End of Term Notice

End of Fall Term Notice, December 2012

End of Term Notice, April 2013
 

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Brock University
END OF FALL TERM NOTICE
December 2012

Residences will be closed and not accessible during the Winter Break period Wednesday, December 19, 2012 at 12 noon - Sunday, January 6, 2013 at 12 noon.

Winter Break Policy
As stated in the 2012-13 Residence Agreement, residents are required to vacate their rooms during the Winter Break period (December 19 @ noon until January 6 @ noon).  During this period, no dining halls, service desks, custodial services, maintenance, nor other services are provided and access to the residences will not be available. Only students who indicated their need to stay over the break during their on-line application for residence and who are granted permission by the Department of Residences will be permitted to stay in residence over the Winter Break. Please refer to our Winter Break Policy.

Vacating Your Residence Room
Students must vacate their room by noon on the day following their last December examination or by noon on Wednesday, December 19, 2012, whichever occurs first.

• For students who live a long distance away, extensions of up to four hours may be granted upon request to the Facilities Supervisor. 
• For students who have an academic or varsity team requirement OR an international flight home (was booked prior to knowing the exam schedule) where they have a need to stay beyond their expected departure date an extended stay will be considered. 
• An Extended Stay Form request must be completed and submitted along with the required documentation noted on the form to the North or South Service Desk by 4:30pm on Thursday, November 29, 2012.

Exam Quiet Hours
Beginning at 11pm on Thursday, November 29, quiet hours are extended to 22 hours daily with only 2 (two) hours for less quiet activities - Sunday through Friday 7-9pm and Saturday 9-11pm.  During these two hours noise should not be excessive.  Restrictions are posted in each residence.  Please respect your fellow residents studying for exams.

Guest Policy During the Exam Period
To ensure an environment conducive to exam preparation, a special guest policy applies during the exam period:

Only Brock students are permitted as guests and only for the purpose of studying up until 11pm: after 11pm only Brock RESIDENCE students will be permitted as guests. During exams, non-Brock guests are prohibited to ensure that we are providing a quiet environment conducive to study, while still permitting residence students to study in residence with one or two off-campus classmates up to 11pm.

Townhouse Unit Checks
During the week of November 19-23, 2012, staff from the Department of Residences will be entering each townhouse unit to conduct a visual inspection for damages and to assess the state of cleanliness and repair of the unit/rooms.   If issues of cleanliness are found there are financial consequences and potential sanctions.  The occupant(s) of the room/unit will be given 7-10 days to remedy the situation.  A re-inspection will occur 7-10 days following the initial inspecation and if unacceptable conditions still exist, University custodial staff will be sent to rectify the situation, at the expense of the occupant(s).

Please refer to the Residence Cleanliness Policy that outlines the financial consequences and sanctions assessed for failing an inspection.

If damages are found, the individual(s) will be held accountable for the cost of the repairs, which will occur before the beginning of term two.  Students are individually responsible for their own room and jointly responsible for unit and/or common area damage.

Department of Residences Closure
Residence Buildings
Closed - Wednesday, December 19th, 2012 @ 12 noon until Sunday, January 6th, 2013 @ 12 noon

Offices
The Department of Residences offices will close at 4:30pm on Friday, December 21, 2012 and reopen on Wednesday, January 2, 2013 at 8:30am.

North Service Desk - R223 in DeCew Residence, ext. 3706
The North Service Desk will close at 2pm on Wednesday, December 19, 2012 and reopen at 12 noon on Sunday, January 6, 2013.

South Service Desk - Lowenberger Residence lobby, ext. 4311
The South Service Desk will close at 2pm on Wednesday, December 19, 2012 and reopen at 12 noon on Sunday, January 6, 2013.

Residence Access Over the Winter Break
Please note that the residences will not be accessible.  Student cards (swipes) and keys will NOT allow entry into the residence buildings/units over the Winter Break.  Student cards (swipes) and keys will allow re-entry to the residence buildings/units on Sunday, January 6, 2013 as of 12 noon.

Campus Access Over the Winter Break
Please note that access to campus is limited over the Winter Break.  Typically, details of this will be posted on the main Brock web page closer to the end of the term.

Brock Dining Services

During exams, refer to the hours of operations for Dining Services as hours will be adjusted slightly to accomodate for exams.

