1.Introduction & Application of these Terms

1. These Rules and Regulations ("these Terms") apply to all students and other persons residing at Sambridge Hostel, and to their visitors while on the Hostel premises.
2. Applicants must carefully read these Terms in full before making any payment. Breach of any of these Terms will be dealt with in accordance with Section 32. Persons who consider themselves unable or unwilling to observe these Terms should not apply for residence.
3. Residents shall conduct themselves in a quiet and orderly manner, shall pursue their studies with diligence, and shall observe the statutes, regulations and by-laws made for the good governance of the University of Cape Coast and of Sambridge Hostel.
4. Any resident who fails to observe these Terms, or who is guilty of any conduct subversive of discipline or good order, or tending to bring discredit upon the Hostel or the University, may be sanctioned by a fine, rustication for a limited period, or outright dismissal from the Hostel, without prejudice to any other remedy available to the Hostel.
5. Ignorance of these Terms, or of any notice issued by the Hostel, shall not be accepted as an excuse for any breach. Every resident is required to retain access to a copy of these Terms for reference.
6. The operation of these Terms is without prejudice to the application of the general laws of the Republic of Ghana, which apply to all persons within the Hostel and the University.

2.Conditions for Bed Space & Fees

1. Fees paid are strictly non-refundable, save only as expressly provided in sub-clauses (c) and (d) below.
2. A resident seeking replacement of his or her bed space must obtain the prior approval of Hostel Management.
3. Should it become necessary to resell an allocated bed space on behalf of a resident, the Hostel will refund only 75% of the resale amount (and not the original sum paid), and only after the resident has formally applied for the refund.
4. If the Hostel is unable to resell the bed space before the semester ends, no refund whatsoever shall be payable.
5. A resident whose residential status is revoked on grounds of indiscipline shall not be entitled to any refund.
6. A resident who voluntarily vacates his or her room during the semester shall not be entitled to any refund.
7. Service Charge: The residential hostel fees cover accommodation only. In addition, residents are required to pay a Service Charge of GHS 150 (which shall increase to GHS 300 effective from the 2026/2027 academic year). This Service Charge covers administration and application processing and is strictly non-refundable once the resident commences tenancy at the Hostel.
8. Following the abolition of the Breakages and Damages fee, residents shall pay the cost of any maintenance or repair work carried out on their behalf or necessitated by their conduct.
9. Residents who fail to report damage in their rooms shall be sanctioned where such failure is detected.

3.Payment of Hostel Fees

1. Payment of Hostel fees may be made to the following accounts:

   Sambridge Hostel Bank Account Details
   Account Name	Sambridge Hostel
   Bank	Account Number	Branch
   GCB Bank	3021180003938	UCC, Cape Coast Branch
   ADB Bank	3031010162911501	UCC, Cape Coast Branch
   Prudential Bank	0204004700012	UCC, Cape Coast Branch

   A copy of the payment slip must be attached to the application forms (new residents) and submitted to the accounts office for processing.
2. As far as possible, residents must pay their residential fees in full for the academic year.
3. Only persons who have applied to Sambridge Hostel in accordance with these Terms and the by-laws of the Hostel will be admitted.

4.Residential Policy

1. Sambridge Hostel does not operate either the "IN-OUT-OUT-IN" or the "IN-OUT-OUT-OUT" policy of the University.
2. Residents admitted into the Hostel are required to be in residence for the whole of the academic year, i.e. the first and second semesters.
3. Under no circumstances shall a resident sell or transfer a bed allocated to him or her.
4. Residential fees for the year shall be paid into the Sambridge Hostel account in advance. These fees cover accommodation only. Any further charges covering other facilities shall be determined by the Board of Directors.

5.Room / Bed Allocation Policy

1. Bed space allocation is not made on a first-come, first-served basis. As far as possible, students at an advanced level shall occupy the lower beds; where a mature student is allocated a room, he or she shall be given the lower bed.
2. Residents already in residence shall have the right to their bed space in their original rooms if they so desire.
3. Residents with a genuine medical condition, certified by the University Hospital Medical Director, shall be given preference in the allocation of bed space.
4. The General Manager reserves the right to relocate a resident from one room to another where he deems it necessary.
5. The Hostel reserves the right to conduct unannounced periodic inspections of rooms and premises for health and safety purposes. Residents who obstruct such inspections shall be liable to disciplinary action.

