICAL & GAS SUPPLIES  
2.10 Except in the case of emergencies or essential maintenance, electricity and gas supplies and lighting must be maintained without interruption. Gas and electrical installations must be properly maintained and tested in accordance with statutory gas and electrical safety requirements and British Standards. All gas and electrical supplies are inspected periodically by approved contractors or H&S professionals. 
2.11 Where students need to operate controls for gas fired central heating, hot water systems, and / or fixed electrical room heaters or appliances, simple and precise instructions for their safe and efficient use must be available. Instructions for the use of fixed electrical room heaters are provided to all residents.
2.12 All gas supplies, distribution pipe work and gas fired appliances must comply with the relevant gas safety regulations. All gas supplies and appliances comply fully with regulatory requirements.
2.13 All gas appliances must have an annual gas safety check undertaken by a Gas Safe registered gas installer. A copy of the safety certificate must be available in accordance with the regulations. All gas appliances are checked annually and recorded. 
2.14 All new electrical installations including fixed equipment must be installed and all existing installations maintained in accordance with the most recent version of the Institute of Electrical Engineers (IEE) Regulations. All new and existing electrical installations are maintained in compliance with the most recent version of the IEE regulations.
2.15 All building electrical installations must be inspected and tested in accordance with statutory requirements, and the results recorded in an appropriate register. All new installations are tested and recorded by professional contractors, and recorded.
2.16 Lighting must be provided in accordance with the Chartered Institution of Building Services Engineers (CIBSE) recommendations. In study bedrooms the recommended level of illumination may be achieved by the use of local task lighting. Lighting in all student bedrooms complies with CIBSE regulations. 
2.17 All portable appliances supplied by an H/FEE, or used in the premises by H/FEE staff, must be inspected and maintained in accordance with an establishment's PAT policy. Where arrangements exist for the testing of students' personal electrical equipment these should be set down in the PAT policy. The H/FEE must make students aware of the PAT policy, and any procedure for having students' personal electrical equipment tested. All portable appliances used by staff are PAT tested and recorded. Students are informed on the Maintenance section of the college website that they must ensure that all personal items have been tested, and the college reserves the right to confiscate any item believed to present a danger.
2.18 There must be a procedure for dealing with any potentially dangerous personal electrical equipment. This might include labelling as unsafe, an instruction to remove, or in extreme cases (subject to the terms of the licence or tenancy), for example if there is a risk of fire or electrocution, removal to safe keeping or disabling. The students must be made aware of the procedure and the action implemented. This is made clear to students by induction, and in the Accommodation section of the college website.
2.19 All premises must be provided with hot and cold water to appropriately marked taps. Any cold water supply that is not drinkable should be clearly identified. All non-potable water is marked as such.
2.20 All waste water must be removed via an appropriate trapped connection to the sewerage system. All waste water is removed via trapped sewerage connections.
2C SECURITY  
2.21 Hot and cold water services must be installed, monitored and maintained in accordance with HSE and statutory public health requirements including Legionella testing. Legionella testing is carried out as and when required on all water sources by external professionals, in accordance with ACOP requirements.
2.22 H/FEE managed accommodation must be securable against intrusion. All registered buildings must be subject to local security risk assessments,with particular attention being paid to access control, surveillance of site perimeter and securing ground and basement windows. Risk assessments are in effect for all properties.
2.23 All main entrances and individual bedroom doors must be lockable, the main entrance door being accessible by all student tenants of the building and bedroom doors accessible only by the student occupant. All individual bedrooms are lockable.
2.24 All basement, ground and first floor windows must be securable by the student in order to deter theft and intrusion in student bedrooms. All windows are securable.
2.25 All members of staff (including contractors) must be readily identifiable whilst on the premises. There must be a record kept of staff accessing bedrooms in the absence of the student. Uniforms are provided for most non-administrative staff. Badges are issued to contractors working on site.
