SEPTEMBER 2019

Student Management Plan

Campus Residences DAC

PROPOSED STUDENT ACCOMMODATION PLAN AT DUBLIN CITY

UNIVERSITY, GLASNEVIN DUBLIN 9

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Contents

1. Introduction.................................................................................................................................. 2

Student Management .................................................................................................................. 2

2. Overview of the Proposed Student Residences ............................................................................. 3

3. Staffing and Management ............................................................................................................ 5

4. Staff Facilities .............................................................................................................................. 5

5. Security Arrangements ................................................................................................................ 6

Security ....................................................................................................................................... 6

Managing Visitors ....................................................................................................................... 7

Out of Hours Management .......................................................................................................... 7

Maintenance ............................................................................................................................... 7

6. Move in / Move Out Strategy ........................................................................................................ 8

Travel / Mobility Management ..................................................................................................... 8

Arrival/ Departure Procedures (Check-In/ Check-Out) .............................................................. 11

General Maintenance Servicing ................................................................................................ 12

7. Settling-In / Living Together ....................................................................................................... 12

8. Cleaning, Maintenance and Waste Management ........................................................................ 13

9. Anti-Social Behaviour / Student Discipline .................................................................................. 13

Code of Behaviour and Conduct ............................................................................................... 13

Student Discipline ..................................................................................................................... 13

10. Safety and Crime Prevention ................................................................................................... 14

11. Health and Safety Policy .......................................................................................................... 15

11.1 Plant and Equipment ........................................................................................................... 15

11.2 Training .............................................................................................................................. 15

12. Conclusion .............................................................................................................................. 16

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1. Introduction

Student Management

This Student Management Plan provides an overview of the management processes and

policies which will be put in place in order to ensure the effective administration and

supervision of the proposed student accommodation residences at Dublin City University on

the Glasnevin Campus.

The plan will apply to both the student housing and the communal spaces proposed and

designed to limit the impact of the operation of the building on the site and surrounding area,

such as those related to servicing and refuse collection.

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2. Overview of the Student Residences

Current undergraduate students are allocated rooms in Hampstead and College Park Apartments on the Glasnevin campus. The residences are served by a central reception, run by Campus Residences DAC. During the academic year, occupiers will be full-time students registered with DCU only.

Hampstead Apartments contain sixty-one comfortable apartments, each with five ensuite bedrooms, and a shared living/kitchen/dining area. Each apartment comprises four single ensuite rooms and one double ensuite room for single occupancy. Each bedroom has a study area and both wifi and internet access.

College Park Apartments contain sixty standard apartments, each with either four or five ensuite bedrooms (one double ensuite room with single occupancy in each apartment), and a shared living/kitchen/dining area furnished to a high standard. Each bedroom has both wifi and fixed line internet access and a study area. There are also 145 superior bedrooms located in College Park. All bedrooms are double rooms with ensuite facilities. Each bedroom in the superior accommodation has both wifi and fixed line internet access, TV and a study area.

The proposed new development will consist of 1,240 student bedrooms, amenity spaces and landscaped areas to create a high quality, student centric environment. The development site is currently occupied by sports pitches, car parking and an outdated student residence building. The site development will complete the definition of the Mall and create a new major frontage onto what is currently an access road.

The residential accommodation is arranged into clusters of 6 bedrooms which include a shared kitchen / living room area. The average ensuite student bedroom measures 13.5 m2 and the kitchen/living area is a minimum of 4.6m2 per person within the cluster. While there is a range of cluster sizes, the scheme is based around a module of 6 student bedrooms to each kitchen/living area. Each bedroom has a study area and both wifi and internet access. Spatial arrangements have made it necessary to create a small number of 3-7 bed cluster apartments. There are 16 accessible student bedrooms mixed throughout the development. Student shared amenity facilities are distributed across the development to provide a variety of spaces suited to different uses, from larger communal and gathering spaces to smaller cosy spaces.

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The residential buildings, ranging in height between 4 to 6 storeys, surround series of collegiate courtyards and defined external spaces which creates ownership, fosters wellbeing and encourages active use. While the external expression of the architecture is similar from one courtyard to the next, variation is introduced in the treatment of the external landscaped spaces. High levels of daylight to each bedroom/living space, as well as external courtyards, are achieved, thereby creating places that promote wellbeing.

Larger scale buildings at 6, 7 & 10 storeys are introduced at key points. These blocks, clad in contrasting glazed ceramics, will create complimentary contrast to the lower brick buildings to assist in natural navigation. Blocks are orientated to create positive external spaces. This makes the best use of finite land resources, improves the utilisation rates of existing on campus facilities and the effectiveness of future transport infrastructure. All issues which are paramount in a sustainable development.

