RCSD policies and procedures

How we make our decisions and conduct our services

On this page, we list the policies and procedures that are specific to the Residential and Catering Services Division. 

Procedure review 2018

We're currently reviewing our policies and procedures. The files listed on this page will be replaced by a newly structured set of documents by the end of 2018.

How to access the policies and procedures
You can view an index of our policies and procedures below. The actual files are stored on our sharepoint site. They are accessible on request. To request access, please contact residences.admin@lse.ac.uk.

Our policies and procedures help us to:

  1. Provide management control and information
  2. Improve the provision of training within the division
  3. Ensure that policies and procedures are up to date and consistent
  4. Meet requirements for audit compliance
  5. Improve reporting

Facilities procedures

These files are currently under review. The archived versions are stored in sharepoint. To request access, contact residences.admin@lse.ac.uk.

FM01 PAT Testing [PDF]

Residential services office procedures

These files are currently under review. The archived versions are stored in sharepoint. To request access, contact residences.admin@lse.ac.uk.

AO001 Rota and out of hours cover [PDF]
AO002 Recruitment of temporary assistants [PDF]
AO003 Staff induction [PDF]
AO004 Emails and telephones [PDF]
AO101 Application for term time accommodation [PDF]
AO102 Eligibility (to apply and receive an offer of student accommodation) [PDF]
AO103 Offers [PDF]
AO104 Acceptances [PDF]
AO105 Deposits [PDF]
AO106 Disability and well being office priorities [PDF]
AO106 Process up to AO handoff - appendix [PDF]
AO107 Academic and other priorities [PDF]
AO108 Returning students [PDF]
AO109 Preallocation [PDF]
AO110 Early arrivals [PDF]
AO111 Cancellations [PDF]
AO112 No shows [PDF]
AO113 Room swaps between residences [PDF]
AO114 Early leavers [PDF]
AO115 Term time waiting list [PDF]
AO118 Nominations [PDF]
AO119 Lottery process [PDF]
AO120 Deposit waivers [PDF]
AO121 Change of circumstances [PDF]
AO122 List of residents to wardens [PDF]
AO123 A-Level Results [PDF]

Also see: LSE Accommodation policy

Financial controls procedures

These files are currently under review. The archived versions are stored in sharepoint. To request access, contact residences.admin@lse.ac.uk.

Financial Controls Staff Nomenclature [PDF]
Financial Controls Internal References [PDF]
F1 Cashiering and Daily Banking [PDF]
F2 Credit Card Payment Controls [PDF]
Sample Credit Card Device Log [xls]
F3 Payments Direct To Bank Account (BACS) [PDF]
F4 Internal Services Request for Payment [PDF]
F5 Minor Cash Stream Control Procedures [PDF]
F6 Hall Bar and Catering Financial Controls [PDF]
F7 Customer Refund Controls [PDF]
F8 Debt Collection Procedure [PDF]
F9 Vacation and Conference Income Controls [PDF]
F10 Night Audit End of Day Control Procedures [PDF]
F11 VAT Output [PDF]
F12 Administration of Student Deposits [PDF]
F13 Administration of Hall Committee Subscriptions [PDF]
F14 Administration of Communal Damages Control [PDF]
F15 Change Floats Control [PDF]
F16 Petty Cash Controls [PDF]
F17 Expenses Claim Control [PDF]
F18 Purchasing Card Controls [PDF]
F19 Purchasing Control Procedures [PDF]
F20 Processsing Purchase Invoicing for Payment [PDF]
F21 General Ledger Coding [PDF]F22 VAT Input [PDF]
F23 Budget Preparation [PDF]
F24 Monitoring of Budgets and Analysis of Variances [PDF]
F25 Payroll Administration Costs [PDF]
F26 Reporting and Payroll Costs [PDF]
F27 Year End Documentation Procedures [PDF]
F27 Year End Documentation
Appendix 1 Sample Halls Year End Plan 2012-13 [PDF]
F28 Financial Records Retention [PDF]
F30 Administration of Student Accommodation Agreements [PDF]
F31 Staff Recruitment [PDF]
F32 New Starter Administration for PTC Contracts [PDF]
F33 Administration of ILL Health Absence Records [PDF]
F34 Administration of Annual Leave [PDF]
F35 Administration of Timekeeping Records [PDF]
F36 Human Resources Files [PDF]
F37 Staff Leavers Administration [PDF]
F38 Early Departure Refund (Student Request) [PDF]
F39 Early Departure Refund (Hall Request) [PDF]
Early Departure online form [html]
F40 Webpay On Line Reconcilliation [PDF]
F41 LTM Project ID Numbers in Aptos [PDF]
F42 Flexing the Halls Budget [PDF]
Budget Virement Form [PDF]
F44 Deposit Refunds to Halls - Opera [PDF]
F44 Appendix 1 Worldpay Refund Form [MS Word]
F44 Appendix 2 Travelex Refund Form [MS Word]
F45 Transfer of Payments Posted to Student School Fees Account in OPERA [PDF]
F48 Residences Rate Setting [PDF]
F49 Hall Society Finance [PDF]
F51 Hospitality and Gift Register [PDF]
F51 Hopsitality and Gift Register Form Appendix 1 [PDF]
F52 Routine Monitoring of Opera Reports [PDF]

Front of house procedures

These files are currently under review. The archived versions are stored in sharepoint. To request access, contact residences.admin@lse.ac.uk.