2.26 Staff must be subject to vetting / checks in accordance to the institution's policy formulated under the relevant legislation. Such policy to include reference to contractors. Where required, staff are vetted in compliance with legislation. Site access for contractors is controlled and monitored by college staff. 
2.27 The procedures regarding the issuing of keys/access cards [including the replacement of lost keys] must be clear and transparent and arrangements for access in the event of lost keys etc must be set out in the students' welcome pack or equivalent. (see 5.6) Details on the issuing of keys and cards are provided to students at induction, and are noted in the accommodation section of the college website under frequently asked questions.
2.28 Establishments must advise students of the procedure to follow in the event of an emergency e.g. bomb alert, summoning an ambulance, reporting a crime or suspicious behaviour. Information on emergency procedures is provided at induction, and displayed in student bedrooms.
2.29 Wherever student residences are monitored by CCTV this must be advised in the foyer or on the external entrance to the building. Installation and operation must be in accordance with the relevant legislation. The presence of CCTV is noted at all site entry points.
2D KITCHEN FACILITIES, FOOD STORAGE, WASHING FACILITIES, FURNISHING & OTHER MATTERS  
2.30 Where provided, all kitchen facilities must be maintained in good order and repair with all equipment supplied in good working order. Facilities for the preparation, cooking and storage of food must be appropriate to the number of students using the facilities in accordance with local authority published standards Communal kitchens are serviced daily by housekeeing staff: any defects are reported and addressed promptly.
2.31 Cold storage provision must be made available within self-catering properties. Cold storage provision is provided at all self-catering properties. 
2.32 These areas must be provided with adequate ventilation and slip-resistant flooring. All sanitary ware must be in good working order and free from cracks and breaks. All toilets must be provided with fitted toilet seat. Shower curtains or screens must be provided as appropriate. All communal areas comply with regulations, are serviced daily, and any defects are reported and addressed promptly.
2.33 Décor and furnishings should be provided and maintained in reasonable condition. All furnishings provided must conform to the relevant regulations. All bedrooms are serviced daily by housekeeping staff, and any defects reported and addressed promptly. All accommodation is refurbished on a rolling cycle. 
2.34 All bedrooms must be fitted as a minimum with bed, mattress, worktop or study desk, chair, curtains/blind, drawers/shelving, wardrobe and waste receptacle. All bedrooms have at least the minimum furniture requirements as stipulated.
2.35 The H/FEE must put in place suitable arrangements for the receipt and distribution of student mail. The arrangements should be set out in the students‟ welcome pack or similar induction material. Distribution and collection details should be made available. Students should be advised of any arrangements for forwarding or redirecting mail after the end of the tenancy/license period. A 24-hour college lodge provides suitable arrangements for the receipt and distribution of student mail. Students are asked to provide forwarding addresses following their departure.
3 REPAIR & MAINTENANCE AGREEMENT  
3.1 Where an H/FEE is directly responsible for repairs and maintenance these must be carried out by appropriately identified H/FEE employed staff or external approved contractors. Repairs are carried out by the college maintenance staff, or by approved contractors.
3.2 The H/FEE must provide students with information on how to report a defect or fault, including out of office hours procedure and expected response times from the service provider. Full information on the reporting procedure is available on the college website. 
3.3 The information should set down response times in the published categories – the usual terminology will be: emergency, urgent and non urgent. If response times are different for different locations this should be made clear. Students should be kept informed of progress in rectifying any reported defect and in particular any delay in meeting defined response times e.g. if an initial visit is diagnostic or if batching of works occurs. This is outlined in the section on reporting a maintenance issue on the college website.
3.4 Where repairs or maintenance work is necessary due to damage caused by residents or their guests, the residents should be notified of the total costs and charges for the repair as soon as practicably possible. Notice of any attributable damage to be charged to students is provided as soon as is practically possible.
