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What happens when issues occur
How we address issues of conduct or between flatmates in a fair and supportive manner
Living in halls should be a positive experience where everyone feels safe, respected and able to enjoy their time at university. Sometimes issues arise that affect this, and we have clear processes to address them in a fair and supportive manner.
These processes apply to all students living in University-owned halls of residence and works alongside other University policies to ensure a safe and positive living environment for everyone. If you are a student living in Unite Students, Yugo or other third-party provider halls, please contact your halls team directly for information regarding their regulations and processes.
This page explains what happens when someone reports a conduct issue that breaches Halls Regulations, and how we work to resolve conflicts between flatmates or floormates living in our halls.
If you have questions about these processes, contact the Residence Life Team at reslife@port.ac.uk.
Issues of conduct in halls
What counts as a breach of Halls Regulations?
A breach means breaking the rules set out in your Halls of Residence Handbook.
This might include behaviour that affects:
Health and safety (e.g. smoking in halls)
Security (e.g. letting unauthorised people into the building)
Others' living experience (e.g. persistent noise disturbance)
How to report an issue
If you are experiencing problems or witness concerning behaviour, you can:
Email the Residence Life Team: reslife@port.ac.uk
Speak to halls reception or security - they'll pass it on to the right team
Call Security out of hours: 023 9284 3333
It is important that you report any incidents as they occur. This is to ensure that there is evidence to support any future investigation which may occur.
What happens after an issue is reported?
- After you report something, the Residence Life or Residential Services team will contact you to discuss support options and may ask for a statement about what happened.
- We aim to resolve issues within 10 working days.
- The reported student(s) will be invited to a meeting to discuss the allegation.
- The reported student will be told about the complaint beforehand so they can prepare. Additionally, they will receive a copy of any evidence we have received.
- We look at all the evidence and decide on the "balance of probabilities" (what's most likely to have happened).
- If needed, we will put precautionary measures in place to protect those involved.
Possible outcomes
If we find a breach has occurred, the student(s) may receive:
Level 1 - Informal Warning
For first-time, low-level breaches
Educational approach to prevent future issues
Level 2 - Formal Warning
For repeat breaches or when there have been multiple complaints
More serious than Level 1
Level 3 - Final Warning
For serious breaches that put others at risk
May result in referral to the Student Conduct Policy
Could lead to a Notice to Quit
Depending on the situation, we might also agree on actions like:
- Educational workshops
- Apologies where appropriate
- Payment for any damage caused
- Moving to different accommodation
- Connecting with support services
- Confidentiality: We only share information with people who need to know.
- Recording: You can't record meetings without everyone's permission.
- Timescales: We aim to meet all deadlines but will communicate if delays occur.
- Support: You can bring someone to support you at meetings (they can't answer questions for you).
Your rights and support
- Confidential handling of information.
- Reasonable adjustments if needed.
- Support from various services.
- Confidential support and advice.
- Updates on the process.
- Right to withdraw your complaint (though we may still need to act if there are serious safety concerns).
- Fair treatment and respect throughout.
- Clear information about the process and allegations.
- Right to respond fully to any allegations.
- Support services to help you through the process.
- Right to bring a supporter to meetings (friend, family member, or UPSU representative).
If you've been found in breach of regulations, you can appeal within 10 working days if:
- There was a procedural error.
- You have new evidence that wasn't available before.
- The decision was unreasonable or the warning was too harsh.
- Safety first - protecting everyone in halls.
- Support - helping all students involved.
- Fairness - treating everyone with dignity and respect.
- Confidentiality - sharing information only with those who need to know.
- Education - helping prevent future issues through learning.
Flatmate disputes
Our aim is to facilitate difficult conversations in a safe environment where an impartial staff member would act as a mediator to assist residents in listening to one another and ensure they feel empowered to improve their living environment.