FOH1 Student Allocations and Bookings [PDF]
FOH2 Student Bookings (During Academic Year) [PDF]FOH3 Student Arrival [PDF]FOH4 Student Non Arrivals [PDF]
FOH5 Opera Term to Term [PDF]
FOH7 Student Departure [PDF]
FOH8 Commercial Booking [PDF]
FOH9 Commercial Cancellations and Modifications [PDF]
FOH10 Commercial Arrivals [PDF]
FOH11 Commercial Arrivals (Out of Office Hours) [PDF]
FOH12 Commercial Non Arrivals [PDF]
FOH13 Commercial Room Assignment [PDF]FOH14 Commercial Departures [PDF]
FOH16 Commercial Group Bookings [PDF]
FOH17 Commercial Group Arrivals [PDF]
FOH18 Top Floor- Management of Availability [PDF]
FOH19 Staff Accommodation/TopFloor Booking [PDF]
FOH20 Housekeeping [PDF]
FOH21 Top Floor - Arrival [PDF]
FOH22 Top Floor - Departure [PDF]
FOH23 Inventory [PDF]
FOH24 Student Room Checks [PDF]
FOH25 Student Residence Swaps [PDF]
FOH26 Student Room Swap/Move [PDF]
FOH27 Fridges [PDF]
FOH30 Common Damages [PDF]
FOH31 Equipping Kitchens [PDF]
FOH32 Lets Room Move [PDF]
FOH33 Extra Beds [PDF]
FOH34 Lets Messages and Wake Up Calls [PDF]
FOH35 Catering Numbers [PDF]
FOH36 Evening/Morning Handover and Handback [PDF]
FOH37 Out of Hour Call Outs [PDF]
FOH38 Issuing Keys/Cards [PDF]
FOH39 Parking/Cycle Parking [PDF]
FOH40 Maintenance Reporting [PDF]
FOH41 Staff Inductions [PDF]
FOH42 Post (Lets/Students) [PDF]
FOH43 Front Desk Reports [PDF]
FOH44 Lost Property [PDF]
FOH45 Building Cover [PDF]
FOH46 Recording of Complaints in Residences [PDF]
FOH46 Appendix A Staff Responsibilities for Coordinating Complaints [PDF]
FOH46 Appendix B Example of Template for Recording Local Complaints [PDF]
FOH46 Appendix C Example of Template for forwarding Complaints to Residential Life Officer [PDF]
FOH46 Appendix D Example of Template for Submitting Returns to RMT on Monthly Basis [PDF]
FOH47 Document Retention [PDF]
FOH50 Sustainability [PDF]
FOH51 Student Vacation Availability [PDF]
FOH52 Student Vacation Bookings [PDF]
FOH53 Student Vacation Cancellations/Modifications [PDF]
FOH54 Student Vacation Room Moves [PDF]
FOH55 Student Vacation Check Out Day 'Arrivals' [PDF]
FOH56 Student Vacation Early Arrivals [PDF]
Terms and Conditions Early Arrival & Transit Students 2015_16 [PDF]
FOH58 Summer Student Vacation Booking Procedures [PDF]
FOH60 Summer Student Vacation Modifications Procedures [PDF]
FOH62 Conferences [PDF]
FOH63 Front of House Manager UUK Code Procedure [PDF]
FOH64 Visitors and Contractors Signing In Procedure [PDF]

Residential Life procedures

These files are currently under review. The archived versions are stored in sharepoint. To request access, contact residences.admin@lse.ac.uk.

RL015 End of Service Occupancy Agreement [PDF]
RL016 Start of Service Occupancy Agreement [PDF]
RL022 Additional support needs - DWS, PEEPS, ISSA [PDF]
RL025 Accommodation appeals procedure [PDF]

Summer school procedures

These files are currently under review. The archived versions are stored in sharepoint. To request access, contact residences.admin@lse.ac.uk.

SS001 Making a Summer School booking [PDF]
SS002 Booking extra nights [PDF]
SS003 Group bookings [PDF]
SS004 Reports setup [PDF]
SS005 Booking Confirmation Setup [PDF]

System support procedures

These files are currently under review. The archived versions are stored in sharepoint. To request access, contact residences.admin@lse.ac.uk.

S1 System Support Details [PDF]
S2 Micros Support Details [PDF]
S3 Residences Staff Opera Training [PDF]
S4 Emergency Procedures [PDF]
S5 Access Rights [PDF]
S7 Opera Hallpad Student Rate Setup [PDF]
S7 Process Drawing [PDF]

Micros Fidelio Support Escalation Path [PDF]
Request for new user form [Word file]
Request for change to access rights form [Word file]
Request for termination of user account form [Word file]
SYS 4 Request for change to room type or rate code in Opera and Hallpad [Excel file]