Residences Licence Agreement Academic Year 2024/2025

 
 
146674792.1\AC64 
 
 
 
Residences Licence Agreement 
Academic Year 2024/2025 
 
 
This Agreement is a legally enforceable agreement and includes important information about 
your rights and obligations when living in accommodation at King’s College London.  You 
must make sure You read and understand it before accepting the offer of Accommodation. 
 
 
Key Contacts and Links 
Accommodation Office:- [email protected] 
Accommodation Website:- http:-//www.kcl.ac.uk/study/accommodation 
Policies:- https:-//www.kcl.ac.uk/governancezone and as detailed in Schedule 2 
How to pay for your Accommodation:- https:-
//www.kcl.ac.uk/aboutkings/orgstructure/ps/finance/fees/accomm 
Make Payments:- https:-//www.kcl.ac.uk/student-fees/how-to-pay-my-fees 
If You are unable to access any links or policies referred to in this Agreement, please contact the 
Accommodation Office by email:- [email protected] 
If there is anything You do not understand or if You have any other queries relating to this Agreement 
please contact the Accommodation Office at [email protected].  If You require advice on 
Your rights or responsibilities under this Agreement, please seek advice from Student Services, 
KCLSU, the Citizens' Advice Bureau or a solicitor 
For information on Coronavirus and the College’s policies and safety measures, please go to https:-
//www.kcl.ac.uk/coronavirus.   
 

 
 
146674792.1\AC64 
CONTENTS 
Page 
 INTRODUCTION ..................................................................................................................................................... 1 
 DEFINITIONS .......................................................................................................................................................... 1 
 KEY TERMS ............................................................................................................................................................ 3 
 AGREEMENT .......................................................................................................................................................... 5 
 UNDER 18’S ............................................................................................................................................................ 5 
 YOUR RIGHT TO CANCEL BEFORE YOU MOVE INTO YOUR ROOM ............................................................... 5 
 YOUR RIGHT  TO  TERMINATE  THIS AGREEMENT  IF  YOU  TURN  18  YEARS OLD  DURING  YOUR 
PERIOD OF RESIDENCE ....................................................................................................................................... 6 
 OUR RIGHT TO CANCEL BEFORE YOU MOVE INTO YOUR ROOM ................................................................. 6 
 PAYMENTS ............................................................................................................................................................. 6 
 MOVING IN .............................................................................................................................................................. 7 
 INVENTORY ............................................................................................................................................................ 7 
 WHO MAY USE THE ROOM .................................................................................................................................. 7 
 PRIVACY AND ACCESS ........................................................................................................................................ 8 
 YOUR USE OF THE ROOM AND RESIDENCE ..................................................................................................... 9 
 CONDUCT AND DISCIPLINARY ............................................................................................................................ 9 
 APPEALS PROCEDURE ........................................................................................................................................ 9 
 COMMUNAL AREAS AND CLEANING ................................................................................................................ 10 
 SERVICES AND FACILITIES PROVIDED BY THE OPERATOR ........................................................................ 10 
 YOUR RESPONSIBILITY AND DAMAGE ............................................................................................................ 10 
 SECURITY ............................................................................................................................................................. 11 
 HEALTH AND SAFETY ......................................................................................................................................... 11 
 INSURANCE .......................................................................................................................................................... 11 
 TRANSPORT AND PARKING ............................................................................................................................... 12 
 WHEN YOU MAY REQUEST TO LEAVE YOUR RESIDENCE AND END THIS AGREEMENT EARLY ............ 12 
 MOVING ROOMS.................................................................................................................................................. 13 
 WHAT HAPPENS AT THE END OF THIS AGREEMENT AND LEAVING YOUR RESIDENCE ......................... 13 
 OUR RIGHT TO END THIS AGREEMENT EARLY .............................................................................................. 14 

 
146674792.1\AC64   
28.  OUR LIABILITY TO YOU ...................................................................................................................................... 14 
29.  COMPLAINTS ....................................................................................................................................................... 15 
30.  DATA PROTECTION ............................................................................................................................................ 15 
31.  MISCELLANEOUS ................................................................................................................................................ 15 
SCHEDULE 1 OPERATORS ................................................................................................................................................ 16 
SCHEDULE 2 POLICIES ...................................................................................................................................................... 18 
 

146674792.1\AC64 1

KEY TERMS AND CONDITIONS OF RESIDENCE

1. INTRODUCTION

Welcome to King’s College London. KCL Accommodation strives to offer welcoming, comfortable and secure

accommodation. We are committed to providing a supportive and friendly environment for all students, staff and

visitors who use our services.

2. DEFINITIONS

2.1 In this Agreement, the following terms have the following meanings:-

"Accept"

means to formally accept these Terms and Conditions of Residence by clicking the

link to "Accept Offer" on the Accommodation Portal and "Accepted" and "Accepting"

are to be interpreted accordingly

"Accommodation"

means the bedroom, any bathroom and any shared or Communal Areas of any

Residence

"Accommodation

Office"

means the centralised booking office that manages all applications and allocations

for King’s Residences

"Accommodation

Portal"

means the online portal which can be accessed at https:-

//accommodation.kcl.ac.uk. Please contact the Accommodation Office if You are

unable to access the online portal

"Agreement"

means agreement between Us and You relating to the Accommodation which is

formed when the Confirmation E-mail is issued, the terms of which are contained

in:-

(a) these Terms and Conditions of Residence

(b) the Agreement Summary

Schedule 2 to this Agreement)

"Agreement Summary"

means the PDF document headed "Agreement Summary" which You can access

via the Accommodation Portal and which contains the specific details of the

Accommodation being offered to You, the Period of Residence and the Residence

Fee

"Assistance Dogs"

means any assistance dog, including a service dog (as defined at the discretion of

the College)

"College"

means King's College London

"Communal Areas"

means all stairwells, corridors, landings and entrance halls within the Residence,

any shared kitchens and/or bathrooms in the Residence which do not form part of

an individual flat or unit in the Accommodation or other areas that We designate as

common areas that are provided from time to time by the College or the Operator

for common use by the occupiers of the Residence and their visitors, but not any

shared kitchens and/or bathrooms in the Accommodation which form part of an

individual flat or unit in the Accommodation

"Confirmation Email"

means an e-mail from the Accommodation Office that will be sent to You once You

have Accepted the Terms and Conditions of Residence and satisfied the entry

requirements for the College. This Agreement will take effect and legally binding