In January, both residence dining halls will be open regular hours, starting with breakfast on Monday, January 7.

If you have borrowed dishes, cutlery or anything else from either dining hall, please return them before the Winter Break.

Leaving Your Bedroom/Unit for the Winter Break
During the winter break you are not required to remove your personal belongings from your bedroom/unit.  Please note that valuables left behind, are done so at your own risk as the University is not liable for personal property.

The residences will be closed for a period of almost three weeks.  During this time, we will be attempting to conserve energy as the buildings will be empty.  To help protect your personal belongings and your room/unit, please ensure the following things are done before you leave:

• if you have a thermostat in your room/unit, please turn it down to 60°F (16°C);
• securely close and LOCK all windows;
• pull all blinds/drapes into a closed position;
• unplug all electrical devices (including computers, hair dryers, curling irons/straighteners, holiday lights);
• for fridges and freezers see instructions below:
  • Personal Fridges - remove all items from your personal fridge, clean it, unplug it (shut it off), and leave the door wide open
  • Brock supplied fridge/freezer in Quarry View and Village - remove all perishable items from the fridge; leave frozen items in the freezer; and leave the unit on with the doors firmly closed (we will be opening your fridge to ensure perishable items have been removed)
  • Personal Freezers in Quarry View and Village - leave frozen items in the freezer; leave the unit on with the lid firmly closed
• remove all garbage and recycling and dispose of it into the proper garbage room bins or outside bins;
• turn off clock radios/alarms;
• turn off all lights;
• lock your door (bedroom and unit) behind you as you leave;
• be sure to pack your passport to take home if you are planning to travel;
• be sure to pack any medications you might need while home for the break
• take your keys/student card home with you and remember to bring them back so you can get into your bedroom/unit!

Report any maintenance requests to your Service Desk (contact details above) before your departure so that we can try to do some work while you are away.

End of Term Unit/Room Checks

Please note that we will be entering all units to ensure the check list precautions above have been taken.

While in the room/unit, staff will conduct a visual inspection for damages and assess the state of cleanliness and repair of the unit/rooms.   If issues of cleanliness are found, University custodial staff will be sent to rectify the situation immediately, at the expense of the occupant(s). The usual period allowing occupants to remedy the situation does not pertain to this period as the clean up can not be left to sit unattended over the break period. 

Please refer to the Residence Cleanliness Policy that outlines the financial consequences and sanctions assessed for unacceptable conditions of cleanliness.

If damages are found, the individual(s) will be held accountable for the cost of the repairs, which will occur before the beginning of term two.  Students are individually responsible for their own room and jointly responsible for unit and/or common area damage.

Moving Out

If you are moving out at end of the Fall Term, you should let the Department of Residences know. If you have not already done so, please contact res@brocku.ca immediately (or call ext.3370). Fees associated with early departure from residence can be found on our web site in our Early Withdrawal From Residence Policy. Students moving out are reminded that they should follow the steps outlined on our Vacating a Residence Room page. The guidelines for December departure are the same as for April departures and are set out in the sections below entitled "What do I need to do in my room/unit before I move out?" and "Before checking out, please ensure that....".  Remember that failure to hand in keys and/or zippered mattress protector will result in a charge on your student account.

The Department of Residences does not consider you to have moved out until your keys have been handed in at the Service Desk and your key card signed.

Good Luck With Your Exams
All the best to everyone for a safe and happy Winter Break. For those returning for the Winter Term, we look forward to having you back with us in January 2013!  For those moving on, all the best in your future endeavours!

 

 

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Brock University
END OF TERM NOTICE
April 2013

We hope you have enjoyed your stay in residence this year. To those of you hoping to return to residence in September, we will look forward to having you back. Please take note of the following pieces of information regarding your leaving residence at the end of the term.

Moving Out of Residence
When do I have to leave?
The Residence Agreement stipulates that students must vacate their rooms and leave residence by noon the day following their last exam in April or by noon on April 25, 2013, whichever comes first.  This policy exists in order to ensure that residence remains an environment conducive to academic success during the examination period.  Please note if a student has not moved out by his/her designated move-out date & time, there will be a $100 per day charge.

