Room Assignments

PLEASE DO NOT PRINT ANY OF THIS INFO - USE THE RESIDENCE AGREEMENT PDF ON LEFT NAVIGATION BAR

New and Returning Residents who have been offered a room assignment must read the following information prior to moving in.

When you have read the following information, print off the room assignment forms, fill out all applicable forms and send them to VIU Student Residence Office.

By Mail:
VIU Student Residence
4 University Cres
Nanaimo, BC V9R 6C5

By Fax:
(250) 754-4291

If you have been assigned to a room in Building 9- Qualicum House - beginning with either 9 (e.g. 9208) or Building 10- Parksville House - beginning with a 10 (e.g. 10108) then you are in a designated quiet building. If you have been assigned a room in Building 3- Dunsmuir House - beginning with 33 (between number 3301 and 3337) then you are on a designated quiet floor.

If you have been assigned a room in Building 7- Cowichan House - beginning with a 7 (e.g. 7315) then you are in the MBA/ mature student house.

All other rooms – those beginning with a 2 (Morden Hall), 5 (Ladysmith house), 6 (Powell River House), 8 (Nanoose House), 11(Duncan House) or 31, 32 (Dunsmuir House) then you are in a regular residence.

If you have any questions about room assignments, payments or fees, contact Carol, Front Office Assistant at frontdesk@viuresidences.ca

If you have any questions about the Residence Agreement, Quiet Floor/Building Guidelines, or the Residence Life program, contact the Assistant Manager at reslife@viuresidences.ca, or call (250) 754-6506 during regular business hours.

To see the Community Standards Handbook Click Here



Student Residence Agreement 2014

Initial Student Residence Agreement – 2014-2015 Vancouver Island University, Nanaimo Campus 4 University Crescent, Nanaimo, BC V9R 6C5 Preamble The Student Residence Agreement is a legal contract that outlines the obligations of the Resident and the institution. The terms and conditions of this agreement have been designed to ensure that Residents enjoy a safe, respectful community living environment that is conducive to academic success. Throughout the Residence Application process Residents are required to read and agree to the terms of this agreement before being allowed occupancy in residence. Residents are advised to make a copy of this document and save it for their records.

1. Introduction

This agreement made the _____________ day of ________________________, 20_________

Between: Western Student Housing (the “Manager”)

And: ____________________________________________________________ (the “Resident”)

In consideration of the mutual covenants and agreements contained in the Student Residence Agreement (this “Agreement”), the parties covenant and agree as follows:

1.01 Room The Manager grants the Resident occupancy of a building-standard furnished Room (a “Room”) in the residence own by the Manager known as “Vancouver Island University Residences” (the ”Residence”) for the duration of the Term.

1.02 Term The Term is related to the Academic Semesters of Vancouver Island University and the Residence “Move-in” and “Move-out” days detailed in Table 1. There are four types of Terms: (a) “Academic Year”, (b) “Fall Semester”, (c) “Winter Semester”, and (d) “Summer Semester.” Each semester commences at 9:00 am on the “Move-in Day” and ends at 11:00 am on the earlier of (i) the day following the completion of the Resident’s last examination of the semester, or (ii) the “Move-out Day.” The Academic Year consists of two semesters, the “Fall Semester” and the “Winter Semester.” The Term of the Academic year does not continue during the time in between the Fall and Winter Semesters, called the “Winter Break.” Current Residents must apply to Residence for each new Academic Year, with acceptance determined by merit, academic and/or lottery considerations. In addition, and without limitation, Residence acceptance may be denied as a result of any precious violations of the Agreement. A new Student Residence Agreement will be issued to correspond with the beginning of each new Academic Year.

Table 1

Start (“Move-in Day”)

End (“Move-out Day”)

Total Days in Term

Summer Semester 2014
May 2, 2014
August 15, 2014
105
Academic Year 2014-2015
August 31, 2014
April  26, 2015
238
Winter Semester 2015
January 3, 2015
April  26, 2015
113

 

1.03 Winter Break – The Resident may apply to occupy a Room during the Period Between the end of the Fall Semester and the commencement of the Winter Semester (the “Winter Break” – detailed in Table 2). Winter Break applications will be made available to Residents by the Manager. Applications are due on or before December 1 at 5:00 pm. If the Resident’s application is approved, they may be required to pay a small fee (detailed in Table 2) for winter break occupancy before the beginning of the Winter Break. During the Winter Break there is limited supervision of the Residence, all services are reduced and annual maintenance and renovations occur. It is the intention of the Manager to limit the number of Residents staying during the Winter Break to a small number of individuals that demonstrate a need for Residence accommodations. Any Resident found occupying a Room on the Winter Break without approval from the Manager is subject to additional fees over and above those detailed in Table 2.