6.Administration of the Hostel

1. The Board. The Hostel shall be administered by a Board of Directors.
2. The Board shall have all powers necessary for the proper and efficient organisation, coordination, management and implementation of the Hostel.
3. In exercising its powers, the Board may delegate any of them to the administrative staff for specific purposes.
4. Notwithstanding any delegation, the Board shall retain final authority in all matters.
5. The Board shall formulate policies in line with the applicable University statutes and the rules and regulations of the University in the administration of the Hostel.

7.The Executive Director

1. The Executive Director is the executive head of the Hostel and is principally responsible for implementing the policies of the Board.
2. The Executive Director has authority in relation to the general administration of the Hostel.

8.The General Manager

1. The General Manager is responsible for all matters pertaining to residents, including registration, and deals with all matters concerning the welfare of residents in the Hostel.
2. The General Manager also ensures that proper care is taken of the Hostel's facilities.

9.The Accounts Officer

1. The Accounts Officer is in charge of the financial affairs of the Hostel.
2. He or she ensures that proper records of account are kept.

10.The Operations Manager, Secretary, Administrative Assistant, Sanitation Officer, Matron & Chief Driver

These officers assist the Executive Director and the General Manager in the discharge of their duties.

11.Porters / Security Officers

1. The Operations Manager is in charge of security.
2. He is assisted by the Head of Security, who is in charge of the front-desk security officers (Porters) and other security officers. Officers are on duty on a shift basis. Porters attend to incoming mail and enquiries, hold the keys to rooms, and act as both welfare and security officers.
3. Porters are authorised to administer these Terms and to contact the Hostel Manager or any member of the administrative staff where any situation cannot be handled in their absence.
4. The security officers work together with other Hostel officers to maintain peace and harmony. The Head of Security reports to the Operations Manager.
5. The officers and staff of Sambridge Hostel have a responsibility to ensure discipline in the Hostel. It is an offence to disobey these officers in the discharge of their duties.

12.Admission and Residence

1. Persons who are indebted to the Hostel, or who have not paid the appropriate residence fees in advance, will not be allowed into the Hostel, or if already in residence may be required to leave.
2. On going out of residence during vacation, residents must hand in their room keys to the Porters on duty and sign the key book. Failure to hand in keys constitutes a major breach of these Terms and will attract severe punitive sanction.
3. Residents are required to remove all personal property from their rooms before embarking on vacation. The Hostel accepts no responsibility for property left in residents' rooms.
4. During the Easter break or other inter-semester breaks, residents may leave personal property, at their own risk, in the box rooms provided for that purpose.
5. During the long vacation, the Hostel will only accept luggage for storage in the box room from residents who have paid a deposit for the next academic year.

13.Vacation

Residents shall vacate their rooms in accordance with the University's academic calendar.

14.Facilities in the Hostel

• Lounge
• Wireless Internet
• CCTV Cameras
• Electric Fencing
• 24-Hour Security
• Solar-supported lighting and Wi-Fi in common areas (see Section 29)

15.Visitors to the Hostel

1. Guests are permitted from 9:00 am until 9:00 pm.
2. All visitors must first call at the Porters' Lodge and sign the visitors' book. It is in the interest of residents that their guests register with the Porter on duty on entering the Hostel. Visitors found not to have signed the visitors' book will be treated as having entered the Hostel without authorisation.
3. All occupants of a room must give their consent before a guest may be entertained in that room.
4. Males are not permitted to visit the female floors before 7:00 am.
5. The Head Porter or any of his staff is authorised to:
   1. refuse admission to visitors outside the permitted hours;
   2. demand the names of visitors outside the permitted hours;
   3. ask any visitor who is rude or creates a disturbance to leave the Hostel; and
   4. ask any visitor who has stayed beyond the permitted hour to leave.

16.Perching

1. Residents are not permitted to accommodate guests in their rooms beyond visiting hours. It contravenes both University and Hostel regulations to extend personal accommodation facilities to guests.
2. Perching is strictly prohibited. Any room found hosting a percher shall have all room members sanctioned accordingly — collective responsibility shall apply.
3. Very severe sanctions are invoked for breach of this Section. In exceptional cases, a resident who urgently requires accommodation for a guest may apply to the General Manager, who will advise whether a room is available for the guest.