3.5 All maintenance works should be undertaken so as to minimise inconvenience to residents. This will not always be possible with unplanned (reactive) maintenance. For planned maintenance 7 days notice should normally be given to residents; endeavours should be made to avoid sensitive periods such as examinations. For urgent work the minimum notice should be 24 hours unless an emergency requires immediate action. Planned maintenance requires 7 days' notice. A policy on reactive maintenance times is outlined in the report a maintenance issue section of the college website.
3.6 All planting and fences around residences should be maintained to minimise opportunities for concealment of intruders. Principal pathways and car parks must be hard paved (or have another suitable surface) and must be illuminated appropriately for the environment. All pathways are hard paved or have suitable surfaces. All fences are regularly checked, all hedges at boundaries are maintained by gardening contractors.
3.7 Grounds should be cleared of rubbish and litter on a regular basis and kept tidy. Students should be encouraged to avoid causing, or adding to, litter. Particular care should be taken to provide adequate and appropriately located cigarette disposal bins. Grounds are cleared daily. Litter bins are provided. Students are requested to minimise litter at induction.
3.8 Policies on snow and ice clearance should specify expected clearance times and should be displayed in a communal area and/or on the appropriate web site where residences are part of a campus environment.Residences in urban areas should display advice regarding the Local Authority's responsibilities. Snow and ice clearance policies are in effect, and noted on the college website.
4 ENVIRONMENTAL QUALITY  
4.1 Adequate heating, lighting, hot water and ventilation must be provided, as appropriate, for each bedroom, social space, kitchen, circulation space (e.g. corridors, stair cases, entrance lobbies) and shower/bath room. Adequate heating, hot water and ventilation is provided wherever needed.
4.2 H/FEE's must be able to demonstrate how they encourage residents and staff to be environmentally responsible in their consumption of energy and water. Students are briefed on environmental matters at induction: the college works with student representatives to forward green initiatives, and with staff via the consultative and domus committees.
4.3 Provision must be made for the collection of all domestic refuse generated from residences. Details should be communicated to students and notices on collection arrangements should be placed in appropriate common areas. Waste removal is conducted on all sites by housekeeping staff. Signage is noted in communal areas.
4.4 Arrangements for reporting infestations should be made clear together with the anticipated response times. Details are provided in the report a maintenance issue section of the college website.
4.5 Where local authority or private recycling/reuse schemes exist, and where it is viable to do so, the H/FEE should encourage residents to take advantage of this provision. Details of recycling arrangements, including the location of recycling stations should be communicated to students and contained in the H/FEE's environmental policy. Students are briefed on recycling provisions at induction, and via the college's information for members booklet.
4.6 Residents must be advised of any car parking arrangements. The information provided must also refer to the availability of bicycle and motor cycle parking. Residents are advised of available parking provisions at all residential sites via the college properties section of the college website.
4.7 Residents should be provided with details of access to public transport and any designated safe walking routes.  
5 LANDLORD & TENANT RELATIONSHIP  
5.1 H/FEEs must have a clear and coherent statement in place outlining the relationship between the H/FEE, as landlord, and the student, as tenant or licensee. A clear statement regarding the relationship between landlord and tenant is included in the residential licence.
5.2 A written contract must exist between the H/FEE and student for the provision of residential accommodation prior to the commencement of the tenancy. This must be provided by the H/FEE and include reference to any contractual terms and responsibilities of both the H/FEE and the student. The H/FEE must provide the student with a copy of this residential contract. This is provided by the residential licence.
5.3 The terms of any contractual relationship and information on the respective roles and responsibilities of the H/FEE and the student must be made available to all prospective residents in advance of students entering into a contractual relationship for residential accommodation. Copies of our residential licence and information for members booklet are provided on the college website.
5.4 Establishments should return deposits held within 28 days of the end of the tenancy. Deposits are returned within 28 days of the end of tenancy. 
