Residence Contract - Standard Terms

Table Of Contents

1. Definitions

  1. Application means the on-line application for Residence available at: https://www.housing.uoguelph.ca/applyonline
  2. Charges means costs charged for additional services including but not limited to cleaning services or penalties arising from breaches of the Contract such as damages or fines;
  3. Check-in means the procedure by which the Resident is formally registered at the Residence and is provided with access to his or her assigned Residence room;
  4. Check-out Procedure means the procedures which must be followed by Residents vacating the residence and includes but is not limited to Key return, check-out form signed, room inspection completed and personal property removed;
  5. Check-out Time means the time by which the Resident must vacate the Residence and for the Fall and Winter semesters is within 24 hours of their last exam or by noon on the day after the conclusion of the exam period, whichever comes first. Exceptions normally apply for DVM or graduate students only. Check-out Time may be extended only with written consent of SHS but in any event no later than Residence Closing Day. Check-out Time for Summer semester is noon on the day after the last Summer semester final examination;
  6. Clusters means academic learning communities;
  7. Contract has the meaning found in Section 5;
  8. Fees means the cost for a Residence room and excludes Charges and costs for Residence meal plans;
  9. Hospitality Services means the department at the University which is responsible for food and beverage related services including Residence meal plans;
  10. Key means either keys or fobs used to access Residences or Residence rooms;
  11. LLC means Living Learning Centres and are Residences with programs and practices emphasizing a certain theme. The particular themes may change from time to time but currently include but are not limited to Arts House, Eco-House, International House or La Maison Française;
  12. New Applicants means applicants who have received an offer of academic admission from the University as a full-time student and are entering the first semester of their undergraduate academic degree program at the University;
  13. New Applicant Guarantee Deadline means the date by which SHS must receive the completed Application and the Deposit in order for New  Applicants to be guaranteed a space in Residence for Fall semester. The guarantee applies only to a Residence space and NOT to the applicant's preferred space. See Section 23 for Important Dates;
  14. Residence means any of the following: North, South or East residences, East Village Townhouses, such units of West Residence not designated as Family Housing, or University houses. This Contract does not include any units located at Wellington Woods or units at West Residence designated as Family Housing. Applicants interested in Family Housing should go to http://www.housing.uoguelph.ca/fh for information and application;
  15. Residence Closing Date means the date beyond which no Residents are permitted in Residence. See Section 23 for Important Dates;
  16. Residence Learning Communities refers generally to Clusters, LLC and TLC;
  17. Residence Opening Datemeans the date in each semester upon which the Residence is available for move-in by the Resident. See Section 23 for Important Dates;
  18. Resident means a student registered at the University who has been accepted into Residence;
  19. Returning Resident means a current Resident who is applying for Residence in the subsequent academic year;
  20. Returning Resident Application Date means the date identified in Section 23 by which a Returning Resident must submit the Resident application form in order to be included in the lottery process for available Residence rooms;
  21. Returning Resident Deposit Date means the date identified in Section 23 by which a Returning Residence must submit the Residence Deposit in order to confirm the residence assignment;
  22. SHS means Student Housing Services at the University. SHS is responsible for administration of and services under the Residence Contract;
  23. Telecommunication Services can include those services provided by the University for Residents' use depending on which Residence is occupied.  Such services may include internet services. Check information on specific residence for more information;
  24. TLC means Themed Learning Communities and are communities with a Residence with programs and practices emphasizing a certain theme. The particular themes may change from time to time but currently include but are not limited to Leadership Community and Healthy Living Community;
  25. University means the University of Guelph;
  26. University I.D. means the photo identification card issued to registered students of the University

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2. Eligilibility

 

  1. Applications for accommodation can be submitted by anyone who is either currently registered or has received an offer of admission to the University. Priority for admission to residence will be given to New Applicants and Returning Residents who are full-time students. Returning Residents are not eligible to apply if they have outstanding unpaid charges or are subject to an order barring them from Residence.
  2. Residents who cease to be registered students at the University are not eligible for Residence.