Extended Stay Policy
Any student wishing to be considered for an exception to the conditions outlined in the Residence Agreement must submit an “Extended Stay Request” form explaining his/her circumstances by 4:30 p.m. Thursday, April 4, 2013 to the North or South Service Desk.

"Extended Stay Request" forms which have the extended stay policy set out on the reverse are available online here (.doc) or at the Service Desks. Pertinent documentation is required to support requests for extended stays (i.e. beyond noon on the day after a student's last exam) and a per diem charge for each night beyond the original departure date will be assessed.  Please read the policy carefully and attach the documentation to the request form when it is handed in at the desks (i.e. copy of plane ticket for international students).

Who is allowed to stay?
A student may be granted permission for an extended stay beyond noon on the day after his/her last exam only under extraordinary circumstances. Some examples for which requests may be considered are below. Please note: conditions may apply.

• Academic requirements that are not listed in the exam timetable (i.e. take home exams): such a request MUST be accompanied by official documentation from your Professor, confirming that you have an academic requirement that requires you to stay beyond your scheduled time in residence.
• International travel: please submit proof of travel (i.e. copy of your plane ticket). Please note that extensions may not be given for multiple days regardless of flight schedules, so make your travel plans accordingly.

Note - Students who have registered and paid to live in Quarry View for the summer with Conference Services can apply for an extension to remain in residence until their official transition to their summer stay with Conference Services.  Please click here for all the details.

Please note that a student's prior behaviour in residence will also be considered when evaluating extended stay requests.

Who would not be allowed to stay?
Here are some examples of requests we are unable to accommodate:

• The person I am getting a ride with isn't finished his/her exams until the last day.
• The person picking me up can't get that day off work.
• I'm scheduled to work at my job (on-campus, and/or in the local area) until April 30.
• I don’t get my house off-campus until May 1.

Check-Out Procedure

1. Students will be e-mailed to their Brock e-mail account and informed of the date that we have on record as their last exam.
2. Students are expected to move out by 12 noon on the day after their last exam.
3. For students wishing an EXPRESS CHECK-OUT– just lock your room and return your keys and zippered mattress protector to the appropriate Service Desk (North – DeCew, Earp, Vallee, Quarry View and South – Lowenberger, Village).  The room will be inspected within 72 business hours after your departure up to and including departures prior to Friday, April 19th. After Friday, April 19th rooms/units will be inspected once all occupants have departed by Department of Residences Facilities staff prior to anyone else entering the room/unit.  Please note that if you choose an "Express Check-out" you are held accountable for damage/cleanliness charges assessed to the shared/common areas regardless of whether you are the first or last person to move out.  In traditional residences, this would mean a shared washroom and/or the room itself in double rooms.  In townhouses, this would mean any area shared and accessible to all unit mates.
4. For students wishing an INSPECTION CHECK-OUT (have their room inspected prior to departing) they are responsible for calling the North Service Desk on ext. 3706 or the South Service Desk on ext. 4311 to schedule a check-out time once they receive the e-mail confirming their departure date from the Department of Residences. Please note: appointments must be made at least 72 hours in advance AND all of your personal belongings must be removed from the room prior to the check-out appointment.  (If your belongings remain in your room, your check-out appointment will be cancelled and the only option available to you will be the express check-out.) Following the appointment the door will be securely locked and the student will no longer have access to this space.  Once the room check is complete, students must return their keys and zippered mattress protector to the appropriate Service Desk to complete their move-out from residence. 
    

******* DO NOT leave your keys in your room.  You are not considered to be “moved–out” until you return your keys and zippered mattress protector and sign out with the appropriate Service Desk.  If you do not hand in your keys at your scheduled move-out date & time, a lock change will be initiated immediately at your expense.

Room/Unit Inspections and Damage Assessment
Once all residents have departed, Department of Residences Facilities staff will be conducting an inspection in every room/unit to assess the state of cleanliness of the room/unit, as well as inspect for damages.  No one other than Department of Residences Facilities staff will enter the room/unit until after the inspection has been done.  Conditions will be compared against your move-in inventory & condition report and damages assessed accordingly.   Students are individually responsible for their own room and jointly(house/hall/court/block) responsible for unit and/or common area damage, loss of furnishings, and cleaning charges if no specific individual(s) can be determined to be held responsible, regardless of whether you are the first or last to move out.  Damages will be billed through your student account and you will receive an e-mail notification to your Brock email account of these charges by end of June 2013.