5.5 The H/FEE must make available the following information:  
5.5.1 Students must be advised of any cleaning schedules. These must include which areas are cleaned, the frequency of cleaning, and any student responsibility for cleaning of facilities in accordance with a service level statement if applicable. All rooms must be prepared for the start of occupancy in a clean and habitable condition. Information provided in the information for members booklet, and in the scouting section of the college website.
5.5.2 Laundry facilities where provided, must be in maintained in good working condition. Instructions, including fault reporting and emergency procedures, must be made available. Laundry facilities are provided and serviced by a dedicated external contractor. Information on use and fault reporting are provided in all laundry facilities.
5.5.3 The relevant procedures for application and allocation of residential accommodation including any application eligibility criteria. Processes for the allocation of first year accommodation are outlined on the college website: information for successive-year student ballot processes are provided on the relevant common room websites.
5.5.4 The total number of rooms available by type (i.e.single, ensuite and self catering). Information for each property is noted in the college properties section of the college website.
5.5.5 The fees and charges for each type of available accommodation. Full details of costs for residents are provided in the Fees & Finance section of the college website. 
5.5.6 The length of the contract period for each room type. Full details of contract periods for residents are provided in the Fees & Finance section of the college website. 
5.5.7 Availability, if any, of parking facilities and/or cycle storage. Residents are advised of available parking provisions at all residential properties in the college properties section of the college website, and in the frequently asked questions.
5.5.8 Payment schedules and options for payment, including any additional costs that may be incurred by a resident (e.g. late payment charges, debt pursuance charges, debt arrears penalties) and any discounts that may be available and the terms under which these are offered. Full details of payment and financial support for residents are provided in the Fees & Finance section of the college website. 
5.5.9 Damage deposits / caution fees: how any scheme operated by the H/FEE is administered and specifically: how much is to be paid, what the money is to be used for, and when/how balances are to be returned. Full details are provided in the information for members booklet.
5.5.10 The terms under which a student or H/FEE is able to terminate or cancel a residential contract. Terms are provided within the residential licence.
5.5.11 The procedure for lodging a complaint about the residential accommodation or management of the property, or ancillary services provided by an H/FEE. The complaint procedure is noted in the Accommodation section of the college website.
5.5.12 Information concerning management's right of access to a study bedroom. Terms are provided within the residential licence, and in the report a maintenance issue section of the college website
5.5.13 Service level statements (SLS's) or equivalent: should set out schedules and response times for any services which are required in each establishment. A Service Level Statement is provided in the Accommodation section of the college website. 
5.5.14 The procedure for reporting a defect or requesting maintenance: including who to contact. The report procedure is noted in the Accommodation section of the college website.
5.6 Arrangements for access in the event of lost keys etc must be set out in the students' welcome pack or equivalent. Information is provided in the information for members booklet, and in the Accommodation section of the college website under frequently asked questions.
5.7 H/FEEs must hold an induction briefing, and/or provide relevant information to students by way of welcome literature or other e-induction processes at the beginning of occupation. This must advise students that their accommodation is covered by this Code. It should also include specific advice on issues such as health, safety (e.g. fire evacuation procedures) welfare matters, conduct and behaviour and guidance on communal living. Am induction briefing is held for all fresher students.
5.8 At the commencement of occupancy H/FEEs must provide students with relevant contact details of duty officers / wardens / security staff, student representatives etc and also, as appropriate, any central accommodation office, maintenance office or halls office. All information is provided on the college website. Specific contact details for accommodation and welfare are providedon the college website.
5.9 H/FEEs must provide a statement outlining the extent of their own insurance liabilities in respect of a student's belongings and personal items. Information is provided at induction. In addition, a statement is provided in the Accommodation section of the college website.
6 HEALTH & WELLBEING  
6.1 H/FEEs must provide information to students in respect of its provision of welfare support, financial advice and counselling services, particularly to the provision of accommodation. The information provided must also include reference to services provided by the students' union. Information on the provision of welfare supportfinancial assistance, and accommodation support is provided on the college website.