 

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3. Applications and Inquiries

 

  1. New Applicants should submit their Applications as soon as they receive an offer of academic admission from the University as a full-time student. Returning Residents should submit their Applications no later than the Returning Resident Application Date. Applicants should answer ALL questions on the Application. By submitting the Application, the applicants are agreeing to the terms and conditions of the Contract. If there are difficulties accessing the Application, contact Student Housing Services at 519 824-4120, Ext. 58701.
  2. Unless otherwise agreed with SHS, applicants must submit Applications electronically. Any inquiries concerning the application process may be directed to Residence Admissions at the following contact information:

Email: housing@uoguelph.ca 

Mailing address:

Student Housing Services

Maritime Hall, University of Guelph

50 Stone Road East

Guelph ON N1G 2W1

Telephone: 519 824-4120, Ext. 58701

Fax: 519 767-1670

Correspondence must include the University seven-digit student ID number.

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4. Deposits

Following submission of the Application, a Residence Deposit is required in the amount of five hundred dollars ($500.00 CDN) (“Deposit”).  SHS must receive the Deposit from New Applicants no later than 11:59 pm EDT on the New Applicant Guarantee Deadline. Applications and Deposits received after the New Applicant Guarantee Deadline will be assigned Residence rooms as available or placed on a waiting list. For Returning Residents, SHS must receive their Deposit no later than 4:30 pm EDT on the Returning Resident Deposit Deadline.

Deposits may be sent  by one of the following methods:

 

  1. Electronic Banking: This is the preferred method of payment and can be done on-line or by telephone with one of the following financial institutions: Bank of Montreal, CIBC, Royal Bank, TD Canada Trust, ScotiaBank, PC Financial or Credit Union Central of Ontario. The payee name is "University of Guelph - Residence Deposit" or "University of Guelph - Residence Dep." Please note that there are several University of Guelph payees.  Applicants MUST use the correct payee name and will need to provide their University ID number as the account number. Applicants should allow 48 - 72 hours for the deposit to be received by the University.
  2. Money Order, Bank Draft or Certified Cheque ("Bank Note"):  applicants may courier the Deposit by way of a currently dated Bank Note payable to the "University of Guelph" to:

     

    Residence Admissions

    Maritime Hall, University of Guelph

    50 Stone Road East

    Guelph, ON N1G 2W1

      The Bank Note must have the Applicant's name and University ID number on the front. If sending by courier, it is recommended that Purolator or Federal Express couriers be used. They deliver directly to SHS, several times a day. Materials sent by Canada Post or Priority Courier usually take longer to arrive, as neither deliver directly to the Residence Admissions Office. Within Ontario, please allow at least three working days for Purolator or Federal Express delivery, and at least seven working days if using Canada Post. Allow additional delivery time from outside of Ontario.

       

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    5. Residence Contract

    In order to be accepted into Residence, Applicants must enter into a Residence Contract (?Contract?). The Contract is comprised of three parts:

    These three documents collectively make up the terms and conditions of the Contract. Applicants should read all the terms and conditions before completing the Application. The University reserves the right to amend the terms and conditions of this Contract including Fees and deposits, upon reasonable notice.  

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    6. Term of Contract

    Subject to early termination as provided in these Standard Terms, the term of the Contract (“Term”) commences on the date that SHS receives the Residence Application and terminates at the Check-out Time of the Winter semester or for one semester contracts, the Check-out Time of that specific semester.