17.Rooms

All residents should expect to share rooms with other residents. Where possible, a resident's preference as to room partner will be taken into consideration. Rooms are equipped with basic furniture only; residents must provide their own bed sheets, blankets, pillowcases, curtains, towels, buckets and toiletries. Under no circumstances may residents sleep on bare mattresses belonging to the Hostel.

1. No resident has a prescriptive right to any particular room in the Hostel.
2. Residents are responsible for cleaning their own rooms and must maintain a reasonable standard of tidiness. The housekeeping team will visit each room weekly to clean toilets and kitchens. If a room or any part of it is found to be very untidy, the housekeepers will clean it and charge the occupants a fee of not less than GHS 15.00.
3. In the bathrooms, residents are asked not to use the local "wood wool" sponge, as it tends to block the drainage; suitable substitutes are loofah, rubber, foam or net sponges.
4. Residents must not knock nails into walls or woodwork, or use starch/glue to paste timetables, posters, wallpaper etc. on walls or furniture, as this defaces the walls. The use of candle smoke to make decorations on the ceiling/POP is strictly prohibited.
5. Washing of plates, utensils and clothes on the corridors of the Hostel is prohibited; residents should do their washing in the pantries or bathrooms as appropriate.
6. Residents who brush their teeth on the balcony, corridors or verandas, throw water over the balcony to the ground, or litter the surroundings indiscriminately with garbage, are liable to disciplinary action.
7. It is prohibited for residents to duplicate room or wardrobe keys. Residents who lose keys must report to the Hostel Manager for immediate replacement.
8. Residents must clean their rooms regularly. Under no circumstances should residents sweep dirt from their rooms into the corridors of the Hostel.
9. Residents must not drop refuse in the corridors, washrooms or staircase areas, but must use the bins provided in the rooms and toilets. Residents are responsible for emptying their bins into the external waste disposal. Any resident found fly-tipping will be penalised.
10. Residents are not permitted to paint or decorate their rooms, or change locks, without authorisation. Any such act shall render the resident liable to disciplinary action, and he or she shall be charged for repainting the room.

18.Wardrobes

1. Residents are responsible for their wardrobes.
2. Do not hang clothes on the wardrobe doors.
3. Heavy items or suitcases must not be stored in the wardrobe.
4. Residents must not fix or nail anything to the wardrobe.

19.Balcony

Study tables and chairs are not to be left on the balcony. The occupants of the room will be charged unless the individual responsible is identified.

20.Washrooms

1. Flush the W/C after use.
2. Do not put food particles in the wash-hand basin; it blocks it.
3. Do not wash clothes on the balconies or in the rooms.
4. Do not squat on the W/C when using it.
5. Do not use any paper other than tissue paper when attending to nature's call.

21.Security of Property

1. Access to the Hostel. Residents may enter and leave the Hostel by the Porters' Lodge and by the main gates only.
2. Hostel gates. The gates of the Hostel and all entry points, including the entry point at the Porters' Lodge, will be partially closed at 12:00 midnight.
3. Notices. Notices and advertisements may be displayed only on the notice boards, and only with the prior approval of the Hostel management team.
4. Trading in rooms. It is strictly forbidden for residents to allow traders into the Hostel or their rooms. Collective responsibility shall apply and all room members shall be sanctioned.
5. Furniture. Moving furniture or other Hostel items out of a room without permission is strictly prohibited.
6. Residents are advised, when leaving their rooms, to ensure that doors are locked and windows securely fastened — including when away for short periods — to ensure the safety of their personal property.
7. As far as possible, the Hostel will provide personal door keys to each occupant of a room.
8. Residents who misplace their wardrobe or door keys will be required to pay for replacement of the entire lock, for security reasons.
9. When leaving the Hostel, residents sharing a common room door key should deposit the key at the Porters' Lodge, so that Porters know whether a resident is in.
10. Each resident has one lockable drawer or wardrobe. Residents are advised to use the facilities provided by banks on campus for keeping large sums of money.
11. The Hostel bears no responsibility for theft from residents' rooms.
12. Residents should report the movement of suspicious-looking persons in the Hostel to the Porters on duty immediately.

22.Water

1. Residents must ensure that taps are always closed after use and must avoid wastage of water.
2. Residents should be mindful of their water usage at all times.