6.2 H/FEEs must ensure that residents have information on and access to out of hours emergency support including contact details and procedures to follow. Information on accommodation and welfare support is provided on the college website.
6.3 H/FEEs must encourage registration with the local health service or a local GP or, where these exist, with their own medical services. Registration is recommended during induction. 
7 ANTI-SOCIAL BEHAVIOUR & DISCIPLINARY PROCEDURES  
7.1 The H/FEE must demonstrate procedures to minimise and, deal with, any anti-social behaviour by tenants or their visitors. Information is provided in the information for members booklet, and the disciplinary bye-law.
7.2 The H/FEE should encourage residents to act in a fit and proper manner at all times, treat both the property and neighbours - fellow students, staff and members of the local community – with due respect, regard and consideration. Information is provided at induction, and in the information for members booklet.
7.3 The H/FEE must make residents aware of the H/FEE's code of behaviour and disciplinary procedures, and how it deals with any inappropriate conduct or behaviour. The college's disciplinary bye-law is available on the college webste, as well as the penalties for disciplinary infringements.
8 CODE ADMINISTRATION & CODE COMPLIANCE  
8.1 H/FEEs are well established, self-managing organisations. Independent governing bodies oversee their management. Most establishments are subject to regular, independent, internal audits on which reports are made to governing bodies. In addition it is a requirement that establishments' independent external auditors review all aspects of management. Findings on the quality of management are included in an H/FEE's annual report. External audits are carried out annually by financial and H&S professionals. Reports are documented and available for consultation. 
8.2 H/FEEs are required to have established internal mechanisms for dealing with complaints from students, including those in relation to accommodation issues. Students may also have recourse to certain external complaints procedures. The complaint procedure is noted in the Accommodation section of the college website.
8.3 Given the existing framework of H/FEE management, establishments themselves will be the primarily accountable bodies for the management and operation of the Code. In addition, a coordinating body and a body to oversee its operation and deal with issues concerning compliance or non-compliance with the Code have been established.  
8.4 A Governance Board and a separate Sector Advisory Group have been established, with membership drawn from both the HE sector and independent representative agencies.  
8.5 The Governance Board and the Sector Advisory Group have independent Terms of Reference. It is the role of the Sector Advisory Group to oversee the Code‟s operational management, (including updating the code and drawing together establishments‟ reports, stakeholder feedback and other forms of monitoring) and make policy recommendations to the Governance Board.  
8.6 H/FEE Code members must ensure that there are arrangements in place for their internal auditors to carry out the necessary compliance work in respect of the triennial reviews as well as appropriate assurance work in the intervening years. Arrangements are in place for external audit review as required by the Code.
8.7 Each H/FEE is required to undertake a compliance review ever three years and provide the Code Sector Advisory Group with a report outlining the audit findings and management responses. Where the main compliance audit has resulted in recommendations, reports as to the progress and implementation of those recommendations should be provided to the Sector Advisory Group in the successive years prior to the next triennial compliance review. Annex D to this Code outlines the audit and compliance progress. H/FEE‟s will need to assess how they gain assurance about the ongoing application of the Code requirements in the intervening years between the triennial compliance reviews. A compliance review will be submitted triennially.
8.8 The Sector Advisory Group (see below) will consider cases of alleged non-compliance and may make more general provision for independent checks on compliance. If the circumstances justify such action, it may make a recommendation to the Governance Board that H/FEE is no longer compliant with the Code in respect of some or all of its student accommodation. In the event that the Governance Board endorses such a recommendation, a building or all of a H/FEE's accommodation may be suspended from the Code. Any such decision would be made public.  