Table 2: Winter Break

Start

End

Winter Break Fee

Academic Year 2014-2015
December 16, 2014
January 2, 2015
$200

1.04 Extended Terms. The Term of this Agreement may be extended by the Manager if the Resident applies in writing for an “Extension” in accordance with the Managers published policies about Term Extensions. Extensions are subject to availability. Residents granted Extensions are subject to the fees detailed in Table 3. Any Resident found occupying a Room outside of the Term without approval from the Manager is subject to additional fees over and above those detailed in Table 3.

Table 3: Student Extended Terms

Start

End

Fees

Residence Orientation Program
August 27, 2015
August 31, 2015
$200
“Early  Move  In”
N/A
N/A
$30
“Late  Move  Out”
N/A
N/A
$30

1.05 Acknowledgment of Services and Responsibility of the Manager The Resident acknowledges that the Manager does not stand in loco parentis with respect to the Resident. The Manager is responsible for the maintenance and operation of the residence and adds additional levels of personal safety, security and social activities. Not present in other types of accommodations.

1.06 Pre-Conditions to Occupancy The Resident may not occupy a Room, unless (i) The Resident is currently enrolled as a full-time student in good standing at Vancouver Island University; (ii) this Agreement is executed by all parties, with all information required on the agreement completed in full; (iii) the Deposit as to section 2.02 is paid in full; (iv) all Residence fees then due and payable are paid in full as stated in section 2.03; (v) and the Manager has designated a Room for the Resident.

Initial _____

1.07 Force Majeure Notwithstanding anything in the Agreement, if the Manager is bona fide delayed or hindered in or prevented from the performance of any term, covenant or act required under the Agreement (including without limitation, delivery of occupancy of the Room) by reason of strikes, labour troubles; inability to procure materials or services; power failure; restrictive governmental laws or regulations; riots; insurrection; sabotage; rebellion; war; act of God; or other reasons whether of a like nature or not, which is not the fault of the party delayed in performing work or doing acts required under the terms of this Agreement. Then the performance of that term, covenant or act is excused for the period of the delay and the party delayed will be entitled to perform that term, covenant or act within the appropriate time period after the expiration of the period of the delay.

1.08 No Assignment This Agreement and the rights and privileges granted to the Resident under it are not assignable by the Resident and the Resident may not sublet the Room. The Resident may not permit the use of the Room by any other person, other than a person designated by the Manager. The Room or Residence services may not be used for any business use.

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2. Residence fees

2.01 Payment of Fees All amounts payable by the Resident under this Agreement are payable to “Vancouver Island University” and payment must be made to the Cashiers Office. All payments are subject to Vancouver Island University’s payment policies and academic results may be withheld and/or other academic sanctions are possible for failure to maintain an up to date financial account with the Residence.

2.02 Deposit Prior to the Resident occupying their room they must pay a deposit ( the “Deposit”) to be held by Vancouver Island University and applied to the cost of repairing damage to the Room and to any unpaid amounts owing by the Resident under this agreement. The amount of the deposit is detailed in Table 4. Upon the termination of this Agreement, provided that there are no damage claims or unpaid amounts then owing, the Deposit will be refunded to the Resident.

2.03 Residence Fees The Resident must pay the “Residence Fees” in accordance with the Rates and Payment Schedules detailed in Table 4 for the right to occupy a Room during the Term. Tables 2, 3 and 4 also detail additional fees that the Resident is subject to.

 

 Table 4: Fees & Payments

1. The Application Fee for the Academic Year 2014-2015 is $50.
2. The Room Deposit for the Academic Year 2014-2015 is $500.00.
3. Payment Schedule Option 2 Includes a $100.00 Administration Fee.
4. Payment Schedule Option 3 Includes a $200.00 Administration Fee.
5. For all Rooms except studios a $250.00 security deposit is payable upon acceptance.
6. For all Studio Rooms a $300.00 security deposit is payable upon acceptance.