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    7. One Semester Contracts

    The University may, in its sole discretion, permit Contracts for one semester only in certain circumstances including but not limited to where:

    1. applicants were not in Residence in the preceding Fall semester but wish to apply for Residence for the Winter semester;
    2. applicants are registered in an academic program in which  the Winter semester takes place off-campus, (ie. University-operated study-abroad or exchange program, co-op program work-term) ;
    3. applicants expect to fulfill the requirements for graduation during the Fall semester, and have applied for Winter convocation.
    4. applicants wish to apply for Residence for the Summer semester only. Information on a Contract for the Summer semester is available at http://housing.uoguelph.ca/summerhostel

     

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    8. Preferences

     

     

     

    1. Applicants will have an opportunity to express their preferences regarding choice of Residence or room arrangements. Efforts will be made to match applicants according to their expressed preferences, but there is no guarantee that applicants will receive their preferences.
    2. Information regarding the services and options available in each of the Residences are available at: http://www.housing.uoguelph.ca/communitiesandbuildings.  Normally, preference regarding Residences and room types is given to New Applicants.  Exceptions to this are the East Village Townhouses, University Houses and West Residence, which are typically reserved for Returning Residents or mature, graduate or transfer students.
    3. Residence Learning Communities: Applicants with a preference for any of the Residence Learning Communities should consult with the website at: www.housing.uoguelph.ca/rlc for additional information and supplementary application form.  Applicants who are entering first-semester students applying for one of these options, should indicate this selection on the online application, complete any required supplementary application form and submit it along with the Application/Contract and deposit. Returning students must apply by the Returning Resident Application Deadline.
    4. Roommates: If two or more Applicants wish to share either a multi- resident room or suite style Residence (ie. townhouse, apartment) there is an opportunity to select a roommate preference(s) once the Application is submitted.  After the deadline date has passed, the student may enter the surname and University of Guelph ID number of his or her preferred roommate(s) through the MyHousing account. Roommates must have the same Residence preferences.
    5. Special Consideration: Applicants who wish to have their Residence or room preference considered in light of special circumstances including medical, religious or other grounds must submit the Special Consideration online form, which can be found at http://www.housing.uoguelph.ca/sc, together with all applicable supporting documentation. This documentation should be submitted by the New Applicant Guarantee Deadline or Returning Resident Application Deadline, as applicable.

     

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    9. Room Assignment

     

     

    1. Priority for room assignments is determined through a random lottery process  Assignments are not provided on a "first-come, first-serve" basis, and are made at the sole discretion of SHS based on a number of factors, including but not limited to, number of applicants, expressed Residence preferences and availability of room types.
    2. In some circumstances, Residents may be given a temporary room assignment pending final room assignment. Whenever possible, the Resident will be advised of this in advance. Relocations from temporary to final assignments are made as quickly as possible.
    3. Unless a Resident advises SHS to the contrary in writing, Residents who are assigned a roommate will have their name and “@uoguelph.ca” email shared with their assigned roommates prior to their arrival at the beginning of term.

     

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    10. Changes in Assignment

    1. Changes by SHS;

     

     

    1. SHS may, at its sole discretion, change a Residence or room assignment to better configure available space. For example, Residents in a multi-occupancy room with a vacant bed may be asked to consolidate to one complete room (double, triple, quad) with other Residents in a similar situation. Adjustments in fees will be made to reflect the new Residence or room assignment, as applicable.
    2. SHS may, at its sole discretion, change the Residence or room assignment of a Resident who is subject to disciplinary action or whose behaviour is deemed to threaten the health and safety of other Residents.

     

    1. Changes by Resident: 

     

     

    1. Once assigned, a Resident is not permitted to change his/her Residence or room assignment without prior written permission from SHS. If a Resident is dissatisfied with his/her Residence or room assignment, he or she may submit a Transfer Request Form from http://housing.uoguelph.ca/current-residents/room-transfer    requesting an alternative assignment or contact SHS at transfer@uoguelph.ca  from his or her "@uoguelph.ca" email account, and ask to be placed on a waiting list for his or her preferred space.
    2. If a new Residence or room assignment is approved, fees may be adjusted to reflect the new Residence or room assignment.

