Detailed report on previous and ongoing actions regarding overcrowding and the housing crisis in Aberystwyth. Report composed in an organised manner and must include:

i) every action and meeting (including minutes),

ii) related proposals that were presented to Uni representative

iii) content of discussions relating to (i) and (ii) above

iv) plans and planned actions to address the issues including name of person responsible for them.

- Aberystwyth has had a housing crisis for both students and non students documented since 1970[1]. This report includes information on Sabbatical Officer, Staff member and institution work on how this problem is being tackled.

- It is important to be aware that different Sabbatical Officers take have portfolios that can overlap. At present the sabbatical officers directly responsible for housing issues in Aberystwyth are Ben Meakin (President) & Tom Burmeister (Student Support).

- The responsibility for learning facilities are taken up by Jessica Leigh (Education Officer) & Ben Meakin (President)

Open Hugh Owen Library 24/7, introduce print-n-go computers on level D, open existing study spaces in town 24/7, request plan from IS regarding plans to meet increasing demands

During the summer period both Ben Meakin (BM) and Jessica Leigh (JL) met with Information Services on a number of occasion to discuss the impact the 2011/12 undergraduate cohort would have on vital services. This was an issues brought to the table by the Guild to Rebecca Davies, Pro Vice Chancellor and Director of Information Services and also Professor Martin Jones, Pro Vice Chancellor[2]. From these informal meetings and exchange of emails the compromise was as follows:

Hugh Owen library is now open until midnight Monday – Thursday. We have discussed the option of opening Hugh Owen 24/7 with Pro Vice Chancellor, Staff and Student Services Rebecca Davies (RD), after an investigation done by the University it was decided that the overall costs would out way usage of the library throughout the night, where monies could be sent elsewhere. (Detailed minutes from the PVC will be provided at a later date when received). But the numbers in Hugh Owen are being monitored daily for increased opening hours during examination period, of which we are in talks with PVC RD & Pro Vice Chancellor for Quality, Standards and Student Exereince Professor Martin Jones (MJ) currently. That said, we also discussed and are investigating the idea of opening Hugh Owen during other peak times of the year, during reading weeks and assignment deadlines for example. The institution will be surveying students to understand the demand for this and JL will be gauging opinion through the Course Representative Council[3].

One of the manifesto commitments of the Education Officer JL was to provide a ’24 hour student study space in town[4]’.  Over the summer period and into the academic year an e-petition[5] was launched to affirm the opinion of the student body to the Education Officer JL, although there was a manifesto commitment made, more proof was needed for the institution to provide this service. These investigations were made informally by JL, BM and Pro Vice Chancellor MJ to find this much-needed amenity for students in town. After much deliberation and battling  by BM & JL10 Laura Place Computer Room was opened on 3^rd October, three months after the initial email was sent by JL to Pro Vice Chancellor RD to open the discussions, but this substantial win just isn’t enough.

Secondly the Education Officer JL met with Shelly Upton from Information Services to discuss the use of the Thomas Parry Library as we felt this was an immediate but not long term solution for overcrowding in student study spaces[6] The President BM & Education Officer JL have met with the Director of Information Services RD and the Pro Vice Chancellor MJ regarding library and study space provision on campus and in town at this crucial time, in these informal meetings the President BM and Education Officer JL have been discussing the use of Old College as a new provision . Sabbatical Officers represent the student body on the Information Services Users Committee, which feeds directly into Senate and ALTO Steering group, which feed into Academic Affairs Committee.

The viewing of a plan by the Education Officer JL and President BM has been requested regarding the plans the University has for learning spaces; to soak up what is deemed to be the ‘overspill’ of Hugh Owen and many other learning spaces throughout Penglais Campus. Though we can report (through conversation with RD) although never consulted, the learning space in both PJM lounge and Rosser have been redesigned, we understand this isn’t enough. However, we have met with Nigel Thomas[7], the member of staff leading the way in learning spaces in the university, to see if the Old College and other unused Unviersity buildings can be utilised better.

It is important to be aware many of the meetings between the Senior Management, Education Officer JL and President BM were not minuted. This was because a bridge of trust was built between the months of August and Dec where the Guild met with key university managers every two-three days. Moreover when meeting so regularly minutes were not taken as returning and approving them would be a waste of time.

Enter talks with University to have Accommodation Office overseeing conduct of lettings agencies, landlords.

Conduct research into possibility of Uni organising student lettings market, control of standards, prices and possibility and resources needed for the University to act as an intermediary between landlords and student-tenants

The Director of RHS and previous President had been tasked with creating term of reference for an Accommodation Sub Committee, this had fallen by the way side but the President BM has now submitted a draft terms of reference[8] to the new Chair of this committee Professor John Grattan, Pro Vice Chancellor Learning, Teaching and Employability elect. If accepted this Committee (a sub-committee of Student Support Committee) will assume responsibility for, amongst other things:

a) Student concerns in University accommodation and the private sector;

b) Engage is constructive dialogue with letting agents and private landlords to ensure that all private sector accommodation is accredited.

The terms of reference can be seen in Appendix 1 of this document.

The possibility of The Guild opening a letting agency has been researched prior to the current Sabbatical team, this research concluded this not to be a viable option. The previous consultancy documents are to follow on a further appendix.