146674792.1\AC64 2

contract will be entered into between You and Us when We send the Confirmation

E-mail to You

"Disciplinary Policy"

means the Student in Residences Disciplinary Policy, which can be accessed by

the link provided in Schedule 2 of this Agreement

"End Date"

means the date specified by Us on which Your Agreement will end, where You are

seeking to terminate this Agreement before the end of the Period of Residence

"Inventory"

means the list of furniture and equipment at the Accommodation which We will give

to You upon request when You arrive at Your Residence

"Joint Occupier"

means, in the context of the Accommodation, the person who it has been agreed

with King’s Residences shall be permitted to occupy the Room with You as the only

person who will occupy the Room with You, if any

"KCL"

means King’s College London, Strand, London WC2R 2LS

"King’s Residences"

means all residential accommodation buildings owned by, or leased to, King’s

College London for provision of student accommodation

"Main College

Regulations"

means the College document "Academic Regulations Concerning Students,

Academic Governance and Management Regulations, Library Services and

Information Technology Services Regulations Academic Session”, which can be

accessed using the following link:- https:-

//www.kcl.ac.uk/governancezone/governancelegal/regulations-academic

"Move in Date"

means the first day of the Period of Residence specified in the Agreement Summary

"Nominated Sharer"

means in the context of Our couples accommodation, the person over the age of

18, named in the Agreement Summary as the person who can live with You, if any

"Operator"

means the operator of the Residence detailed in the table at Schedule 1

"Period of Residence"

means the period during which You are able to occupy the Room as set out in the

Agreement Summary

"Policies"

means the College policies set out in Schedule 2 to this Agreement and any that

are referred to in these Terms and Conditions of Residence and any other policies,

regulations, terms or rules implemented by the College

"Residence"

means the specific residence named in the Agreement Summary together with any

external areas of the residence which are owned by Us (e.g. car parks, roads or

gardens which adjoin the residence)

"Residence Fee"

means the charges payable for Your occupation of the Accommodation as stated in

the Agreement Summary

"Residence Team"

means the staff that manage the residence at the College

"Room"

means the bedroom at the Residence that You have booked or will be allocated to

You on Your arrival

"Sponsor"

means any person or organisation who is paying all or part of Your Residence Fee

"Visitors/Guests"

means any guest invited by You, whether that invitation is express or implied (e.g.

where the guest assumes from what You have said or done that they have been

146674792.1\AC64 3

invited) or any person visiting You at the Residence. Please note that the word

visitor(s) or guest(s) may be interchangeable

"Working Days"

means Monday to Friday - excluding Saturday, Sunday, UK Bank Holidays and

College closure periods (the dates for which are detailed at https:-

//internal.kcl.ac.uk/about/dates/bank-pub-hols.aspx)

3. KEY TERMS

3.1 You will receive an ‘Agreement Summary’ with details of Your allocated Room in the College’s Accommodation.

You should make sure You read the Agreement Summary and these Terms and Conditions of Residence together.

In the event of any contradiction between these Terms and Conditions of Residence and the Agreement Summary,

the Agreement Summary will take precedence. You should familiarise Yourself with all of the information in these

terms and conditions, but we particularly want to draw the key terms below to Your attention:-

3.1.1 CONDUCT AND BEHAVIOUR

(a) we expect You to behave in a manner that shows respect to Your fellow residents, staff and

visitors as well as the building You live in and its contents;

(b) You are expected to comply with all of the College’s Policies. Our Policies can be updated at

any time and You should ensure that You check them regularly; and

You and (unless the failure is serious or You do not correct the problem when asked) we will

give You a chance to put things right. If You do not take this opportunity and You still do not

comply with the obligations and standards we require, or the failure is serious, we can start

disciplinary action against You, which may result in You having to leave Your Accommodation;

3.1.2 CANCELLATION BEFORE YOU MOVE INTO YOUR ROOM

(a) You are entitled to cancel this Agreement before You move into Your Room;

(b) if You cancel Your Accommodation before 17 May 2024, we will refund Your £450 pre-

payment;

refund of Your £450 pre-payment;

(d) if You are a registered and continuing student at Kings College and do not move into Your

Room and do not respond to our attempts to contact You, we can cancel Your Accommodation,

You will not be entitled to any refund of Your £450 pre-payment and You will remain liable for

the Residence Fee until a suitable replacement is found; and

(e) You should think carefully before deciding to accept the offer of Accommodation at KCL

because, as set out above, there may be circumstances where You lose Your pre-payment;

3.1.3 VISITORS AND SUB-LETTING

(a) Your Room is a study bedroom for students at KCL and those affiliated with KCL. You can

enjoy short term visits from friends and family members where these comply with the terms of

this Agreement, and in particular Clause 12 (which sets out, among other things, the number

of daytime and overnight visitors You may have at any one time or in any one semester); and

(b) You must not allow anyone to stay in Your Room other than as permitted by this Agreement,

and You must not allow anyone to stay in Your Room when You are not with them. If You

allow any person not permitted by the terms of this Agreement to stay in Your Room, we may

take disciplinary action against You that could result in You having to leave Your

Accommodation.

146674792.1\AC64 4

Only one visitor is permitted to stay overnight in Your Room at one time;

3.1.4 ACCOMMODATION OPERATED BY THIRD PARTIES

(a) Not all of KCL’s Residences are operated by King’s College London. Some of the Residences

are operated by third party providers, which we refer to as “Operators” in this Agreement. We

have explained the responsibilities of those Operators in this Agreement as it is important that

You understand which things they are responsible for and which things the College is

responsible for. Any references to rights or responsibilities of the Operators in Clauses 13,

14, 15, 17, 18, 19, 20 and 22 of these Terms and Conditions of Residence apply to KCL in the

case of KCL’s Residences that are operated by King’s College London; and

(b) there will be occasions where You might have to contact the Operator directly. We have

included within Schedule 1 at the end of this Agreement information about who the Operators

are for a number of College Residences and the details that can be used to contact them.

Where the Residence is provided by an Operator, we enter into this Agreement on behalf of

the Operator.

If, after contacting the Operator directly and giving them a reasonable time to respond (unless there is

an emergency), You are unable to resolve the matter You should then contact the KCL Residences

Team at kingsreside[email protected] for assistance.

3.1.5 KEY DATES AND TIMESCALES

You need to be aware of the following key dates, timescales and obligations on You, which are

applicable to Your occupation of the Room and this Agreement.