Academic Year 2014-2015 - Morden Hall

Option 1 - $500.00 Room Deposit payable upon acceptance and $3700.00 payable on or before August 15, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance, $1700.00 payable on or before August 15, 2014 and $2100.00 payable on or before November 15, 2014
Or
Option 3 - $500.00 Room Deposit payable upon acceptance, $2300.00 payable on or before September 28, 2014 and $1600.00 payable on or before January 25, 2015

Academic Year 2014-2015 - Dunsmuir House

Option 1 - $500.00 Room Deposit payable upon acceptance and $3900.00 payable on or before August 15, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance, $1800.00 payable on or before August 15, 2014 and $2200.00 payable on or before November 15, 2014
Or
Option 3 - $500.00 Room Deposit payable upon acceptance, $2400.00 payable on or before September 28, 2014 and $1700.00 payable on or before January 25, 2015

Academic Year 2014-2015 - Dunsmuir House (Private)

Option 1 - $500.00 Room Deposit payable upon acceptance and $4200.00 payable on or before August 15, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance, $1950.00 payable on or before August 15, 2014 and $2350.00 payable on or before November 15, 2014
Or
Option 3 - $500.00 Room Deposit payable upon acceptance, $2550.00 payable on or before September 28, 2014 and $1850.00 payable on or before January 25, 2015

Academic Year 2014-2015 - 20 Bedroom Houses

Option 1 - $500.00 Room Deposit payable upon acceptance and $4200.00 payable on or before August 15, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance, $1950.00 payable on or before August 15, 2014 and $2350.00 payable on or before November 15, 2014
Or
Option 3 - $500.00 Room Deposit payable upon acceptance, $2550.00 payable on or before September 28, 2014 and $1850.00 payable on or before January 25, 2015

Academic Year 2014-2015 - Quad Style Apartments

Option 1 - $500.00 Room Deposit payable upon acceptance and $4500.00 payable on or before August 15, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance, $2100.00 payable on or before August 15, 2014 and $2500.00 payable on or before November 15, 2014
Or
Option 3 - $500.00 Room Deposit payable upon acceptance, $2700.00 payable on or before September 28, 2014 and $2000.00 payable on or before January 25, 2015

Academic Year 2014-2015 - Studios

Option 1 - $500.00 Room Deposit payable upon acceptance and $5700.00 payable on or before August 15, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance, $2700.00 payable on or before August 15, 2014 and $3100.00 payable on or before November 15, 2014
Or
Option 3 - $500.00 Room Deposit payable upon acceptance, $3300.00 payable on or before September 28, 2014 and $2600.00 payable on or before January 25, 2015

Winter Semester – Morden Hall

Option 1 - $500.00 Room Deposit payable upon acceptance and $1600.00 payable on or before December 20, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance and $1700.00 payable on or before January 25, 2014

Winter Semester – Dunsmuir House

Option 1 - $500.00 Room Deposit payable upon acceptance and $1700.00 payable on or before December 20, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance and $1800.00 payable on or before January 25, 2014

Winter Semester – Dunsmuir Hall (Private)

Option 1 - $500.00 Room Deposit payable upon acceptance and $1850.00 payable on or before December 20, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance and $1950.00 payable on or before January 25, 2014

Winter Semester – 20 Bed Houses

Option 1 - $500.00 Room Deposit payable upon acceptance and $1700.00 payable on or before December 20, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance and $1950.00 payable on or before January 25, 2014

Winter Semester – Quad Style Apartments

Option 1 - $500.00 Room Deposit payable upon acceptance and $2000.00 payable on or before December 20, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance and $2100.00 payable on or before January 25, 2014

Winter Semester – Studios

Option 1 - $500.00 Room Deposit payable upon acceptance and $2600.00 payable on or before December 20, 2014 at 5pm
Or
Option 2 - $500.00 Room Deposit payable upon acceptance and $2700.00 payable on or before January 25, 2014

Summer Residence Fees - Morden Hall

$500.00 Room Deposit payable upon acceptance and $525.00 payable 10 days before the commencement of each month

Summer Residence Fees Dunsmuir House

$500.00 Room Deposit payable upon acceptance and $550.00 payable 10 days before the commencement of each month

Summer Residence Fees Dunsmuir House (Private)

$500.00 Room Deposit payable upon acceptance and $589.50 payable 10 days before the commencement of each month

Summer Residence Fees 20 Bed Houses

$500.00 Room Deposit payable upon acceptance and $589.50 payable 10 days before the commencement of each month

Summer Residence Fees Studios

$500.00 Room Deposit payable upon acceptance and $775.00 payable 10 days before the commencement of each month

Initial _____

2.04 Late Payment Fee Any amount payable by the Resident under this Agreement which in not paid when due bears interest at the rate of twenty-four percent (%24) per annum, compounded monthly. In lieu of interest charges, Vancouver Island University will implement a fifty dollar ($50) late fee to all amounts payable which are not paid when due.

