Policy and Procedures for Permitting Access

Blackfriars Hall: policy and procedures for permitting access to student accommodation buildings (residents, guests, staff, and contractors)

In order to maintain security and safety for students living in Blackfriars Hall accommodation our policy, procedures, and guidelines for permitting access to accommodation buildings is below.  These policies have particular reference to the Blackfriars Hall Safeguarding Policy, the Safeguarding Policy of the Catholic Church in England and Wales, the standards and guidelines of the Hall’s parent charity, the English Province of the Order of Preachers, and the UUK Accommodation Code of Practice.

General principles

• Blackfriars Hall licences its rooms at 33 St Giles and 16-17 St John specifically for student members of Blackfriars Hall in accordance with its allocation policy and licence terms under the UUK Accommodation Code of Practice. On occasion, rooms may also be offered to other students of the University of Oxford through the Collegiate Accommodation Support Service (CASS), and other selective Admissions programmes of the University of Oxford, such as the Uniq Plus Programme.
• Blackfriars will not offer accommodation to any persons under the age of 18.
• No persons under 18 are permitted as guests in our housing.

Access by Blackfriars staff

• Most day to day accommodation services and inspections are delivered by the lay staff of Blackfriars Hall (the Bursar, Accounts & Accommodation Officer, and Junior Deans), who introduce themselves to all residents at induction. The Junior Deans are resident on site at 16 and 17 St John St.  The Bursar and Accounts & Accommodation Officer will wear University of Oxford / Blackfriars ID when attending the housing.
• On some occasions, such as emergency response, inspections, or disciplinary matters, accommodation may be accessed by the Regent or Vice Regent of Blackfriars Hall, both of whom will be known to students.

Contractors

• The majority of contractors seeking to enter Blackfriars housing to undertake any works while students are in residence will always be accompanied by a member of Blackfriars staff. Where exceptions to this rule are required (such as for the Hall’s maintenance contractor or cleaning company), the Hall will vet all such contractors (template vetting form annexed) with reference to safeguarding policies and risks and share its behaviour expectations and codes of conduct for contractors.
• All independent contractors and contract companies are expected to confirm identification, right to work status, any unspent convictions, appropriate training/accreditations for the work undertaken and any relevant RAMs. All data will be handled in accordance with Blackfriars Hall’s data protection and privacy policies.
• Where a student, staff member, or other contractor raises concerns about a staff member or contractor’s behaviour in the accommodation, the Bursar will raise this with the relevant responsible party and report to the Blackfriars Hall Safeguarding Lead where required, in accordance with the Hall’s safeguarding policy and procedures. Access to Blackfriars premises will be revoked where required while any investigation takes place.
• All contractors given permission to work independently in the accommodation are expected to wear branded workwear so that they are identified clearly to students, and follow agreed notice schedules so that residents are aware of the visit.
• Contractors are subject to our vetting process and form (linked) and must follow the guidance provided in our official health and safety handbook (linked).

Notice given to students of contractors’ and Blackfriars staff visits

• Inspection, cleaning, and maintenance visits and services are notified to student residents on a defined schedule in compliance with UUK Accommodation Code of Practice standards.
• Students will be instructed that since contractors must normally be accompanied, they have a right to refuse visits from any non-regular contractor or staff member who presents without identification or is unidentifiable to them.

Record-keeping

• The Blackfriars Hall Bursary maintains a sign-in/out book for all contractors, and a separate log of all entries by staff or contractors to student bedrooms while they are in residence.

Guests in Blackfriars accommodation

• While students are permitted to bring guests into the accommodation, it is recommended for guests to be notified to other household members in advance for everyone’s security.
• Blackfriars has a policy that all overnight guests must be registered with the Junior Deans, and must not stay for more than two nights at a time.
• Residents are asked to be mindful of their household’s security when inviting guests into your home. Inviting in guests who cause harm and serious disturbance to others could be grounds for a disciplinary complaint by other students.

Revoking access

• Where a staff member or contractor’s relationship with Blackfriars ends, their personal access will be revoked through the Salto fob system.

Gatherings of 10 or more people in the Hall’s accommodation

Gatherings in Hall accommodation are subject to the Hall’s separate policy on social gatherings in the accommodation.