What do I need to do in my room/unit before I move out?
Avoid charges by leaving your unit/room in a clean and acceptable state:  

• remove posters and adornments (including tape, stic tac, stickies)  from walls, windows, and doors
• remove garbage/recycling and non-Brock items
• place furniture back in its original location-see back of room move-in inventory & condition report for diagram
• put beds back to their original state
  • in the Village double rooms beds must be re-bunked (in courts 1-6) and set back to bed over desk (in courts 7-12)
  • in Vallee the beds must be put back to the lowest range
  • in Earp and Lowenberger there are 2 black lines on the foot board, place the bed spring between these lines
  • In Quarry View the adjustable beds must be set back to the 5th and 6th rungs, in-between the 4th and 7th rungs
• clear cupboards, drawers, and countertops and wipe clean
• vacuum carpets and wash floors
• ensure phone is on desk and plugged into phone jack
• In Washrooms
  •  scrub clean sink, toilet, and tub free of soap residue, hair and grime
  • wipe clean vanity cupboard and mirror
• In Kitchens
  • empty of items and wipe clean the fridge both inside and out
  • clean stove top  (including the element rings and burner plates) and inside (including the racks and oven bottom)
  • clear cupboards, drawers, and countertops and wipe clean

Replacement of any original inventory item with non-Brock property will still be considered missing.  Below is a list of cleaning costs that you will incur if found in your room/unit/common areas. Work required by custodial staff is charged out at a minimum of 15 minutes ($7.40) at an hourly rate of $29.61.

• Removal of garbage and/or recycling 
• Washing out of blue recyle bins, grey recycle bins, kitchen garbage cans, bedroom blue recycle bins and bedroom waste cans            
• Removal of posters and/or adornments from room surfaces (walls, ceilings, windows, doors, etc)
• Removal of graffiti on doors, walls, windows, or furnishings
• Removal of non-Brock items/furnishings left behind
• Placing furniture back to its original location
• Cleaning of oven
• Cleaning of fridge
• Cleaning of Bathtub/Shower
• Washing of shower curtain that is excessively dirty
• Cleaning of Toilet/Sink
• Washing bedroom closet curtain
• Cleaning of dirty cupboards, drawers, counters and/or furniture tops
• Cleaning of wall spills, splatter
• Cleaning/mopping/vacuuming of floor

Below is a list of common repair and/or replacement costs that will be assessed:

• Replace missing sink or bathtub drain plugs $5 each
• Replace missing /damaged shower curtain $15  
• Replace missing bathroom plunger $10
• Replace missing/damaged entrance way floor mat $45
• Replace missing/damaged entry door viewer $75
• Replace missing/damaged kitchen waste can $110
• Replace missing bedroom/bathroom waste can $30
• Replace blue and/or grey recycling boxes $15
• Replace missing zippered mattress protector - $20
• Replace missing/damaged Wireless Access Point (QV ONLY!) $600
• Replace 6 outlet plug (DeCew ONLY!) $5
• Replace missing/damaged telephone $125
• Replace missing/damaged window screen $50 -  $150
• Replace glass in broken window $150 and up
• Replace bedroom dresser $300
• Replace bedroom shelf unit $210
• Replace broken mirror $30
• Replace missing or damaged mattress $130
• Placing bed(s) back to proper level or re-bunking $25-$50
• Replace bedroom chair $185
• Replace bedroom closet curtain $45
• Replace kitchen chair $100
• Replace living room end table $75
• Replace living room chair $215
• Replace living room sofa $415 - $600
• Replace missing ceiling light fixture covers $15 - $30
• Steam cleaning a bedroom carpet $15
• Steam cleaning an entire townhouse unit $60
• Deodorizing & neutralizing odours in bedrooms (ie cigarette smoke) $100
• Deodorizing & neutralizing odours in an entire townhouse unit (ie cigarette smoke) $450
• Tampering with life safety equipment (fire extinguisher, automatic door closers, exit signs, fire hoses, smoke detectors, heat detectors, carbon monoxide detectors, etc.) - $75 + the repair/replacement/clean up costs
• Repair holes in wall / damaged drywall $50 and up

**Do not attempt to paint or repair drywall anywhere in your unit.  If you do, it will be redone by professionals and you will be billed accordingly.