Accommodation;

1. 1,967 Undergraduate bedrooms as follows;

▪ Hampstead – 294 bedrooms▪ College Park – 295 standard bedrooms▪ College Park – 138 superior bedrooms▪ New Development – 1,240 bedrooms

▪ All apartment clusters have shared living / dining / kitchen.

▪ Post Graduate – 105 apartments.

2. Shared amenity facilities:

▪ Multi-purpose / common room▪ Ancillary facilities / Stores▪ Laundry▪ Secure cycle storage▪ External waste storage▪ Management suite▪ Car parking – including electric points▪ Bicycle and motorcycle parking

3. External shared landscaped amenity spaces

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3. Staffing and Management

The student residences will benefit from a reception desk opened Monday – Sunday and

supported by DCU security outside office hours

The student residences will benefit from a reception team on duty seven days per week, from 8am until 8pm, with security on 24 hours a day and on duty during the night to facilitate students during 8pm – 8am.

• Senior Management on site during office hours Monday to Friday 9.15 – 5pm.

• Front office Team on duty seven days per week, 8am – 8pm. Early and late shift.

• Operations Manager and Front office Manager oversee the Front Office Team.

• Front Office Supervisors on seven days per week, supervising the reception team.

• Handover to the Security team on site at 8pm nightly.

• Housekeeping team on duty seven days per week during office hours, 9.15 – 5pm.

• Maintenance Team on duty seven days per week during office hours, 9.15 – 5pm.

Maintenance team on-call outside of core hours for any urgent maintenance requests.

The above will allow students access to a supportive team to help with key or access issues, reporting of any maintenance issues and logging any residential issues to the term time administration team. Students will feel supported seven days per week with the amount of accessibility available to the Campus Accommodation Office.

Handover back form the Security overnight team to the Front Office team on duty again at 8am in the morning. This system will also allow students to collect parcels or post over the weekend or in the evenings easily.

4. Staff Facilities

Staff facilities will be provided within the student residence blocks as follows:

• Staff kitchen

• Staff office with dedicated toilets

• Manager’s office

• Parcel storage and collection area

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5. Security Arrangements

Security

Security is an important requirement when considering development proposals and is especially

relevant in this instance given the close proximity to the local area and the wider student body

within DCU. A fundamental requirement of the scheme is therefore a visibly secure site for the use

of occupiers.

Security procedures will be in place throughout the campus and within the student

accommodation residences. All residents will be provided with a key fob/card which will give

access to the student communal amenity spaces, communal laundry facilities, bin store, cores

and house units. Key fobs will be registered with individual student details and a clause will be

included within the student’s licence agreement requiring that key fobs are not passed to other

students / people. On termination of the licence, the key fob will expire and will be returned to

the front desk. Should a key fob be lost or stolen, the Operations Manager will deactivate the

key fob remotely.

Communal areas and student spaces within the residences will be secured on a 24/7 basis.

The following are the proposed methods for maintaining secure management of these spaces:

• Controlled electronic entry to individual blocks and communal areas

• Controlled “opening hours” of certain areas

• 24-hour monitoring and recording of CCTV where appropriate

• Areas which are sensitive in terms of sound, or disturbance to other student residents, would

be sealed utilising the door-entry system.

In Hours Access Plan

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Out of Hours Access Plan

Managing Visitors

Students will be permitted to bring visitors into the property however they will be responsible for

them whilst they are on the property, including any damage or disruption they may cause.

Overnight visitors must be registered by the resident before 12.00pm on the day that they

would like the guest to stay. Anything after this will not be accepted and overnight visitors are

not permitted on that day.

Out of Hours Management

Reception will be open from 8.00am – 8.00pm Monday – Sunday. Security will operate from the residences security room 8.00pm – 8.00am offering the students a 24 hour service when needed.

Maintenance

Maintenance issues will be dealt with on a priority basis, with life or building risk issues being repaired

and made good as soon as possible; this service will be provided by specialists identified during the

mobilisation phase of construction. Students will manage all maintenance issues through their

student portal where they will get a reference number to see the progress of the maintenance

job.

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6. Move in / Move Out Strategy

Travel / Mobility Management

The proposed student residences are situated adjacent to the existing student residences on the

Glasnevin Campus. This is served mainly by Dublin Bus offering frequent connections from Dublin

City Centre connecting DCU to all major transport networks (Luas, Train & Bus Eireann).