Instalment Dates for payments due by You under

the terms of this Agreement

25 October

25 January

5 May

24 June

Before the Move in Date

Complete Health and Safety Induction

Book an arrival slot online

You can request an inventory of Your Room

Up to 14 days after arrival at Your Residence

You agree to check, sign and return any inventory

and notify the Residence team of any

discrepancies

Up to 14 days after receiving the inventory

Invoice payment dates

Any invoice must be paid at up to 14 days after it is issued

Should You experience unforeseen financial difficulties and need some additional time to pay Your fees,

please contact Credit Control to discuss this on a needs / evidence basis.

Day Visiting Hours

Between 8:-00 and 23:-00

Date and time for You to vacate Your room

10am on the last day of the Period of Residence

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4. AGREEMENT

4.1 The agreement between You and Us consists of several parts:-

4.1.1 the Agreement Summary sent to You by email;

4.1.2 these Terms and Conditions of Residence and any issued amendments; and

4.1.3 our regulations detailed in Our Policies (including those listed in Schedule 2 to this Agreement).

4.2 If You Accept the offer of the Room, then You are accepting the terms and conditions of any other documents

referred to in this Agreement, including all of the College’s Policies and You acknowledge that You have actually

read the content. During Your period of Residence, King’s may update and replace its Policies from time to time

in order to ensure that King’s operates efficiently for students and meets the relevant legal and regulatory

obligations, and/or where changes are in the interests of students. Any changes will be appropriately notified to

students via email or on the website.

4.3 In these Terms and Conditions of Residence ‘You’ or ‘Your’ means the person entering into this Agreement and

‘We’, ‘Our’, ‘Us’ and "College" means King's College London, or where a service is provided by an Operator, ‘We’

or ‘Our’ may refer to the Operator.

4.4 You confirm that You accept and agree to all of the obligations in this Agreement when You click the link to “Accept

Offer” on the College’s Accommodation Portal. This Agreement is legally entered into and a contract is formed

between You and Us, when We send the Confirmation E-mail to You. If You do not click on “Accept Offer” but

move into Your allocated Room, You will be agreeing to all of Your responsibilities in this Agreement and Our

Policies.

4.5 This licence agreement is governed by English law, which international students may find quite different to the

law which applies in their country. You may wish to get professional advice before accepting.

4.6 If there is any difference between this Agreement and Our Policies, the information in the Policies will take priority.

4.7 We strongly recommend that You talk through the content of this Agreement with Your parent, guardian or another

adult before You accept the offer of Accommodation at the College.

5. UNDER 18’S

5.1 If You are under 18 when the Confirmation E-mail is sent to You and this Agreement is formed, we require details

of Your parent / guardian / responsible adult as a co-signatory in accordance with our Under 18 Policy which can

be accessed by the link provided in Schedule 2.

5.2 We will hold the licence on trust for You until You reach 18. During that time, You will enjoy all the rights set out

in this Agreement and be subject to all the obligations contained in it. When You reach 18, You will be entitled to

terminate this Agreement on the terms set out in Clause 7 below. If You choose not to do so, this Agreement will

be legally binding upon You.

6. YOUR RIGHT TO CANCEL BEFORE YOU MOVE INTO YOUR ROOM

6.1 You are entitled to cancel this Agreement before moving into Your Room by notifying Us by email at

kingsresidences@kcl.ac.uk and cancelling via the Accommodation Portal.

6.2 You can cancel this Agreement:-

6.2.1 before 17 May 2024 and We will refund Your £450 pre-payment; and

6.2.2 on or 17 May 2024, but You will not be entitled to any refund of Your £450 pre-payment.

6.3 If You do not show up on the Move In Date or during Your booked arrival slot, and You are a registered continuing

student at Kings College You will remain liable to pay for Your Accommodation for Your full licence period

146674792.1\AC64 6

regardless of whether You move into Your Room or not. It will become Your responsibility to find a replacement

tenant to take on Your room following the requirements set in Clause 24.4. If a suitable replacement student is

found for Your Room and they move in to the Room which You were due to take occupation then We will refund

You an amount equal to the amount that they have paid which relates to the period for which You have already

paid.

6.4 If You accept the offer of Accommodation at the College, but Your academic offer is withdrawn by King’s College

London Admission services, Your contract for Accommodation will be automatically cancelled and We will refund

Your £450 pre-payment.

7. YOUR RIGHT TO TERMINATE THIS AGREEMENT IF YOU TURN 18 YEARS OLD DURING YOUR PERIOD

OF RESIDENCE

7.1 You may terminate this Agreement within the two weeks immediately following Your 18

birthday if You:-

7.1.1 are under 18 when the Confirmation E-mail is issued, and:-

(a) You have paid, in full on or before the End Date, all of the Residence Fee due under this

Agreement up to and including the End Date; and

(b) You submit a completed early termination request by email to kingsresidences@kcl.ac.uk

specifying a preferred End Date that falls on a Saturday during the two weeks immediately

after You send Your notice by email.

7.1.2 You will remain liable for the Residence Fee to and including the specified End Date.

8. OUR RIGHT TO CANCEL BEFORE YOU MOVE INTO YOUR ROOM

8.1 We can cancel this Agreement before You move into Your Room immediately, if You do not move into Your Room

after the Move In Date and/or during Your booked arrival slot and despite making reasonable efforts to contact

You by email or phone, You have not responded to Us within one week of Your arrival slot. You will remain liable

for any Residence Fee in accordance with the terms laid down in this Agreement.

8.2 We can cancel this Agreement before You move into Your Room (and restrict Your access to the Accommodation

Portal) immediately where You have an existing outstanding debt or disciplinary record at the College, or where

there is ongoing disciplinary or interruption, suspension or exclusion action of which You are the subject.

8.3 We may cancel this Agreement before You move into Your Room immediately where You have declared a

relevant unspent conviction in accordance with Our Criminal Record Disclosure Procedure, the link to which can

be accessed at Schedule 2.

8.4 Any notification of cancellation will be sent to You by email only.

9. PAYMENTS

9.1 At the point of booking Your Accommodation using the Accommodation Portal, You must pay a £450 pre-payment

which will be offset against the first instalment of the Residence Fee.

9.2 You must make any payments due under the terms of this Agreement on or before the instalment dates set out in

Your Agreement Summary and in the Key Dates and Timescales in Clause 3.1.5.