8.9 Universities UK/Guild HE will have overall responsibility for administering the Code of Practice. This duty is discharged through the Governance Board and Sector Advisory Group respectively. Such duties will involve the following:  
8.9.1 Maintaining a full record of all establishments who have signed up to the Code, and the buildings covered by the Code for each establishment and ensuring that the record is publicly available. Information on all college properties is noted on the authority's website
8.9.2 Liaison with ANUK to ensure satisfactory management of the dual-code arrangement in the sector – this will include membership of the ANUK management committee.  
8.10 An independent standing committee, the UUK/Guild HE Governance Board8, will have representation from relevant stakeholder groups including: university and college senior management; specialist professions in the HE and FE sectors; NUS; CLG; ANUK; and LACORS.  
8.11 The Sector Advisory Group will oversee the operation of the Code and issue guidance as necessary on day to day management issues. It will conduct an annual review of the Code taking account of H/FEEs‟ experience, audit findings, complaints raising issues with regard to compliance with the Code and reports from other bodies (see below). In order to ensure that the Code is operated effectively and updated as appropriate, establishments will be asked to provide summary information to the Committee as follows: • Significant complaints made by students to establishments which relate to non observance of the code of practice. It is suggested that "significant" in this context, refers to complaints that have escalated to a senior body within the establishment, or have been referred to the Office of the Independent Adjudicator (not FEEs) (see Annex C). • The relevant section of auditors' reports, management's response and the timescale for addressing auditors' recommendations.  
8.12 In addition, the Sector Advisory Group will seek reports from institutions on any complaints involving breaches of the Code that have been reported directly to them or to external bodies.  
8.13 Having regard to the reports of these bodies, audit reports and complaints submitted to it, the Sector Advisory Group will consider cases of alleged non-compliance and if necessary undertake further investigation. The Sector Advisory Group may make proposals to help remedy any identified defects in an H/FEE's management of its student accommodation.  
8.14 In cases of serious or persistent management failure the Sector Advisory Group may decide that an H/FEE is no longer compliant with the Code in respect of some or all of its student accommodation. In such a case a recommendation will be made to the Governance Board to suspend the building, or H/FEE's membership of the Code. In the event that a building is removed from the Schedule, this will be brought to the attention of the local housing authority in whose area the building is situated.  
8.15 Adoption of the Code by an H/FEE involves the following responsibilities:  
  The H/FEE must submit to UUK a list of all the buildings which it manages or controls which are covered by the Code. This list must be updated by the establishment, and UUK notified, on an annual basis.  
  These buildings must meet the standards, and accord with the procedures, set out in the Code and in relevant legislation.  
  There may be some student residential accommodation which is managed and controlled by an H/FEE which does not comply with this Code and falls within the scope of mandatory licensing. It is a condition of accreditation within this Code that the establishment licenses this accommodation with their local authority.  
  H/FEEs must ensure that an appropriate complaints mechanism is in place and that this mechanism is suitably integrated into wider complaints mechanisms in the institution. All such mechanisms should allow for student representation. Establishments are required (on request, in the context of periodic review of the Code) to supply, anonymised as regards student complainants, summary information to Universities UK on any significant complaints relating to the institution's operation of the Code. (A "significant" complaint is one which has not been resolved through the residential departmental process, and therefore has been escalated to the University/College general or overarching complaints procedure.)  
  H/FEEs must ensure that their internal auditors include the establishment‟s management of its student accommodation in relation to the Code within the scope of their audit. Internal auditors should review an establishment's operation of this Code as part of their annual work cycle. A sample audit should be undertaken every three years, and follow up compliance work undertaken annually. The relevant section of auditors' reports, management's response and the timescale for addressing auditors' recommendations should be provided to the Sector Advisory Group.  
  There may be isolated cases where audit and/or complaints processes and/or local inspections reveal significant systemic failure in the management of student accommodation. In this event some or all of an H/FEE's buildings will be removed from the list in the Schedule to the Code; and if any or all of such buildings would otherwise be subject to mandatory licensing the establishment must seek licence(s) from the relevant local authority.