Site Location Map

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Local Dublin Bus Service

Spider Map of DCU showing connecting transport routes to the university

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Detailed Bus Connection to DCU within North Dublin

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On-site car parking is to be provided for the student accommodation but the use of alternative

public transport methods will be actively encouraged as car-parking levels relating to student

accommodation is minimised. Car parking for the student accommodation is a dedicated

parking facility which can only be accessed by students with a pass which is allocated on the

basis of a lottery open to on-campus residents only.

The location of student accommodation provides considerable opportunity for a high pedestrian

activity. The proximity of the proposed student residences to the DCU Glasnevin, St Patricks and

All Hallows means walking and cycling will be an attractive option for the majority. In addition, the

nearby facilities within a short walking distance of the development site, such as The Omni

Shopping Centre, local shops in Ballymun and Drumcondra reduces the need to travel long

distances for common, everyday trips which in turn will facilitate a positive modal shift away from the

car.

The residential quarter also includes dedicated secure student bike parking and storage.

It is also recommended that within the welcome information pack, students are provided with details

of local public transport services, timetables how to purchase tickets, discount cards etc.

Arrival/ Departure Procedures (Check-In/ Check-Out)

The nature of the student accommodation is such that the academic year is typically spread over nine rather than 12 months and there is an annual turnover of student residents.

• Arrivals - Prior to student arrivals, an email issued to those who have paid detailing the room

number and check-in date and times. Keys are also issued by post and if so required,

students may also collect their key at the front office reception desk on check-in date.

• Some students will require their student card to be programmed at the front desk on check-in

date.

• A full front office team will be on duty to assist students and families with move-in day.

• Housekeeping team will have left the inventory forms in the students’ rooms, for students to

fill in and leave back to the front office, noting any maintenance issues in their room or

missing or broken items.

• A welcome reception organised for students on move-in day by the Residences office.

• Departures - Prior to students departing, a notification is sent by email regarding move-out

date and housekeeping inspections.

• Housekeeping team inspect all rooms after departure and apply fines where necessary which

is deducted off the deposit on file for each student if required.

• Students are notified by email if and when a fine is applied and what for.

• Student’s card and keys are de-activated after the move-out date as they were only

programmed for access for the duration of their stay.

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General Maintenance Servicing

Servicing for the student accommodation will not take place as students will maintain their own

room during the academic year. There are facilities on campus to enable this such as

launderettes, ironing stations and hoovers.

7. Settling-In / Living Together

During their stay, the students will be invited to take part in a Residential Life Programme

operated by the Residential Life Coordinator. This will involve a range of activities that will

make all incoming students feel that the university accommodation is a home away from home.

Activities to include:

• Welcome Dinner for all residents to get to know their house mates

• Come Dine with me apartment V apartment to encourage interaction

• Sporting tournaments for residential students to associate with similar interests

• Movie & Pizza nights

• Yoga & Wellness sessions

• Mental health talks in conjunction with DCU Students Union

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8. Cleaning, Maintenance and Waste Management

An annual maintenance schedule will be put in place by the residences management team. In

addition, students will have the means to log any requirements for repairs via a shared portal

in addition to reporting issues at the reception desk.

A weekly cleaning schedule will be adhered to by cleaning staff ensuring that the communal

amenity space, building entrances and common areas are kept in a clean and safe manner.

The cleaning of house-units and bedrooms will be the responsibility of each student, however

regular inspections by the housekeeping team will be carried out with 24 hours’ notice provided

to tenants. A damage deposit will be retained by Campus Residences and utilised for repairs

in cases of unreasonable damage. On completion of the accommodation term, the

management will organise for each house-unit and bedroom to be deep-cleaned prior to the

next rental period.

The grounds of the student accommodation residence will be maintained by university staff as

part of the overall scheme Facilities Management Team.

The waste generated by the student accommodation will be collected together with the waste

from the other residential buildings. Students will be provided with recycling facilities within

their apartment to enable correct removal of waste. In each accommodation block there is a

designated waste removal area with large refuse bins for the correct removal of waste. As part

of orientation week, seminars on cleaning and correct waste management will be provided for

all residential students.

9. Anti-Social Behaviour / Student Discipline

The creation of a safe and enjoyable living environment for student residents and the

protection of the amenities of local residents will be a priority for management. Management

will work closely with local Gardaí, emergency services, third level institutions and local

residents to ensure that student behaviour does not impact other residents or neighbouring

residents. Local residents will be encouraged to engage with Campus Residences in respect

of any concerns they may have.