9.3 Full details of how to make payments, including from overseas, can be found at:- https:-

//www.kcl.ac.uk/aboutkings/orgstructure/ps/finance/fees/accomm.

9.4 If You have a Sponsor, You will be responsible for providing them with all the information they require to enable

them to make payments on Your behalf, including forwarding a copy of any invoice which will be in Your name

and not the name of Your Sponsor, in accordance with the same timescales that would apply if You were making

all the payments Yourself. If You are paying part of the Residence Fee Yourself, You will need to pay the

Residence Fee as detailed on the College website. If Your Sponsor fails to pay by the due date, You will remain

liable for the full payment. We will contact You by email if We have problems receiving money from Your Sponsor.

146674792.1\AC64 7

9.5 You must promptly pay any other amounts that are properly due under these terms and conditions. If You do not

comply with these terms and conditions, and We have to enforce them, You agree to pay the charges which We

reasonably incur. This includes fees for professional advice, court fees, bailiff’s fees, a reasonable charge for Our

own time and any out-of-pocket expenses.

9.6 The following facilities are NOT included in the Residence Fee:- television licence, telephone charges, laundry

costs, Council Tax (if it becomes payable), parking fees (if any), and contents insurance other than that detailed

in this Agreement. You will be required to make any payments for any of those sums if they do become due.

9.7 Internet service to the Room is provided by Our nominated provider and is subject to

9.7.1 the relevant terms and conditions of use, and

9.7.2 our acceptable use policies. Details can be found in the Policies in Schedule 2.

9.8 We may suspend internet access if You fail to comply with Our Policies.

10. MOVING IN

10.1 You will be able to move into the Room on the Move In Date during Your booked arrival slot. Arrival instructions

will be made available in the Confirmation Email that We will send to You.

10.2 Before moving into the Room You must:-

10.2.1 complete a mandatory online health and safety induction by the date set out in the Confirmation E-mail;

and

10.2.2 book an arrival slot via the Accommodation Portal.

10.3 If You do not complete the steps set out in Clause 10.2 before moving into Your Room, We may terminate this

Agreement immediately on sending an email to You and in these circumstances You will not receive any refund

of Your £450 pre-payment.

10.4 On occasions, a Room might not be ready to occupy at the start of the Period of Residence. If that happens to

You, We will provide You with reasonably suitable alternative accommodation until the Room is ready for You.

10.5 As long as the alternative accommodation is of similar quality to the Room, You must accept the alternative Room.

If We cannot offer You a reasonably suitable alternative Room, You may terminate this Agreement by giving Us

notice by email to kingsresidences@kcl.ac.uk and We will promptly refund any pre-payment that You have paid.

11. INVENTORY

11.1 We shall not give You an Inventory unless You request one. If You do request an Inventory You must do so within

14 days of arriving in Your Room.

11.2 If You receive an Inventory, You agree to check, sign and return the Inventory to the Residence Team and notify

the Residence Team of any discrepancies as soon as possible and always within 14 days of moving into Your

Room. If You do not do so, We shall treat that the Inventory as correct.

12. WHO MAY USE THE ROOM

12.1 You must not sub-let the Room, pass this Agreement to anyone else, or allow anyone other than

temporary Visitors to stay in the Room. You must not allow anyone to stay overnight in the Room if You

are not there. If You do allow anyone else to stay in Your Room, You may be subject to disciplinary action

and, depending on the outcome of that action, You may be asked to leave Your Residence.

12.2 Our agreement is with You, and only You may live in the Room, subject to Clause 12.3 below.

146674792.1\AC64 8

12.3 If Your Agreement Summary includes a Nominated Sharer or a Joint Occupier sharing Your Room, only You, the

Nominated Sharer or the Joint Occupier will be allowed to live in the Accommodation. The Nominated Sharer

must also comply with all of the obligations in this Agreement. Any Joint Occupier will be responsible for complying

with the terms and conditions contained in their own licence of the Room.

12.4 If Your Agreement Summary includes a Nominated Sharer or a Joint Occupier Your rental charges will reflect the

additional resident.

12.5 Any individual in a shared Room with a Joint Occupier will show the utmost respect for the Joint Occupier of the

Room and for their belongings. The rights of the Joint Occupier are equal and neither has precedence or

preference over the other.

12.6 Any visits must be in accordance with the terms and conditions set out in this Agreement.

12.7 You are responsible for the conduct of any invited Visitor(s). We may remove Your Visitors from the Residence

if We have reasonable grounds to believe that this is necessary for the safety or well-being of others.

12.8 Normally, unless You are advised otherwise by Residences, You may have up to three daytime Visitors (during

the Day Visiting Hours set out in the Key Dates and Timescales on page 1 of this Agreement). Daytime Visitors

will not be granted access to the Residence between the hours of 23:00 and 08:00. Written permission for

additional Visitors must be obtained by You from Residences by emailing Your Residence Manager for permission

in advance. The Residences Team may grant permission for any Visitors at its absolute discretion and will notify

You of the decision by email. Permission will not be considered to be granted unless You are able to produce an

email from the Residence Manager confirming consent is granted to an identified Visitor.

12.9 Up to one Visitor over the age of 18 are permitted to stay overnight in a Room at any one time as long as this

does not interfere with other occupants of the Residence or disrupt study. Overnight Visits are limited to three

nights in any one week, and must never exceed a total of 14 nights per semester.

12.10 Your Visitors must report to reception upon arrival and You must sign them in. You must always accompany Your

Visitors whilst they are at the Residence. You must sign Your Visitors out at reception when they leave the

Residence.

12.11 You must not permit any Visitors under 18 years of age at the date of the visit in Your Residence without written

permission from the Residence Manager, which shall be at the College’s absolute discretion.

12.12 You must not duplicate keys or give or lend Your keys to someone else.

13. PRIVACY AND ACCESS

13.1 The Operator (or its employees, contractors or invitees) are entitled to come into the Room for any reasonable

purpose, including:-

13.1.1 to carry out routine cleaning;

13.1.2 to check on Your welfare, if We are concerned about You;

13.1.3 to carry out inspection, testing, maintenance or repair;

13.1.4 to check You are meeting Your obligations;

13.1.5 to carry out Your obligations if You fail to do so;

13.1.6 to carry out a risk assessment;

13.1.7 for any purpose reasonably connected with an investigation under any disciplinary policy; and

13.1.8 any reasonable purpose connected with Your occupation of the Room.