2.05 No Waiver of Fees Nothing in the Agreement, or any entry or repossession of the Room by the Manager releases the Resident from any liability for the payment in full of all amounts payable under this Agreement for the Term.

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3. Procedures

3.01 Move-In Procedure The Resident must follow all move-in times, dates and procedures outlined by the Manager. The Resident will be notified of the date and time that the Resident may move into the Room. If the Resident wishes to move-in prior to the scheduled move-in day, the Resident may do so at the Manager’s then posted nightly rate and subject to availability. (Detailed in Table 1 & 3), the Manager will inspect the Room to view the state of cleanliness and repair. After inspection, and wherever possible, the Manager will inform the Resident of pending damages and cleaning charges.

3.02 Move-Out Procedure On vacating, all garbage and belongings of the Resident must be removed, failing which, the cost of removal will be charged to the Resident. As with the “Move-In Procedures”, care must be exercised to avoid damage to doors, frames, walls, floor coverings, and any other part of the Residence. The Resident is financially responsible to pay forthwith for any damage caused on moving out of Residence. The Manager will inspect the Room to view the state of cleanliness and repair. After inspection, and whenever possible, the Manager will inform the Resident of Pending damages and cleaning charges.

Initial _____

3.03 Roommates and Bathroom mates The Resident may be given prior to move-in the names(s), phone numbers(s), and email(s) of his or her roommates(s) (and vice-versa). This disclosure is to enable the roommates to get acquainted and to arrange bringing common supplies to the Residence. Roommate changes may be requested for cause at any time. The Manager’s first priority is to try to mediate any dispute between roommates. If a roommate change is required, roommates may be moved to different rooms (subject to availability within the Residence and to the Manager discretion), unless another agreement can be reached amongst all parties involved. Roommate assignments are subject to change without notice.

3.04 Room Reassignment The Manager may in its sole and unfettered discretion, relocate the Resident to another Room upon 48 hours advance written notice. If the Resident does not remove and relocate the Resident’s property as set out in the relocation notice, then the Manager may remove and relocate the Resident’s property, at the Resident’s expense, without further notice and without liability to the Manager for any damage to or loss of the Resident’s property.

3.05 Lost Keys, Lock Outs The Resident will be responsible for the cost of replacing lost keys at a cost determined by the Manager, to a Maximum of $100 per key. If the Resident is locked out of the Resident’s Room the Resident will pay the Manager’s then current fee for letting the Resident into the Room.

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4. Residence Facilities, Maintenance and Services

4.01 Responsibility for Damages Within 24 hours of taking possession of the Resident’s assigned Room, the Resident must complete a “Room Inspection Form”, listing all damage to and deficiencies in the Room and its furnishings, fixtures and equipment. The Resident must give the Manager prompt written notice of any accidents, damage or malfunctions of any kind to the Room or its furnishing, fixtures and equipment. The Resident and any other person sharing a Room are jointly and individually liable for any damage to or deficiency in the Room and its furnishings, fixtures and equipment, other than damage and deficiencies noted in the Room Inspection Form which are not repaired by the Manager, subject to normal wear and tear.

4.02 Liability of Resident The Resident agrees at all times to save Vancouver Island University and Western Student Housing Ltd. harmless from and keep them indemnified against any and all claims, liens, charges, demands, actions, suits and proceedings of whatever nature upon or respect of in any manner arising out of the use or occupation of the Student Residence which at any time or times hereafter shall or may be made, brought or prosecuted against Vancouver Island University and/or Western Student Housing Ltd. and also from and against all loss, costs, charges, damages, and expenses whatsoever which Vancouver Island University and/or Western Student Housing Ltd. may sustain or incur by reason of any such claim, demand, action, suit or proceeding. The Resident is liable for any damage to the building structure, fittings, fixtures, finishes, furniture and equipment comprising the Resident’s Room, except only if such damage is caused by the proven negligence of the Manager. The Resident is liable for any damage to the building structure, fittings finishes, furniture and equipment beyond the confines of the Resident’s Room should the damage arise from the negligence or willful act of the Resident. Vancouver Island University or the Manager do not assume any responsibility for personal property that is lost, stolen or damaged from any cause. The Resident is required to obtain insurance to cover the above liabilities. Residence does not purchase such protection for personal property.