Code of Behaviour and Conduct

Student behaviour will be managed and closely monitored through their compliance with their

licence agreement which they have signed and agreed to prior to moving in to the student

accommodation. The responsibilities of each student will be detailed in the welcome pack and

licence agreement which will must be signed by each student. The creation of noise nuisance

will be particularly monitored and addressed.

Student Discipline

A disciplinary procedure would be put in place for all students living within the residences and

will be enforced by management to ensure that students are aware of and comply with

reasonable standards of behaviour. Misconduct or unreasonable behaviour perpetrated on or

within the vicinity of the premises will be dealt with through appropriate disciplinary action in

consultation with the General Manager.

Students will be asked to refrain from smoking internally and only to smoke in the designated

smoking areas within the complex.

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Management staff and security will issue a range of warnings to students where anti-social

behaviour is observed or reported. This may range from a verbal / written warning or financial

penalty to a formal meeting between the Operations Manager and student where the

student(s) have engaged in serious anti-social behaviour. Persistent instances of anti-social

behaviour will result in the early termination of the licence agreement and this process will be

clearly indicated in the licence agreement.

In order to reduce opportunities for anti-social behaviour, students will be notified of ‘quiet

hours; between 10pm and 7am where no external noise should be heard from bedrooms /

house units and students will be asked to proceed quickly from the grounds to their house-unit

when arriving to the accommodation residence during these hours. The close monitoring of

CCTV on the grounds and regular checks by the security company will ensure compliance

with this policy.

10. Safety and Crime Prevention

Students will be provided with information regarding personal safety and crime prevention

measures within the welcome pack. Up-to-date information regarding safety issues will be

provided to students throughout the year as appropriate. Where necessary, Campus

Residences will arrange meetings within house units to discuss any issue of particular

concerns.

The creation of a strong working relationship between Campus Residences and local Gardaí

will ensure that the safety of students is prioritised. The monitoring of CCTV throughout the

grounds and buildings in addition to regular patrols by DCU Security will reduce opportunities

for crime within the development.

DCU also operates the Safe Zone App throughout the campus. The University has launched

a free app service to give round-the-clock safety reassurance to staff and students. It is

designed to allow students and staff to summon security or safety assistance via their mobile

phones.

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11. Health and Safety Policy

Campus Residences will strictly adhere to its Health and Safety Policy and will utilise the

services of the DCU Health and Safety officer to ensure the minimisation of risk to staff,

residents and visitors. Section 20 of the Safety, Health and Welfare at Work Act 2005 requires

that a Safety Statement is undertaken which undertakes the following:

a. specify how the safety and health of all employees will be secured and managed

b. specify the hazards identified and risks assessed

c. give details of how the employer is going to manage his or her safety and health

responsibilities, including a commitment to comply with legal obligations, the protective

and preventive measures taken, the resources provided for safety and health at the

workplace and the arrangements used to fulfil these responsibilities

d. include the plans and procedures to be used in the event of an emergency or serious danger

e. specify the duties of employees, including the co-operation required from them on safety

and health matters

f. include the names and job titles of people appointed to be responsible for safety and

health or for performing the tasks set out in the statement

g. contain the arrangements made for appointing safety representatives, and for consulting

with and the participation by employees on safety and health matters, including the

names of the safety representatives and the members of the safety committee, if

appointed

h. be written in a form, manner and language that will be understood by all

i. include a review mechanism

j. have regard to the relevant safety and health legislation

In addition, fire drills will be undertaken each semester and students will be familiarised with

the evacuation protocol. All bedrooms and common areas will be equipped with fire safety

equipment including networked fire alarm systems. Specific fire procedures for mobility

impaired persons will be prepared and notifies to relevant students. Student attendance at

these is mandatory and penalties will be enforced for students that fail to attend the schedules

session for their block.

11.1 Plant and Equipment

Repair and maintenance work will be carried out as quickly as possible. Urgent work will be

carried out within 24 hours, and seven days’ notice will be provided for planned work. All plant

and equipment will conform to the relevant safety standards.

11.2 Training

All staff members will have necessary qualification and will be provided with appropriate

training so as to enable them to undertake their allocated tasks. This is in conjunction with the

Health & Safety Office in DCU.

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12. Conclusion

This Student Management Report has detailed the policies and processes which will be

enacted by Campus Residences to ensure that students enjoy a quality living environment

within the student accommodation residence and that the local community do not experience

disruption or annoyance from the new student residence. DCU Accommodation will engage

fully with the local community, emergency services and local Gardaí and will act quickly to

address issues or concerns which may arise. It is considered that most students observe the

rules and meet their responsibilities as residents ensuring that they become a positive addition

to university surrounding.