146674792.1\AC64 9

13.2 The Operator will only enter the Accommodation during the day (unless there is an emergency) and shall give

You reasonable notice of the intention to access the Accommodation where possible.

13.3 If the Operator does not give You notice in advance notice of the intention to enter Your Room, the party entering

will knock on the door first in order to see if You are present. If You are not present then, irrespective of whether

or not this relates to a pre-arranged visit, the Operator will let themselves into the Accommodation using a

duplicate key and the Operator will leave a message explaining that someone has entered Your Room and for

what reason.

14. YOUR USE OF THE ROOM AND RESIDENCE

14.1 You may only use the Room as a study-bedroom, and You must not use any part of the Residence for any

business or commercial purpose.

14.2 You must keep Your Room in a clean and tidy condition.

14.3 You must not use any part of the Residence for illegal purposes, or for purpose which in Our reasonable opinion

is immoral. You must not smoke (which includes use of E- cigarettes or similar) anywhere in the Residence

(including Your Room) other than the designated smoking area allocated by the Operator.

14.4 You must not keep any pets in Your Residence. Assistance Dogs and emotional support animals (as further

described in the Emotional Animal Policy, which can be accessed using the link at Schedule 2 at the end of this

Agreement) are permitted by prior arrangement with the Accommodation Office in line with the relevant policies

(see Schedule 2 at the end of this Agreement for details of the Policy on Assistance dogs and Emotional Support

Animal Policy).

14.5 The Residences referred to in Schedule 1 may have additional requirements that must be complied with by

residents of these Residences. You must review these requirements, which will be available upon request in Your

Residence, and ensure You comply with them.

15. CONDUCT AND DISCIPLINARY

15.1 You must at all times comply with the requirements of the College’s:-

15.1.1 Non-Academic Misconduct Guidance; which can be accessed by following the link in Schedule 2 at the

end of this Agreement;

15.1.2 Student in Residences Disciplinary Policy, which can be accessed by following the link in Schedule 2 at

the end of this Agreement; and

15.1.3 all other Policies, regulations and guidelines required by the College, whether in place on, or introduced

after the date of this Agreement.

15.2 If You do not comply with the Policies, We may take disciplinary action against You, the possible consequences

are set out in the Policies and include requiring You to leave the Residence.

15.3 You must treat any of the College’s or Operator’s staff and others living in the Residence with proper consideration

and respect. You must not use other people’s possessions without their permission, or damage or take them.

15.4 You must treat others living in the neighbourhood with proper consideration and respect.

16. APPEALS PROCEDURE

16.1 If You do not agree with a decision We make when exercising Our rights under the Disciplinary Policy, You may

appeal that decision in accordance with the Appeal and Right of Appeal sections of Our Disciplinary Policy.

16.2 If You do not agree with any other decision We make when exercising Our rights under this Agreement or Our

Policies, You may appeal that decision by writing to the Associate Director of King’s Residences using email

address kingsresidences@kcl.ac.uk, within 5 Working Days of You being notified of the decision. The Associate

Director of King’s Residences will consider Your appeal and decide whether to uphold or amend the decision.

146674792.1\AC64 10

The Associate Director of King’s Residences will write to You, within 10 Working Days of receipt of Your appeal

letter, notifying You of the decision. Any decision made by the Associate Director will be final.

17. COMMUNAL AREAS AND CLEANING

17.1 The Operator will clean the Communal Areas and the cost of normal cleaning is included in the Residence Fee.

If You and the other occupiers leave their Communal Areas in a worse condition than the Operator would

reasonably expect, the Operator will charge You and the other occupiers for the reasonable cost of any additional

cleaning which the Operator decides is reasonably necessary. If the Operator can identify the person who has

caused the damage or whose actions have resulted in additional cleaning costs then We shall charge that person

for all of the costs.

17.2 The Operator may temporarily suspend use of the Communal Areas to allow them to be properly cleaned or for

any other reasonable reason determined by the Operator, including health and safety and welfare reasons.

17.3 You (and the other students who use them) must keep the Communal Areas reasonably tidy. You must not leave

rubbish in the Communal Areas, except in any bins We provide. You should not put anything in the drains that is

likely to block them.

18. SERVICES AND FACILITIES PROVIDED BY THE OPERATOR

18.1 The Operator will use reasonable endeavours to:-

18.1.1 keep the structure of the Residence, the Communal Areas and contents within the Communal Areas

clean, tidy, in reasonable repair and fit for use by You and other occupiers;

18.1.2 keep in repair and reasonable working order the installations in the Residence for the supply of water,

gas and electricity and for sanitation;

18.1.3 ensure that the services at the Residence are kept in working order and to provide such heating as it

considers adequate (acting reasonably), which may mean that, during warmer weather, the heating may

be turned off; and

18.1.4 keep the Communal Areas and any outdoor space clean and tidy.

18.2 The College’s accommodation is managed in accordance with the Universities Code of Practice for the

management of student housing. A copy of the Code may be found at www.universitiesuk.ac.uk and

www.uukcode.info. All of the College’s Third Party accommodation is operated in accordance with the ANUK

National Code of Standards for Student Accommodation.

19. YOUR RESPONSIBILITY AND DAMAGE

19.1 The Operator will charge You for the reasonable cost of repair to Your Room if the repair is needed because You

did not take proper care of Your Room, or You did not comply with these terms and conditions.

19.2 If repair is needed because You did not take proper care of Your Room or You did not comply with these terms

and conditions, You must not attempt to carry out the repair Yourself. You must notify the Operator who will

arrange for the repair to be carried out for You.

19.3 The Operator will not rebuild or reinstate the Residence if it is destroyed or damaged by a risk against which the

Operator has not insured.

19.4 You must tell the Operator as soon as possible after You become aware of the need for a repair in the Room or

in the Communal Areas. If the disrepair becomes worse because You did not report it within a reasonable time,

the Operator may charge You for the additional costs of repair.

19.5 You (and anyone You invite into the Room) must take reasonable care of the Room and its contents. Jointly with

other occupiers of the Residence, You must take reasonable care of the Communal Areas and their contents.