Additional charges may be assessed for:

• Lost townhouse unit front door key -  lock change required Village -$295, Quarry View 2 bedroom - $230, Quarry View 3 bedroom - $250, Quarry View 4 bedroom - $275
• Lost townhouse bedroom key - $35
• Lost traditional residence bedroom key - lock change required Single Room - $205, Double Room - $230 
• Replace broken bedroom or unit key or temporary swipe card- $35
• Replace lost or broken mailbox key $10
• Failure to move-out by designated move-out date & time - $100 (per day)

**The only people that have the ability to decide whether or not a charge will be assessed for damage charges and/or missing inventory items are the Department of Residences Facilities Staff, who visually inspect and assess the conditions.   A residence don or desk staff member does not have access to view the conditions nor have the authority to make assessments so therefore stating that you spoke to your don or a desk staff member if a charge has been assessed to you will not be accepted as a valid appeal.  
 

Before checking out, please ensure that:
• you’ve cleaned and tidied so that you don’t receive any charges as indicated above
• your thermostat is turned to an appropriate setting, e.g. 16°C/60°F
• any window in your room is closed tightly shut and locked
• your drapes/blinds are drawn closed
• you’ve removed all your personal belongings
• your lights are turned off
• your door is pulled tightly closed and locked!  (for those in Earp, Lowenberger, and Vallee - LOCK your washroom door too!)

Students are NOT allowed to leave belongings in their room.  Property left behind will be considered abandoned and removal costs will be charged as indicated above.

Non-Perishable Food Items
Should you wish to donate any non perishable food items that you have left over please place them in the food donation bins that will be set up throughout residence lobbies.

Exam Quiet Hours
Quiet hours are:
Sunday to Thursday 11pm to 8am
Friday and Saturday 1am (Sat/Sun) to 8am
Extended quiet hours are implemented during the December and April exam period. Starting on the last day of classes (Monday, April 8, 2013) and continuing through until the end of exams, quiet hours are extended to 22 hours daily with only 2 (two) hours for less quiet activities (Sunday through Friday 7pm – 9pm and Saturday 9pm – 11pm). During these two hours noise should not be excessive. Restrictions and reminders are posted in each residence. Please respect your fellow residents.

Guest Policy During the Exam Period
To ensure an environment conducive to exam preparation, a special guest policy applies once exam quiet hours have started. Only Brock students are permitted as guests and only for the purposes of studying up until 11pm. After 11pm only Brock RESIDENCE students will be permitted as guests. During exams, non-Brock guests are prohibited to ensure that we are providing a quiet environment conducive to study, while still permitting residence students to study in residence with one or two off-campus classmates up to 11pm.

Residence Community Guiding Principles
Any violations of the Residence Community Guiding Principles can impact a student's status for returning to residence the next year. For students not returning to residence, end-of-year violations are referred to the University Disciplinary Board, whose sanctions can impact a student's overall status at Brock.

Last Meal
The last meal in the Residence Dining Halls will be breakfast on Thursday, April 25.

Telecommunications and Mail Services
Remember to pay outstanding long distance charges. Please leave the University telephone in your room.   If the phone is missing or damaged, the student will be charged $125.

Notify any regular senders of mail (e.g. friends, newspaper/magazine subscriptions) of your change of address for the summer. Once you move out of residence, any of your mail received by the Department of Residences will be returned to sender.

Returning to Residence
If you wish to return to residence for the 2013-14 academic year, you will be able to apply in late February 2013 by going to our website at http://www.brocku.ca/residence and following the link to the on-line application. Immediately after submitting your application, you should receive a confirmation e-mail. If you do not receive that confirmation e-mail within 24 hours you should e-mail the Department of Residences at res@brocku.ca or call us at (905) 688-5550 ext. 3370. Non-receipt of the confirmation e-mail is a strong indication that your application was NOT successfully submitted. Your application and a $600 deposit must be received by Brock by the June 3, 2013 deadline, or we will NOT process your application. You should also complete a Points Form but we recommend that you wait until mid-March to fill it in so that you have the opportunity to attend as many events as possible. Please submit this form no later than 4:30pm on Thursday, March 28, 2013.