4.03 Damages to Common Areas Residents are responsible for taking all actions associated with good citizenship, including reporting information about damages and vandalism, and those allegedly responsible for causing the damage. All Residents in common with each other are responsible for damage to any part of the interior or exterior common areas of the residence caused by a person or persons unknown. All charges for damages to common areas in the residence that cannot be traced to those directly responsible will be split equally amount the occupants of the building, floor, or section of the residence deemed fair and appropriate by the Manager.

4.04 Room Entry The Manager subscribes to the principle that Residents are entitled to enjoy a reasonable right to privacy in residence Rooms. However, the Resident acknowledges that the Manager is entitled, without notice and without the Resident being present, to have authorized staff, security services, or emergency services enter the Room at reasonable times under the following conditions: (a) To provide repair and maintenance services as detailed in section 4.05 of the Agreement; (b) to ensure the safety and security of the Resident and/or when there is reasonable cause to believe an emergency situation has arisen; (d) during the Winter Break to Provide routine maintenance; €when there is reasonable cause to believe the terms of the Agreement are, and/or the law is being violated.

4.05 Maintenance by the Manager Throughout the Term the Manager will inspect, maintain, repair and replace elements of the Residence in order to keep the Residence in a good condition or repair, complying with health, safety and fire standards required by law. This includes, but is not limited to, inspecting and testing fire safety equipment, major appliances, electrical bathroom fixtures and plumbing.

4.06 Housekeeping Service and Cleanliness The Manager reserves the right to inspect rooms on a periodic basis for cleanliness. Should a Room be found in an unhygienic state, the Resident(s) will be given 24 hours to return it to a proper state, or it will be cleaned at the discretion of the Manager with a minimum charge of $25.00 per Resident per Infraction? The Resident shall, at all times during the term, keep all parts of the Room Clean.

4.07 Limitation of Liability of Manager Unless arising as a result of their gross negligence, the Manager shall not be liable to the Resident for any loss or damage, however caused, to the property of the Resident or to the property of the Resident’s gust(s) while in the residence or on the lands on which the Residence is situated. This includes without being limited to: Damage caused by building systems, defects in the structure of the building, water or snow penetration, weather conditions, damage arising from any cause beyond the control of the Manager and Damage or injury arising from the activities of employees, contractors or agents of the Manager.

4.08 Heating of Room Throughout the Term, the Manager will provide a heating system sufficient to provide a comfortable temperature in the Room and will operate, maintain and repair that heating system. During any period in which the heating system is not functioning to the standards set out about, the Manager will use commercially reasonable efforts, after receiving notice of the deficiency , to have the system repaired and functioning as soon as may be possible in the circumstances. In no event is the Manager liable to the Resident for any consequential illness or discomfort and the Manager shall not be deemed to be in default of its obligations under this Agreement, so long as it is using commercially reasonable efforts to have the system repaired.

4.09 Prohibited Items Only refrigeration appliances supplied with the Room are to be used. Open hot plates, deep fryers, indoor barbecues, fondues and the life are prohibited. Appliances found in Rooms or common spaces that do not bear a CSSA or UL identification tag will be removed by the Manager at the Resident’s expense, without liability to the Manager for spoilage or damage to the appliance removed.

4.10 No Moving of Supplied Furnishings All furnishings and equipment supplied with the Room shall remain in the Room for the duration of the Term. All furnishings, if rearranged, must be returned to their original position found at the commencement of the Term. No common area furniture is to be moved into the Room.

4.11 No Removal or Substitution The Resident may not remove alter or change and property in the Room which is provided on occupancy or at any other time during the term. The Resident shall use all such items only for their intended purpose.

Initial _____

4.12 No Renovation or Installation The alteration or renovation of the Residence facilities, furniture, fixtures or equipment is not permitted. The lock(s) provided by the Manager are the only locks to be used to secure the door to the Room. The Resident is responsible to pay the costs of repairing all damage to the Room or Residence caused by the installation and removal of any furnishing or equipment installed by the Resident, whether installed with or without the Manager’s consent. The Resident is also liable for any damage to property of others and for any injury to or death of any person caused by the installation, existence or removal of any furnishing or equipment installed by the Resident, whether installed with or without the Manager’s consent.