146674792.1\AC64 11

20. SECURITY

20.1 You must ensure that Your Accommodation and the Residence is left secure at all times. This includes, but is not

limited to:-

20.1.1 keeping Your key, key fob or key card with You at all times. Failure to carry Your keys requiring You to

be let in by our staff may result in a charge being made to You to cover any reasonable costs incurred

by Us in taking such action;

20.1.2 never marking Your key, key fob or key card with Your address, copying them or giving them to anyone

else;

20.1.3 locking the door to Your Accommodation together with any corridor and main entrance doors in the

Residence when entering or leaving and ensuring that all windows in the Accommodation are closed

before You go out;

20.1.4 not letting anyone You do not know into the Residence;

20.1.5 registering Your Visitors upon their arrival at the Residences and accompanying them at all times whilst

they are at the Residence, and signing the Visitors out when they leave the Residence; complying with

local procedures in respect of access controls, security keys, rooms and CCTV; and

20.1.6 producing Your King’s ID card when requested to do so by a member of the Residence Team, the

Operator or other members of College staff or Residence representative.

21. HEALTH AND SAFETY

21.1 You must complete the Health and Safety induction before moving into Your Residence.

21.2 You must complete an electrical item registration form for ALL electrical items that You bring into the Room (or

the Residence) prior to bringing the item into the Room.

21.3 You must never block a fire escape route.

21.4 You must not alter or otherwise interfere with any electrical installation in the Residence. You must not overload

any electrical sockets with extension sockets, adaptors or appliances. You must not misuse or attempt to repair

or adapt any electrical contents.

21.5 You must not alter or otherwise interfere with the internet installation in the Room.

21.6 In the event of any circumstances giving rise to public health and/or safety concerns which are also relevant to

Your Accommodation (including an epidemic or pandemic such as Covid-19), You agree to follow all relevant

legislation and any applicable policies or guidance issued relating to Your Accommodation.

22. INSURANCE

22.1 The Operator will insure the Residence and the contents against fire and other risks which We consider required.

22.2 We will buy a block insurance policy, that gives basic cover for Your personal possessions whilst in the Room.

The block insurance policy is subject to terms and conditions, which are available to view at the following link

Living with us | King’s Accommodation | King’s College London (kcl.ac.uk). If You want additional cover, You

must pay the insurer for it.

22.3 You should take out Your own personal possessions insurance if You have valuable items, for example a musical

instrument.

22.4 The Operator or the College do not accept liability for Your personal possessions, unless We fail to comply with

Our obligations in these terms and conditions, and that failure causes You loss or expense. Please note that the

146674792.1\AC64 12

insurance will not cover Your possessions when they are outside the Room (which means that they are not

covered when they are in the other parts of the Residence or the Communal Areas).

22.5 If Your Room becomes uninhabitable through no fault of Your own, for example if it is damaged by a risk against

which the Operator has insured, the Operator will offer You suitable alternative accommodation at the Residence,

if any is available. If the Operator does not have alternative accommodation available at the Residence, the

Operator will do what it reasonably can to find You suitable alternative accommodation elsewhere. You agree to

accept the alternative accommodation if it is reasonably equivalent to the Room. You will not have to pay any

more Residence Fee if the alternative room is of a higher standard. If no suitable alternative accommodation is

available, You or We will have the option to terminate this Agreement (by giving notice in writing specifying the

End Date), without any financial detriment to You.

22.6 If the Operator is unable to offer alternative accommodation, the Residence Fees (or an appropriate proportion

as reasonably decided by Us) will be suspended until either the Room is made habitable again or We are able to

offer alternative accommodation.

23. TRANSPORT AND PARKING

23.1 Parking restrictions and restrictions on the storing of bicycles apply which You must comply with. Details of these

restrictions will be displayed at the Residences. These regulations apply to Your Visitors as well as to You.

23.2 Under the terms of this Agreement, if You are a resident of the Angel Lane Residence, You are hereby prohibited

to apply for or obtain an on-street parking permit to park a vehicle on the public highway. If an application is made

You shall be in breach of this Agreement. You should note that pay and display parking is available within the

Stratford Multistorey Car Park opposite the Angel Lane Residence on Great Eastern Road.

24. WHEN YOU MAY REQUEST TO LEAVE YOUR RESIDENCE AND END THIS AGREEMENT EARLY

24.1 This section sets out the process for asking Us if You may leave Your Room and end this Agreement early.

24.2 You may terminate this Agreement if You withdraw from Your course of study and You satisfy the following

conditions:-

24.2.1 the confirmation of Your change in registration status has been recorded on the College Student

Records System;

24.2.2 You have submitted a complete and accurate ‘Early Termination’ form in line with King’s Residences

early termination process (details of which can be found in the following link:- Early Termination process)

to King’s Residences specifying Your preferred End Date (provided that such date must be a Saturday

and must be no sooner than 14 days after the date on which You submit the form); and

24.2.3 You have paid in full all of the Residence Fee due under this Agreement up to and including the End

Date.

24.3 If You move out before the End Date, You will still remain liable for the Residence Fee to and including that date

(or, if You have not satisfied the conditions set out in Clause 24.2, the final date of the Period of Residence).

24.4 If You wish to terminate this Agreement early without cause and You have identified a replacement occupier, You

and Your proposed replacement should contact the Residence Team. Your proposed replacement must not be

resident in one of King’s Residences or party to a residences licence agreement with Us, and must provide such

details to the Residence Team as they reasonably require in order to evaluate the suitability of the replacement.

If We consider (in Our absolute discretion) that Your chosen replacement is suitable, We will agree to the

termination of this Agreement provided that (i) You have paid all of the Residence Fee due under this Agreement

up to and including the End Date; and (ii) Your chosen replacement enters into a residences licence agreement

on terms acceptable to Us under which they will be responsible for payment of the Residence Fee (or such fees

as We and the proposed replacement may agree) from the day following the End Date; and (iii) You vacate the

Accommodation on or before the End Date. You must not give the keys or any key cards to the Accommodation

or Residence to the proposed replacement.

146674792.1\AC64 13

25. MOVING ROOMS

25.1 You agree not to move to another Room within the Residence, or to any other Accommodation, provided by Us

without first obtaining the prior written approval of the Accommodation Office. If You are permitted to move, all

the terms and conditions of this Agreement are transferable to the new Accommodation.

25.2 You will only be permitted to move in exceptional circumstances or if there are vacant Rooms available within the

Residence that We (acting reasonably) consider appropriate. Each application for a change of room will be

considered by the Accommodation Office on a case by case basis.