     

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    11. Meal Plans

    Residents living in the North or South residences are required to purchase a Residence meal plan for each of the Fall and Winter semesters from Hospitality Services. Meal plans are optional for students in other residences, and in South apartments, because full kitchen facilities are provided. Meal plans are not offered during the Summer Semester.

    For full information on the costs and rules applying to meal plans, please consult the Hospitality Services website at: http://www.hospitality.uoguelph.ca

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    12. Check-in

    Residents may complete Check-in on the applicable Residence Opening Date and no later than noon of the first day of classes as identified in the University’s academic calendar.  Failure to complete Check-in by the dates indicated above will be deemed to be a breach of the Contract and may be grounds for termination.

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    13. Room Inventory and Damages/Loss

     

     

     

     

    1. Residents are provided with a room inventory form at Check-in (“Room Inventory Form”). Residents must complete the Room Inventory Form carefully and return it to the assigned Residence Desk. The Room Inventory Form is used by SHS to check against loss or damage to Residence rooms or their contents.
    2. If a Resident fails to submit a Room Inventory Form, it shall be deemed an acknowledgment by the Resident that the Residence room and its contents were in satisfactory condition and repair on the date possession was given.
    3. Residents are responsible for any damage or losses to their Residence rooms and its contents. Residents who change their Residence or room assignment are responsible for loss or damage which apply to their dates of occupancy.
    4. Residents in apartment or townhouse-style accommodation are jointly and severally responsible, with the other Residents of the apartment or townhouse, for damage or losses to the shared areas of the apartment or townhouse.
    5. In some circumstances, all Residents in a Residence or section of a Residence may be accountable for damage through Community Billing (see the Residence Community Living Standards).

     

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    14. Safety and Security

     

     

    1. In order to assist with safety and security, Residents are required to have a current University I.D. card and to produce such I.D. and their Key when requested by any member of Student Housing Services or the Campus Community Police
    2. For the protection of their personal possessions, Residents are advised to lock their doors when leaving their room. Lost keys should be reported immediately to the Residence Desk. If a key is misplaced or lost, a temporary key will be issued for up to seven (7 ) days to give the Resident time to find the original. However, if after seven (7) days, the original key cannot be located, a permanent key will be provided or the lock changed and the expense charged to the Resident.
    3. While Residents have a reasonable right to privacy in their Residence rooms, SHS reserves the right to enter rooms and to take any and all steps necessary for the safety, security and well-being of others.

     

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    15. Payment of Fees and Charges

     

     

    1. Fees are normally established no later than the end of June, for the following academic year starting in the Fall semester. Fees must be paid prior to the beginning of each semester. Failure to pay fees prior to the appropriate semester may be grounds for termination of the Residence Contract.
    2. All Fees (excluding the Deposit) are paid through Student Financial Services at:  http://www.uoguelph.ca/registrar/studentfinance/. Residents with a two semester contract (Fall and Winter) will have the Deposit applied against the Winter Semester Fees. Residents with Winter semester contracts have the Deposit applied against that semester.
    3. Charges (as defined) are due at the end of the semester in which they are incurred and are paid through Student Financial Services at:  http://www.uoguelph.ca/registrar/studentfinance/. Failure to pay charges may result in academic sanction, as per University policy.

     

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    16. Fees and Charges

    1. FALL 2017 / WINTER 2018 Residence Payments

    Fees are established in the spring of each year through for the following academic year cycle.   The $500 deposit is applied to the Winter semester fees.  

     

    Room Type Campus Area

    Deposit

    (applied to winter semester fees)
    Fall Semester

    Winter Semester

    (amount owing after $500 deposit applied to fees)