Issues which may benefit from mediation include:
- Kitchen cleanliness or hygiene
- Noise complaints and concerns
- Frequency of guests
- Use of personal belongings
It is important to note that mediation is an informal resolution route/process and should not replace the Breach of Halls Regulations Procedure.
This is followed when a student’s actions or behaviour breaks the terms and conditions of living in University owned halls, as set out in the Halls of Residence Handbook.
What is mediation?
Mediation is defined as the process of talking to two separate people or groups involved in a disagreement to try to help them to agree or find a solution to their problems.
Key principles of mediation include:
- Addressing differences and communicating collaboratively
- Confidentiality
- Voluntary participation for all those involved
- Impartiality by the mediator facilitating
Self-determination is a key element involved in mediation. All participants have an opportunity to express how they feel about the conflict and are invited to listen and to understand the different aspects of the disagreement and suggest options for a resolution.
Participants are the decision makers in mediation. Our Advisers will not be able to resolve the problems for residents. Instead our team can help students to identify and discuss the issues that need resolving, explore possible ways to move forward and help participants reach a decision that feels fair to all parties involved.
Benefits of mediation
There are many benefits to mediation to resolve disputes, conflicts and complaints. The aim of the Adviser mediating is to ensure a balanced, impartial and fair process, where everyone feels heard. The Adviser will not take sides or make judgements.
Building dialogue
Mediation allows residents the opportunity to openly communicate their concerns with one another in a safe environment. This can lead to a change in perspective or a better understanding of one another.
Informal process
It is an informal process which can be used prior to making a formal complaint regarding another students, or seeking alternative resolutions with the help from our team.
Reducing stress and anxiety
Through early intervention students can seek support in resolving conflicts which can greatly reduce their feelings of stress and anxiety, often brought on by disputes. Our team can also signpost to other services which can help in managing stress and anxiety.
How the mediation process works
If a student would like to request mediation, they can contact the Residence Life Team via our email address reslife@port.ac.uk, or telephone Res Life on 023 9284 4500.
Alternatively, an Adviser may recommend mediation as an option when supporting a student.
Following receipt of a request, or after a recommendation, an Adviser will contact the individual/s to arrange a meeting/conversation to discuss the issues/dispute.
The Adviser can discuss the options available to the student(s) and agree a plan going forward to help resolve any dispute.
Where a joint mediation is not appropriate, an Adviser will discuss alternative solutions with the student(s).
If mediation is agreed by both student and Adviser to be suitable, an Adviser will then communicate to the other parties (flatmates/floormates) via email.
This email will include a proposed meeting date, time, location and agenda suggestions. Each party invited will have the opportunity to respond and provide further agenda suggestions.
Each party will have the opportunity to speak up and voice their opinions or concerns regarding any issues raised. Please remember the aim is to provide students a safe environment to express themselves and find a collaborative solution.
The Adviser leading the meeting will be able to provide additional resources to support any supportive actions. The agenda suggestions previously provided by students will inform which resources may be appropriate.
The meeting will allow for students to agree outcomes and actions, with support from a mediator.
During the meeting, a member of the Res Life team will be recording the meeting. This is to ensure that all agreed outcomes can be shared following the meetings conclusion to support a successful, long-term outcome.
The agreed outcomes and actions will be written up by an Adviser and shared with all parties. This will include a summary of the meeting, any agreed actions and further guidance or support where applicable.
An Adviser may agree to check in with all parties after two weeks to monitor whether or not this mediation was successful or if further support is needed.
- Further meetings can be arranged if there is more to resolve between the residents and the initial meeting has been successful and amicable.
- All mediation meetings will be recorded by the Res Life team.
- If mediation is unsuitable, alternative solutions can be explored. Please discuss this with a member of our team.
- Mediation meetings can be held in a flat or floor kitchen in halls, or a neutral space away from halls of residence.
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University of Portsmouth students also have access to Sort It Out, a fully trained student-led confidential mediation service in partnership with Portsmouth Mediation Service. Our residents may prefer to use a peer-led restorative service that is independent and separate from the University.