25.3 We reserve the right to move You to similar alternative accommodation in any circumstances including, but not

limited to, the following:-

25.3.1 for reasonable management reasons (eg where there is excessive demand for a Residence resulting in

oversubscription prior to the start of the Period of Residence or where we consider, acting reasonably,

that we need to carry out works to the Room or Residence or where the Room or Residence is unfit for

occupation or where the Period of Residence includes the Christmas, Easter and/or Summer vacations

and the Residence is not fully occupied during the vacation or where an event arises which is outside of

Our control); or

25.3.2 where we reasonably consider that, because of your behaviour, it is necessary to move You from the

Room to protect your well-being or the well-being of others or to prevent damage to the Room.

25.4 If we request You to relocate:-

25.4.1 we will give You written notice of this, provide details of the alternative accommodation and notify You

of the date on which You are to relocate. We will give You reasonable notice of this date, taking into

account the circumstances. This may mean that, in certain circumstances, the notice period may be as

little as 24 hours; and

25.4.2 if the similar alternative accommodation is not satisfactory to You (acting reasonably), You may

terminate this Agreement. If You wish to do so, You must give the Accommodation Office written notice

of this no later than seven days after the date of the written notice that we have given to You under

Clause 25.4.1.The Agreement will then end on a date seven days after your notice to terminate was

given to Accommodation Office, or such other date as You may agree with the Accommodation Office

(acting reasonably). We will refund any Residence Fee You have paid in respect of the period after the

termination date.

25.5 If You do not move out of the original Room following a request by us to do so, we can take legal action to force

You to move out.

26. WHAT HAPPENS AT THE END OF THIS AGREEMENT AND LEAVING YOUR RESIDENCE

26.1 Your Agreement with Us is a licence and will not automatically continue after the last day of the Period of

Residence. You do not need to give notice to end Your Agreement on the last day of the Period of Residence,

and neither do We.

26.2 You must:-

26.2.1 leave Your Room and take all of Your personal possessions from it by 10am on the last day of Your

Period of Residence;

26.2.2 return all keys, key fobs or key cards to the Residence Team. If keys, key fobs or key cards are not

returned We will have to either fit new locks or replace the key fob or key card and We will charge You

for the reasonable cost of this (if Your student ID card is programmed to gain access, You will not need

to return this); and

26.2.3 leave Your Accommodation in a clean and tidy condition and to leave it and all items listed in the

Inventory in the same condition as at the start of the Period of Residence, except for any damage caused

by reasonable fair wear and tear.

146674792.1\AC64 14

26.3 If You choose to leave Your Room before the last day of the Period of Residence, without formally requesting to

leave early as set out at Clause 24 above, You must still pay the Residence Fee for the whole of the Period of

Residence.

27. OUR RIGHT TO END THIS AGREEMENT EARLY

27.1 We may terminate this Agreement at any time for any of the following reasons:-

27.1.1 If You fail to pay Us any Residence Fee or other charges when they are due for payment (We will

normally allow You up to 14 days to pay before taking action, but We do not have to do this);

27.1.2 If You in any way misuse or deliberately damage equipment, signs or systems for fire prevention or

detection, health and safety, or security;

27.1.3 If You have in Your possession, controlled drugs that it is illegal to possess;

27.1.4 If Your health or Your behaviour puts the health, safety or welfare of other people, or Yourself, at serious

risk;

27.1.5 If Your behaviour puts property belonging to Us or to others at serious risk;

27.1.6 Any Operator decides to reject or deny You accommodation in a Residence;

27.1.7 If You fail to comply with these terms and conditions (including the other terms that are referred to in this

Agreement) on a number of occasions or if You fail to comply with these terms and conditions in a way

that has a serious impact on Us or other residents or neighbours;

27.1.8 If You allow someone other than a Visitor permitted under this Agreement to stay in Your Room; or

27.1.9 If You are not, or if You cease to be, a student on a full-time course at the College, or where Your studies

have been interrupted (by You or the College), You are no longer studying full-time, or where You have

been excluded or suspended from the College.

27.2 This Agreement will end on the date specified in the notice that We give to You, but You will still be responsible

for any breach of this Agreement that happened before this Agreement ends.

27.3 If We have to start court proceedings to make You move out of the Room, We will ask the Court to order You to

pay for the Room up to and including the last day of the Period of Residence and charge You a daily rate based

on Your Residence Fee to compensate Us for Our expenses for the time between Us starting the proceedings

and obtaining a Court order. We may also ask the Court to order You to pay Our legal fees and expenses, and

to pay interest on any money You owe Us.

28. OUR LIABILITY TO YOU

28.1 We must accept responsibility under the general law if We cause You any injury because of Our negligence.

28.2 We accept liability for the actions or neglect of Our staff and contractors only for damage, loss or injury which

occurs whilst they are carrying out Our instructions.

28.3 We do not accept liability for damage to property or possessions unless the damage occurred due to our

negligence (including the negligence of Our staff). Our liability to You for damage to Your property or possessions

is a maximum of £1,000 per item, and a maximum of £3,000 in aggregate.

28.4 The Operator or the College is not liable for things which are outside of its reasonable control, such as severe

weather conditions, equipment or power failures, mechanical breakdown, internet outage, intruders or other

residents behaving inappropriately, shortages of fuel/materials, labour disputes, student action or necessary

maintenance, repair, or replacement. This is not an exhaustive list. The Operator or the College will only be liable

for mechanical failure if it was caused by the Operator or the College’s failure to keep the equipment serving the

Residence properly maintained and only if the failure lasts more than 48 hours.

146674792.1\AC64 15

28.5 We have the right to carry out any alterations or building works at the Accommodation, the Residence and /or on

our adjourning or neighbouring property without liability for disturbance provided that, as far as practicable, we

have used reasonable endeavours to minimise any disturbance.

29. COMPLAINTS

29.1 We work very hard to try and make sure You will not need to complain. If You are dissatisfied with any part of

Our service, You should:-

29.1.1 Report it to the Residence Manager, who will investigate as a complaint under Stage one of our G31

Complaints Regulations. If You are still not satisfied You can raise a Stage two complaint as further

detailed in the following link:- Stage Two Complaint.

29.1.2 If You are not happy with the outcome and wish to pursue Your complaint further, You should follow the

B6 Student complaints procedure, under the College’s Main Regulations, which can be accessed by the

link provided in the Polices in Schedule 2.