    Total Residence Fee *
    Single Room North and South $500 $3553 $3053 $7106
    Single Room Johnston Hall $500 $3605 $3105 $7210
    Single Room  East Residence $500 $3711 $3211 $7422
    Single Room Lambton Suite (2 or 3 bdrm suite) $500 $3711 $3211 $7422
    Single Room University Houses $500 $3084 $2584 $6167
    Single Room West 3 bdrm Townhouse $500 $3447 $2947 $6894
    Single Room East Village 4-6 bdrm Townhouse $500 $3959 $3459 $7918
    Double Room North and South $500 $3041 $2541 $6092
    Double Room  Johnston Hall $500 $3081 $2581 $6163
    Double Room East Residence $500 $3294 $2794 $6588
    Triple Room North and South $500 $2820 $2320 $5640
    Quad Room North $500 $2703 $2203 $5406
    Quad Room South $500 $3011 $2511 $6022

     

    Other Rates:  In order to accommodate all residence applicants, on occasion, it may be necessary to assign applicants to a Temporary Expanded Space placement.  If this occurs, residents will be charged an Expanded Space rate of $2324 per semester, which is intended to recognize that a student assigned to Temporary Expanded Space will be required to move to a Permanent assignment after Check-in.  A Temporary Expanded Space rate will be charged on a pro-rated basis only for the days the student was assigned to the temporary location.  Standard Residence Rates will apply once the student has been re-assigned.

    Supplementary Residence Fees

    In addition to the above-noted Fees, the following additional charges will apply:

    1. Residence Laundry Card - A non-refundable $50 charge for a residence laundry card will be charged in the Fall semester. The card is pre-loaded with $50 value for residence laundry machines. West Residence and Graduate Houses are excluded.
    2. Residence Activity Fee for Interhall Council - $22.89 per semester (subject to change). Collected on behalf of the Residence student government to support hall council activities;
    3. Early Arrival/Late check-out - Residents who wish to arrive prior to Residence Opening Day or remain after their Check-out Time must obtain prior permission from SHS. An additional per diem charge will apply;
    4. Other Charges - Other charges may be applied for fines, damage repairs, improper check-out or room assignment changes, lost Keys, etc. Appeals of any such charges must be made, in writing, to the Associate Director, Facilities Services.  Information about the appeal process is available at:  housing.uoguelph.ca/appeals.

     

     

    1. SUMMER 2017 Semester

    Only the East Village Townhouses, University Houses, and West Residences operate during the Summer semester.  Termination of a Summer Contract after Check-in will result in a deposit forfeiture of $500.

    Room Type Campus Area
    Payment
    Total
    Single University Houses
    $1,800
    $1,800
    Single in 3-bdrm townhouse West Residence - 78 College Ave. W. * not available S14
    $2,000
    $2,000
    Single 1-bdrm apt West Residence - 78 College Ave. W.
    $2,300
    $2,300
    Single East Village Townhouses
    $2,000
    $2,000

    * Fees applicable only to those units not designated as Family Housing

    In addition to the above noted Fees, the following additional charges will apply:

     

    1. Early Arrival/Late check-out - Residents who wish to arrive prior to Residence Opening Day or remain after their Check-out Time must obtain prior permission from SHS. An additional per diem charge will apply;
    2. Other Charges - Other charges may be applied for fines, damage repairs, improper check-out or room assignment changes, lost Keys, etc. Appeals of any such charges must be made, in writing, to the Associate Director, Facilities Services.  Information about the appeal process is available at: housing.uoguelph.ca/appeals

     

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    17. Termination

     

     

     

     

    1. Termination by SHS:  The University reserves the right to terminate the Residence Contract without notice where there has been a material breach of the Residence Contract, in the University's sole discretion. Forfeiture of the Deposit will result. Additional Charges may apply. Fees will be refunded in accordance with Section 19 (Refunds).
    2. Termination by Resident:

       

      1. Subject to subsection ii. below, Residents may terminate the Residence Contract with written notice delivered either by fax to 519-767-1670 or by email from the Resident's '@uoguelph.ca' email account to housing@uoguelph.ca . Forfeiture of the Deposit will result and Fees will be refunded in accordance with Section 19 (Refunds).
      2. Residents with a two-semester Contract who are in the Fall semester and who are not returning for the Winter semester because they: 
        • will fulfill the requirements for graduation during the Fall semester, and have applied for Winter convocation;
        • are registered for a Winter semester study-abroad programs;
        • are participating in a Winter co-op work term;

            must provide notice of termination before the first Friday of November, in order to avoid forfeiture of their Deposit.  In the event the information provided with the notice of cancellation of the Winter semester contracts changes or is inaccurate, the $500 deposit forfeiture charge will be placed on the student account.