That being said, one aim of the Accommodation Sub-Committee is to look at the possibility of launching a letting agency that would be run in partnership with the Accommodation Office and The Guild, this would hopefully come into fruition one academic year before the new Penglais Farm development is built. This will enable greater control over the problematic private sector, once the 1000 beds become available, and a letting agency the University and The Guild will endeavour to deliver by 2014.

The President BM has also sent a letter to all estate agents/Letting agents in the Aberystwyth vicinity, posing the question of why many of them are not accredited, moreover why they subject this sector to bad practice by releasing the housing lists too early in the academic session. Several responses have been received with some estate agents feeling the same, this would indicate that one or two large agents control the private sector in town.

The original letter the Guild sent is attached to this document (and has been published online) and the responses will be published online once investigated.

The Accommodation office ‘check up’ on estate agents and landlords, but mostly do so in a fire fighting way, so are only notified if a student is already in poor conditions. Not only do they provide support for students in the private sector but so do the Student Advice Staff in the Guild and the Student Support Officer TB.

This year we have launched a housing campaign that will hopefully give students enough information to make sure they are fully prepared to move into the private sector, making sure they do not trip up when faced with contracts and tenancy agreements. We will also be running another campaign in February that will focus around a local survey to allow students to ‘rate their landlords/properties’, this will allow us to focus our fight where it is needed.

President BM and Student Support  TB have also started discussions with The Accommodation Office to launch an online ‘rate your property’ system, it would act in a similar way to the TripAdvisor website and would allow The Accommodation Office and The Guild to pick up on trouble areas.

At the last General Meeting the Pro Vice Chancellor for Quality, Standards and Student Experience signed a ‘Sustainable recruitment and admissions pledge’ which is included, signed and dated in the appendix.

Guild to publish monthly reports on development regarding efforts to tackle problems of housing & overcrowding.

The Sabbatical team have raised this issue with the University senior management at each of their monthly meetings.

Appendix 1

Accommodation Sub Committee (ASC) - Terms of Reference

1. Constitution & purpose

1.1 The University, under the direction of the Pro-Vice Chancellor (Learning & Teaching) established an Accommodation Sub-commitee, branching from Student Support Committee.

1.2 The terms of reference for this sub-committee are defined below by the pro-vice chancellor and the Guild of Students Executive Committee and may be amended by either of these at any time.

2. Remit

2.1 ASC will be responsible for the handling of student support issues regarding student accommodation in Aberystwyth.

2.2 It will cover issues that concern students in university owned accommodation and the private sector.

2.3 To work alongside admissions to make sure first year students receive excellent accommodation support.

2.4 Engage in constructive dialogue with the private sector (Estate/Letting Agents & Private Landlords)

2.5 To include reports from and resolve issues raised by: RHS, Residential Support Tutors, The Guild and Student Support.

2.6 It will be the responsibility of ASC to make sure all private sector accommodation is accredited.

3. Membership

3.1 ASC shall comprise the following:

3.1.1 Pro Vice-chancellor Learning and Teaching. (Chair)

3.1.2 Guild President

3.1.3 Guild Student Support Officer

3.1.4 Director of RHS

3.1.5 Director of Student Support

3.1.6 Pro Vice-chancellor Staff and Student Services

3.2 The committee may appoint further members who in their view would bring relevant experience and advice.

4. Quorum

4.1 Quorum shall be 4 members

5. Frequency

5.1 The Committee will meet at least four times a year

5.1.1 July: To coincide with the Guild Exec handover and to start planning for the start of the academic year

5.1.2 October: Review of first years and start planning for returners moving to private sector

5.1.3 February: Review private sector and help any students who are left without accommodation when returning.

5.1.4 May: Review accommodation year and plan for the following year

6. Minutes

6.1 All minutes will be minuted

6.2 Minutes will be published on the Guild website and on the AU website

6.3 Minutes will be tabled at student support committee and circulated to members of student support committee

Appendix 2 – Letter to Estate Agents of Aberystwyth

18 November 2011

WITHOUT PREJUDICE

Dear

I am writing in my role as Guild of Students President to lobby on behalf of our members in one of the main areas of our work with the University and student community, in developing better codes of practice in regulation of the Private Rented Sector.

As an institution, it is important that we provide information on the legal rights and obligations of the Landlord and Tenant, and where there is a genuine agreement that the Landlords and Agents adhere to the statutory provisions under the Housing Act 1988 and amended legislation.

It has been brought to our attention that following additional licensing of Houses in Multiple Occupation throughout Ceredigion since 1^st April 2009 there continues to be a lack of willingness for engagement with Accreditation Schemes. I write to you asking if your agency is a member of an accreditation scheme, and if not why not?

With so many agents (many non-accredited) releasing their lists as early as October, students who work on the principal that the early bird gets the worm, are often misguided into thinking that they are missing out if they have not secured a property by Christmas. The Guild is requesting that Landlords and Agents withdraw this practice as this does not reflect the housing stock available to them throughout the Academic Year. Furthermore, this causes students to make rushed decisions about where and with whom they live, often causing further strife later on for all parties involved.

The Guild invites you to sign up to a  “Code of Practice” as a means of raising standards in the Private Rented Sector to ensure that all properties meet the minimum fire, safety and general management standards.  It is important that we monitor the activities of Landlords and Agents in relation to the general welfare of our students.

I look forward to your response.

Ben Meakin, President