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5. Role of the Emergency Contacts

5.01 Primary and Secondary Contact(s) The Resident in executing this Agreement is required to identify two emergency contacts. It is strongly recommended that these contacts are parents or legal guardians of the Resident. In most circumstances, Residents will be treated without reference to their parents, guardians or emergency contacts. However, the Manager may contact the Emergency Contacts at any time and for any purpose, including, without limitation, to advise them of (i) any accident or injury to the Resident, (ii) any default by the Resident under this Agreement, or (iii) any situation where the Resident may cause harm to himself or herself or to another, or (iv) in the Resident is placed on a behavioral contract, wellness agreement or issued an Eviction by the Manager. The Manager may disclose the Resident’s personal information in such communications, and the Resident hereby consents to this disclosure.

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6. Freedom of Information

6.01 Freedom of Information “I consent to the Manager and Vancouver Island University collecting and disclosing to each other personal information about me concerning any misconduct or alleged misconduct by me, or any misconduct or other reported or witnessed by me, for the purpose of the uniting that personal information to administer their respected rules of conduct and disciplinary proceedings.” For the Purpose of this consent, the Manager and Vancouver Island University include their officers, employees and security contractors who have a reasonable interest in receiving the personal information.

6.02 Activity Waver On an on-going basis, the Manager arranges and number of social, sporting and other activities for the Residents of the Residence. Activities may have inherent risks associated with participation in them. Participation is completely voluntary and the Resident may elect no to participate in any activity. The Resident specifically acknowledges that in the event that the Resident elects to participate in the activity notwithstanding those risks. The Resident acknowledges and assumes all risks of personal injury and all other hazards arising from or related in any way to participation in an activity, from any cause including negligence or at any time before during or after the activity. The Resident acknowledges that Vancouver Island University, the Manager and each of their respective offices, employees and agents are expressly released and forever discharged by the Resident from all claims of any nature or kind whatsoever.

6.03 Photograph Waiver The Resident grants permission to the Manager to use photographs or videotapes taken of the Resident in or about the Residence for use in advertising, direct mail, brochures, newsletters, electronic publications and magazines relating to the Residence. The Resident waives any right to inspect or approve any finished photograph or videotape that may be used in conjunction with a photograph or videotape now or in the future and waives any right to royalties or other compensation arising from or related to the use of any such media.

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7. Rules and Regulations

7.01 Residence Community Living Standards The Residence Community Standards Handbook forms a part of this Agreement. It details the Rights, responsibilities and privileges of Residents as well as offenses, sanctions and the residence judicial process. A current version of the Handbook can be viewed online at www.viuresidences.ca. The Manager may amend the terms of the Handbook from time to time and may post the amendments in the Residence or Residence website.

7.02 Vancouver Island University Standards Residents are also responsible for reading, understanding and adhering to the academic and non-academic policies of Vancouver Island University.

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8. Termination and Cancellation

8.01 Termination by the Manager This agreement may be terminated by the Manager if: (a) the Resident fails to check into their assigned Room within five (5) days of the first day of the Semester; (b) the Resident abandons their Room as detailed in section 8.03 of the Agreement; (c) the Resident decides not to accept the Room they were assigned, or any alternate rooms offered to them during the course of this Agreement; or (d) the Resident violates any of the terms of this Agreement, including violations of the Residence Community Living Standards Handbook or Vancouver Island University codes of conduct. The Manager may notify the Emergency contacts by phone or e-mail of the termination of the Resident’s residency at the same time, if possible, as written Notice of Termination of Residency is delivered to the Resident. If the Resident is unavailable to receive service of the notice in person, then delivery of the notice to the Resident’s Room shall be deemed proper service and delivery. The Resident will be allowed 24 hours from the date and time of the delivery of the Notice of Termination of Residency to fully vacate and remove all personal belongings from the Residence.

8.02 Termination of Cancellation by the Resident If the Resident wishes to terminate this Agreement of Cancel their residence application, the Resident must notify the Manager in writing via the online residence cancellation/withdrawal form. To cancel this Agreement, the Resident is expected to demonstrate that they are no longer enrolled in classes at Vancouver Island University or provide evidence of exceptional circumstances beyond his/her control. Please note that the Residence operates independently from Vancouver Island University and if the Resident cancels their application or enrolment at the Institution, they will also need to cancel their Residence application. Refunds will be issued by the Manager as detailed in section 8.06.