     

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    18. Vacating Residence

    1. Unless the Residence Contract is terminated earlier in accordance with this agreement, Residents are required to vacate Residence by the Check-out Time.
    2. Residents vacating Residence must complete the Check-out Procedure and leave their Residence room in a reasonable state of cleanliness. Failure to leave Residence rooms in a reasonable state of cleanliness may result in Charges for additional cleaning.

     

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    19. Refunds

    1. Any refunds are applied to the Resident's University student account.
    2. Deposit - If a Fall/Winter Contract is terminated by a Resident prior to July 16th for any reason, the amount of Deposit forfeited will be calculated in accordance with the table below. Subject to Section 17 (b) ii, termination after July 15th will result in forfeiture of the Deposit. Requests for exemption from the forfeiture regulations based on medical, psychological or compassionate grounds may be submitted with supporting documentation to the Deposit Appeals Committee of Student Housing Services by email to appeals@uoguelph.ca within 30 days of the date of termination.  
    3. Fees - There is no refund of Fees if Termination occurs on or after November 1 (for Fall semester) and March 1 (for Winter semester).  If the Contract is terminated early, a refund of Fees will be provided on a pro-rata basis from the date on which the Resident vacates the Residence in accordance with the Check-out Procedures.

    Deposit Forfeiture Schedule (for Fall/Winter Contract):

    Date that Notice is Received Amount of Deposit Forfeited
    Before April 1
    $100
    April 1 - July 15
    $250
    July 16 and after
    $500

     

     

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    20. Correspondence

     

    SHS communicates with Residents through their “@mail.uoguelph.ca” email account. The e-mail address that Applicants supply on the Application will be used until their “@mail.uoguelph.ca” email account is activated. It is a Resident’s responsibility to check his or her “@uoguelph.ca” email account regularly.

     

    SHS does not accept responsibility for late or non-delivery of correspondence caused by Canada Post Corporation, courier companies, the on-campus mail services, or the Internet / email systems.

     

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    21. General

     
    1. Subletting: Residents  are prohibited from subletting their Residence room;

    2. Survivorship: all clauses relating to damages, payments of Fees or Charges owing, survive the termination of this Contract;
    3. Force Majeure: SHS shall not be held responsible for damages caused by delay or failure to perform undertakings under the terms of this Contract when the delay or failure is due to fires, strikes, floods, strikes, lockouts, public health emergencies, quarantines, acts of God or public enemies, lawful acts of public authorities or delays or defaults caused by common carriers which cannot reasonably be foreseen or provided against.

     

     

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    22. Important Dates

     

    Thursday, June 1, 2017
    Application and deposit deadline for new first-year student applicants.

    July 15, 2017
    Residence cancellation deadline to be eligible for partial $250 deposit refund

    July 25, 2017

    Residence Assignments released.

    Saturday, September 2, 2017
    MOVE-IN DAY for new first year students.

    Sunday, September 3, 2017
    MOVE IN DAY for upper-year students.

    Friday, December 1,  2017
    Classes end for F17 semester.

    Friday, December 15, 2017
    Last exam date for F17 semester.

    Saturday, December 16, 2017 12:00 Noon
    Residences CLOSED for F17 semester.


    Saturday, January 6, 2018 8:00 am
    Residences OPEN for W18 semester

     

    Monday, February 19, 2018

    Reading Week begins.

     

    Friday, April 20, 2018

    Last exam for W18 semester.

     

    Saturday, April 21, 2018 12:00 noon.
    Residences CLOSE for W18 semester.