30. DATA PROTECTION

We will process Your personal data in accordance with applicable data protection legislation. Our Student Data

Collection Notice, a link to which can be found in Schedule 2, explains what data We might hold about You, how

We use it, who We might share it with and the reasons for doing that.

31. MISCELLANEOUS

31.1 VAT is not included in any of the prices shown in these terms and conditions. Residence Fees are not liable to

VAT, but other charges may be. VAT will be added to those charges at the applicable rate.

31.2 Notices of a formal nature (such as asking for permission or bringing the Agreement to an end before the Period

of Residence has expired) should always be given by email to kingsresidences@kcl.ac.uk, otherwise it may be

difficult to prove whether a notice was sent or received.

31.3 If anything in this Agreement (or part of any provision) is found by any Court to be invalid, unenforceable or illegal,

the other provisions shall remain in force and if any invalid, unenforceable or illegal provision would be valid,

enforceable and legal if some part of it were deleted, the provision shall apply with whatever modification is

necessary to make it valid and give effect to the intention of the parties.

146674792.1\AC64 16

SCHEDULE 1

OPERATORS

Hall

Address

Operator

Contact Number

Maintenance/Reception/Security

Angel Lane

2 Angel Lane,

London E15 1FF

Unite Group

0117 302 7423

Angel.Lane@unitestudents.com

Use the Contact Telephone Number or

Email Address. Out of hours emergency

number 03003031611

Atlas

52 South

Lambeth Road,

Vauxhall,

London, SW8

1DN

Downing

Students

0207 582 2288

[email protected]om

Use the Contact Telephone Number or

Email Address

Battersea

5 Palmerston

Way, Battersea,

London, SW8

4AQ

Urbanest

0207 042 7890

[email protected]o.uk

Use the Contract Telephone Number of

Email Address

Canada

Water

1 Mulberry Walk,

London, SE16

6BL

Scape

0207 952 6151

hello.canadawater@scape.com

Use the Contact Telephone Number or

Email Address

City

Vine Street,

London EC3N

2PX

Urbanest

0207 042 7890

[email protected]o.uk

Use the Contact Telephone Number or

Email Address

Great Dover

Street

165 Great Dover

St, London SE1

4XA

King’s College

London

0207 848 8566

[email protected]

Use the Contact Telephone Number or

Email Address

Julian

Markham

114 Walworth

Rd, Southwark,

London SE17

1JL

Unite Group

0207 703 7028

julianmarkham@unitestudents.com

Use the Contact Telephone Number or

Email Address

Moonraker

Point

1 Pocock Street,

London, SE1

0FN

Unite Group

0207 928 4244

moonrakerpoint@unitestudents.com

Use the Contact Telephone Number or

Email Address

Hayloft

Point

4-6 and 16-22

Middlesex Street,

E1 7JH

Unite Group

0207 647 2742

HayloftPoint-

london@unitestudents.com

Use the Contact Telephone Number or

Email Address

Orchard

Lisle & Iris

Brook

Talbot Yard,

London SE1 1XT

CRM Students

on behalf of

Guy’s & St

Thomas’

Charity

0203 840 9990

[email protected]om

Use the Contact Telephone Number or

Email Address

146674792.1\AC64 17

Stamford

Street

127 Stamford St,

London SE1 9NQ

King’s College

London

020 7848 4664

[email protected]

Use the Contact Telephone Number or

Email Address

Stratford

One

1 International

Way, Stratford,

London, E20

1GS

Unite Group

0117 302 7462

stratfordone@unitestudents.com

Use the Contact Telephone Number or

Email Address

Vauxhall

5 Miles Street,

Vauxhall,

London, SW8

1RZ

Urbanest

0207 042 7890

[email protected]o.uk

Use the Contact Telephone Number or

Email Address

Wolfson

House

Wolfson House,

49 Weston Street

London SE1 3RB

King’s College

London

0207 848 4190

[email protected].uk

Use the Contact Telephone Number or

Email Address

 
146674792.1\AC64  18 
SCHEDULE 2 
 
POLICIES 
Accommodation Policy – https:-//www.kcl.ac.uk/accommodation/asset/policies/kings-residences-accommodation-policy.pdf 
IT Acceptable Use Policy:- IT Acceptable Use Policy - King's College London (kcl.ac.uk)  
Insurance Policy:- https:-//www.kcl.ac.uk/accommodation/living-with-us 
Drugs:- https:-//www.kcl.ac.uk/policyhub/drugs-policy 
Data Protection Policy:- https:-//www.kcl.ac.uk/policyhub/data-protection-policy-2 
College Regulations:- https:-//www.kcl.ac.uk/about/governance-policies-and-procedures 
Student in Residences Disciplinary Policy:- https:-//www.kcl.ac.uk/accommodation/asset/policies/residential-discipline-policy-23-24.pdf 
How to pay for your accommodation:- https:-//www.kcl.ac.uk/student-fees/residence-fees 
Student complaints procedure https:-//www.kcl.ac.uk/policyhub/academic-regulations-2223 
Cancellation Policy:- https:-//www.kcl.ac.uk/accommodation/asset/policies/cancellation-policy.pdf 
Early Termination Request procedure:- https:-//www.kcl.ac.uk/accommodation/living-with-us/contract-change 
Room Swap Policy:- https:-//www.kcl.ac.uk/accommodation/asset/policies/room-swap-process-2021-22.pdf 
Room Transfer Policy:- https:-//www.kcl.ac.uk/accommodation/living-with-us/contract-change 
Under 18 Policy:- https:-//www.kcl.ac.uk/accommodation/asset/policies/under-18-policy-22-23.pdf 
Guidance on Bullying and Harassment for Students:- https:-//www.kcl.ac.uk/policyhub/bullying-harassment-policy 
Criminal Conviction Process:- https:-//www.kcl.ac.uk/assets/policyzone/students/criminal-record-disclosure-procedure.pdf 
Emotional Animal Policy:- https:-//www.kcl.ac.uk/accommodation/asset/policies/kings-residences-esa-policy-august-21-final.pdf 
Assistance Dog Policy:- https:-//www.kcl.ac.uk/accommodation/asset/policies/policy-on-assistance-dogs.pdf 
Non-Academic Misconduct Guidance:- https:-//www.kcl.ac.uk/campuslife/acservices/conduct/202021-documents/non-academic-misconduct-guidance-2020.pdf 
Any other policies or regulations introduced by the College can be accessed using the following link:- https:-//www.kcl.ac.uk/governancezone.   