8.03 Abandonment If the Resident vacates the Room prior to the Expiry of the Term without the Manager’s prior agreement, the Room will be deemed abandoned by the Resident. In that event the Manager may repossess the Room without liability to the Manager and enter into an agreement for the occupancy of the Room with a third party.

8.04 Termination Procedures upon the termination of the privileges of this Agreement, the Resident shall, forthwith vacate the Room within the time frame given, and deliver to the Manager vacant possession of the Room together with all of the furnishings, fixtures, appliances and telephones of the Residence, and the furnishings and fixtures shall be in good condition, with reasonable wear and tear excepted. The Resident will follow the Move-out Procedures explained in section 2.02 of the Agreement and all additional directions communicated by the Manager.

Initial _____

8.05 Failure to Vacate If the Resident does not vacate the Residence on the expiry or early termination of this Agreement, (i) the Resident is liable for any financial loss sustained or incurred by the Managers, and the Manager may remove the property of the Resident from the Room (whether or not the Resident is present at the time), and place the property in temporary storage in a location in the Residence of the Manager’s choice, at the Resident’s expense, without notice to the Resident and without liability to the Manager for any damage to or loss of the Resident’s property.

8.06 Refund Procedures Upon the termination of this Agreement or a residence application by the Resident, as detailed in Section 8.02, the Resident may be entitled to a partial refund of the Residence Fees, without interest, within eight (8) weeks of the Resident vacating the Residence or cancelling their residence application. The refund will be made to their Vancouver Island University Student Ledger Account and if necessary a cheque will be issued by the institution to the address on file. Residence Fees, cancellation fees and refunds will be calculated on a pro-rated weekly basis. Deposits are refunded less any outstanding charges and administration fees. Refunds are issues based on the following:

8.06.1 Academic Year (and Fall/Winter) Applications/Agreements

(i) If the Resident’s written cancellation request is received by the Residence Manager prior to the payment of the Room Deposit the Resident will not be liable for any additional fees outside of the application fee.

(ii) If the Resident has been accepted into Residence and the Residence Manager receives the Resident’s written cancellation request before the first day of the Term, the Resident will be charged a Cancellation Fee equivalent to the posted Room Deposit Fee.

(iii) If the Residence Manager receives the Resident’s written cancellation request within 30 Days of the commencement of the Agreement, the Resident will be charged for each day they occupy a Residence Room plus a cancellation fee. The cancellation fee will be equivalent to 30 days of Residence Fees. The Damage Deposit will be refunded less any damages, charges or money owing to the Residence.

(iv) If the Residence Manager receives the Resident’s written cancellation request after the first 30 days of the Term the Resident will be charged for each day they occupy a Residence Room plus a cancellation fee. The cancellation fee will be equivalent to 60 days of Residence Fees. The Damage Deposit will be refunded less any damages, charges or money owing to the Residence.

8.06.2 Summer Applications/Agreements (i) If the Resident’s written cancellation request is received by the Residence Manager prior to the payment of the Room Deposit the Resident will not be liable for any additional fees outside of the application fee.

(ii) If the Resident has been accepted into Residence and the Residence Manager receives the Resident’s written cancellation request before the first day of the Term, the Resident will be charged a Cancellation Fee equivalent to the posted Room Deposit Fee.

(v) If the Resident gives 30 days’ notice of vacating their room no cancellation charge will be assessed. The Damage Deposit will be refunded less any damages, charges or money owing to the Residence.

(iii) If the Resident does not give 30 days’ notice prior to the termination of the agreement the Manager reserves the right to charge a cancellation fee equivalent to 30 days of Residence Fees.

8.07 Payment after Notice of Termination The Manager’s acceptance of any payment of arrears or of any other payment for the use or occupation of the Room, after delivery of a notice terminating this agreement to the Resident, does not operate as a waiver of a notice of termination, nor reinstatement of this Agreement.

8.08 Binding Effect Each reference in this Agreement to the Manager, the Institution, and the Resident includes their respective heirs, estate trustees, legal representatives, successors and assigns as applicable. I have read and understand the Student Residence Agreement and agree to follow all the terms, conditions and rules outlined in the Agreement.

I understand that any breach of the agreement could lead to the immediate termination of my student housing.

_________________________________________________
Student Name (please print)

_________________________________________________
Student Signature

_________________________________________________
Signature of Parent/Guardian if resident is under 18 yrs of age


Accepted on the __________________ day of ___________________________, 20_________.

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