23.Cooking & Usage of the Kitchenette

1. Cooking is forbidden in residents' rooms and on verandas. The kitchenette provided shall be used for all cooking.
2. Management reserves the right to charge the tenants of a room for housekeepers to tidy a kitchen that is repeatedly found untidy on weekly inspections.
3. Food particles must not be poured into the kitchen sinks.
4. Management shall provide a 14 kg gas cylinder where necessary; however, residents are responsible for refilling the gas. Where gas provided by Management for a common-area kitchenette runs out, residents shall contribute and refill the cylinders themselves.
5. To prevent injury to persons and damage to property through fire, the following rules must be strictly observed:
   • Residents must remain at the kitchenette until cooking or heating is completely finished; this prevents food burning and contamination by others.
   • All Porters are authorised to turn off the burner in any kitchenette where food is found cooking unattended.
   • Combustible or highly inflammable materials must not be placed close to burners.
   • Gas leakage must be promptly reported to the Porter on duty.
   • Blenders and similar devices must be switched off and unplugged after use.
   • Burners must be switched off immediately after use.
6. Ensure that cooking does not spill onto the burners and keep the kitchen worktop dry at all times.
7. Every resident must tidy the kitchenette after use.
8. The Porter or cleaner has the right to dispose of any dirty or unkempt saucepan, bowl, cup or other item left in the kitchenette.

24.Smoking

25.Noise in the Hostel

1. Noise from musical instruments, radios, religious activity, human voices etc. must be controlled at all times so that it does not constitute a nuisance to other members of the Hostel.
2. Any resident making undue noise within the Hostel renders himself or herself liable to disciplinary action.
3. Residents disturbed by intolerable noise may report to the Porter on duty, who will warn the offending resident. If the offender fails to comply, the Porter will make a formal report in the Occurrence Book for appropriate action to be taken.
4. Residents wishing to organise any public function within or outside the Hostel shall obtain written permission from the General Manager not less than 72 hours before the function.
5. A refundable deposit of GHS 150.00 (subject to periodic review) shall be paid to the Accounts Officer before permission is granted for any such event.
6. The resident or group shall forfeit the deposit if they fail to abide by these Terms in the course of their programme, or fail to tidy the venue after the event.

26.Other Disciplinary Matters

1. The cultivation, possession, use or peddling of narcotic drugs and herbs on campus is punishable under the regulations of the University and the laws of the Republic of Ghana.
2. The Hostel regards wilful damage to Hostel property, and incitement of others with a view to such damage being caused, as a grievous offence.
3. Playing football, basketball or similar games in rooms or on corridors is strictly prohibited.
4. Residents who persistently fail to maintain personal hygiene (including failure to wash clothes and bed sheets), thereby causing discomfort to roommates, will not be tolerated. The residential status of the offending resident shall be revoked without any refund of residential fees.
5. Tampering with fire extinguishers, water pumps or electricity meters is regarded as a very serious offence. The residential status of the offending resident shall be revoked without any refund.

27.Electricity, Metering & Payment for Consumption

1. Each room is fitted with an individual prepaid electricity meter. The occupants of each room are jointly and solely responsible for purchasing electricity credit for, and paying for all electricity consumed in, their room throughout the period of residence. Electricity is not included in the residential fee.
2. Residents shall purchase electricity credit through the channels notified by Hostel Management from time to time. The Hostel shall not be liable for any interruption of supply arising from a room's failure to maintain sufficient credit.
3. The lighting and electrical systems in the rooms, and the meters, must not be tampered with, bypassed or interfered with in any way. All electrical faults must be reported to the Porter on duty immediately. Tampering with a meter is a dismissible offence under Section 26(e).
4. Residents must not use adaptors or plugs that do not fit or seat securely in the socket.
5. Sockets must not be overloaded.
6. Fans, sockets, appliances and lights must be switched off when leaving the room. This is both a safety requirement and in residents' own financial interest, since all consumption is charged to the room's meter.
7. Residents must not touch or interfere with anything in the electrical panels or distribution boards.
8. Residents are not permitted to use 15-amp plugs in the Hostel.

