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Lost or Left Property Policy
Lost or Left Property Policy
Purpose Statement
Our policy aims to provide a clear approach for handling any items that are lost or left behind at the end of your contract. It outlines how we will manage these belongings, particularly items of obvious value and any letters or parcels received after your departure. It details how we'll dispose of items whilst being mindful of our commitment to sustainability.
Applicability and Scope
This policy applies to all items lost or left in University-owned accommodation, including bedrooms, communal areas, bike stores, and other shared areas or grounds. Items found outside of accommodation should be directed to the Estate Security Service for appropriate handling.
Our Responsibilities
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to record any items of lost or left property found in accommodation
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to refuse delivery, where possible, of all parcels delivered after your departure
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to mark any unclaimed letters as ‘return to sender’
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to safely store any items of obvious value in a secure storage area for 28 days
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to make every effort to return items of obvious value to their rightful owner
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to dispose of items responsibly, as outlined below
Your Responsibilities
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to remove all your personal belongings and rubbish from your accommodation, before returning your room keys to reception
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to collect any letters or parcels before your departure
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to take action to not have anything delivered to your accommodation after your departure
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to familiarise yourself with and adhere to this policy
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to seek clarification from a member of Accommodation Services Team, about any aspect of this policy as required
Claiming Your Property
If you believe you have lost or left an item in accommodation, contact your reception. We’ll ask you to give a ‘blind description’ of the item even if it was found in your bedroom. If we are satisfied that your description matches an item we are holding, we will show you the item. Once we have verified that it is your property, we will return this to you.
Unclaimed Property
The action that we’ll take to dispose of lost or left items varies by item.
Items of obvious value
Items of obvious value will be retained for 28 days, as we believe these items are likely to have been left unintentionally. After which, we will dispose of them as follows:
- Technology - will be disposed of via the University’s Waste Electrical and Electronic Equipment Scheme
- Identification documents - such as birth certificate, credit/debit cards will be shredded, and passport/visas/drivers licences will be subject to the advice of the issuing body
- Jewellery and watches - will be donated to local charities and a record of the donation kept
- Cash – will be donated to Student Hardship Fund
Minor Items
Any minor items lost or left in your accommodation will be disposed of immediately. Where possible, we will donate items to local charities or we’ll attempt to recycle them. Anything perishable will be disposed of.
Letters and Parcels
If we receive a letter addressed to you after you have left accommodation, we will mark this “returner to sender” via Royal Mail.
We may choose not to accept delivery of parcels addressed to you after you have left. If we do receive a parcel for you after you have moved out, our actions will depend on the contents of the parcel. We will immediately dispose of items that are obviously perishable or promotional. If the item is suitable for storing, we will email your university account to ask if you want us to keep the parcel or dispose of it. You have 28 days to respond. If you ask us to store the item, you will have 12 weeks from our first attempt at contact, to collect your item. If you do not reply within 28 days or do not collect the item within 12 weeks, we will open and dispose of it as we see fit, without liability to you.
We will not use suppliers’ formal returns processes or arrange onward delivery. If we cannot return to sender and you do not arrange collection, the item will be disposed of, without liability to you. You may still be liable to pay the supplier for items that we have disposed of under this policy.
When we contact you to arrange collection, we will give you a collection reference and notify you of our requirements in terms of providing proof of identity.
Parcels that are delivered to us that are not identifiable as belonging to our residents or past residents, and that can’t be returned to the courier who delivered it, will be disposed of without liability.
Definition
Certain words and phrases used in this policy have the meanings given to them here.
Items of obvious value: possessions that have significant monetary, personal, or legal importance. Examples include, but are not limited to, technology (laptops, mobile phones, and iPads), identification documents (passports, visas, birth certificates, credit/debit cards) or jewellery, watches and cash.
Minor items: possessions which do not fit the definition of ‘items of obvious value’,
Lost items: items that have been found in accommodation during your contracted period.
Left items: items that have been found in accommodation after your contracted period.
Room: the accommodation that we will make available for your exclusive use during the Tenancy Period.
Shared Area: the parts of the building that are for use by more than one occupier. Shared Areas within a flat are for the shared use of the people living in that flat. Shared areas outside a flat are for the shared use of the people living in the building.
We/us/our/ours: Newcastle University which is the landlord of the accommodation.
You/your/yours: the person who has agreed to take a tenancy in our accommodation.