28.Electrical Appliances — Permitted Use with Caution

1. Residents may use electrical appliances in their rooms, including (without limitation) radios, electric irons, rice cookers, kettles, television sets, laptops, table-top fridges, microwaves and other domestic appliances, provided always that every appliance is used with reasonable care and in accordance with this Section.
2. High-consumption and heat-generating appliances (including, without limitation, hot plates, electric cookers, deep fryers, microwaves, kettles, irons and fridges) must be used with particular care, must be kept in good and safe working order, and must be regularly maintained and serviced by the resident, for the safety of the resident and of all other residents of the Hostel.
3. No appliance shall be left operating unattended. Heat-generating appliances must be switched off and, where practicable, unplugged immediately after use.
4. Residents must not use any appliance that is defective, damaged, has exposed or frayed wiring, or is otherwise unsafe. Any loss, damage or injury caused by a resident's appliance, or by a resident's failure to maintain an appliance, shall be the sole responsibility of that resident, who shall indemnify the Hostel in accordance with Section 33.
5. All residents must declare their electrical gadgets and apparatus at the Porters' reception before taking the items to their rooms.
6. Hostel Management reserves the right, on inspection, to require the immediate withdrawal, repair or removal from the premises of any appliance which, in Management's reasonable opinion, is unsafe, defective, poorly maintained or being used in a dangerous manner. Failure to comply is a Category "B" offence.
7. Only one television set is permitted per room, and all room members must consent before a television set is brought into the room.
8. Sound equipment remains subject at all times to Section 25 (Noise). Management reserves the right to confiscate any instrument used to play loud music.

29.Sustainable Energy & Solar Installation

1. In support of sustainable energy, the Hostel has installed solar panels on the premises. The solar installation powers the lights and Wi-Fi access points in the social and common areas of the Hostel, and supports lighting during power outages, whether by day or by night.
2. The availability of solar power is at all times subject to sufficient sunshine and prevailing weather conditions. The Hostel gives no warranty, and residents shall have no claim, in respect of the continuity, sufficiency or availability of solar-generated power at any given time.
3. The solar installation, inverters, batteries, cabling and associated equipment form part of the Hostel's infrastructure. Tampering or interference with any part of the installation is a serious offence and shall be treated in the same manner as tampering with meters under Section 26(e).
4. For the avoidance of doubt, the solar installation does not alter residents' obligation under Section 27 to pay for the metered electricity consumed in their rooms.

30.Washing & Drying of Clothes

Clothes may be washed only in the washrooms or other designated areas. It is forbidden to hang clothes on verandas, corridors or balconies, or to spread them in the Hostel yard, on paths or on fences. Clothes must be hung only on the drying lines provided in the drying area.

31.Use of Motor Vehicles

1. The Hostel accepts no responsibility for any stolen motor vehicle, or for any damage that may occur to a vehicle or its owner. The use and keeping of a vehicle at the Hostel is a privilege enjoyed at the sole risk of the owner.
2. The Hostel does not provide garages for residents' motor vehicles.

32.Offences & Sanctions

33.Liability, Indemnity & General Legal Provisions

1. Limitation of liability. To the fullest extent permitted by law, the Hostel, its directors, officers, employees and agents shall not be liable for any loss of, or damage to, residents' personal property (including money, electronics and vehicles), or for personal injury, arising otherwise than from the Hostel's own proven negligence.
2. Indemnity. Each resident shall indemnify and hold harmless the Hostel against all losses, damages, claims, costs and expenses arising from that resident's breach of these Terms, negligence, or misuse of the Hostel's premises, utilities or facilities, including damage caused by appliances owned or operated by the resident.
3. Force majeure. The Hostel shall not be in breach of these Terms, nor liable to any resident, for any failure or interruption of utilities or services (including electricity, water, internet or solar-generated power) arising from events beyond its reasonable control.
4. Data protection. Personal information provided by residents is collected and processed for the purposes of the administration of the Hostel and the safety of its residents, and is handled in accordance with the applicable data protection laws of Ghana. Any false declaration by a resident may result in dismissal from the Hostel and forfeiture of rent paid.
5. Variation. The Hostel may amend these Terms from time to time. The current version published on this page, together with any notices duly issued by Hostel Management, shall constitute the Terms in force.
6. Severability. If any provision of these Terms is held invalid or unenforceable, the remaining provisions shall continue in full force and effect.
7. Entire agreement. These Terms, together with the resident's completed application/sign-up forms, constitute the entire agreement between the resident and the Hostel in respect of residence, and supersede all prior representations.
8. Governing law. These Terms shall be governed by and construed in accordance with the laws of the Republic of Ghana, and are without prejudice to the statutes and regulations of the University of Cape Coast.