Residence Hall Contract
Central Campus Residence Halls
2009-2010 Room and Board Contract Terms and Conditions
Table of Contents
I. ELIGIBILITY AND FIRST-YEAR LIVE-ON REQUIREMENT
II. CONTRACT PERIOD
III. ACCEPTANCE OF THIS CONTRACT
IV. ASSIGNMENT OF SPACE
V. MEAL PLAN
VI. DEPOSIT AND CONTRACT PAYMENT
VII. REFUND
VIII. RESIDENCE HALL FACILITIES AND POLICIES
IX. DAMAGE CHARGES
X. KEYS/ACCESS CARDS
XI. RIGHT OF ENTRY/SEARCH AND SEIZURE POLICY
XII. LIABILITY
XIII. CONTRACT TERMINATION
XIV. CONTRACT RELEASES/CANCELLATION
XV. MENINGOCOCCAL DISEASE
XVI. ADDENDA
Georgia College & State University desires to provide campus housing for its students at the lowest possible rate and, for that reason, must operate the residence halls on a contract basis for the FULL ACADEMIC YEAR. My signature (electronically submitted or written) acknowledges that the contract is a binding legal agreement between Georgia College & State University Property LLC with Georgia College & State University (GCSU) serving as the manager that details specific terms and conditions I must follow. The following terms and conditions are the standards with which all residence hall students must abide. Please read them carefully. If you do not understand any portion of these terms, please contact the Department of University Housing at (478) 445-5160 or housing@gcsu.edu.
I. ELIGIBILITY AND FIRST-YEAR LIVE-ON REQUIREMENT [return to top]
To qualify for university housing an applicant must be a degree-seeking student who is registered for at least 7 credit hours and who is without academic, disciplinary, or other infractions warranting exclusion from University Housing.
GCSU has a First-Year Live-On Requirement for all students under the age of 21 (as of the first day of classes of their entering semester), which requires all first-year students to live in university housing for a minimum of two consecutive semesters. This policy is based upon the university's belief in the importance of the educational benefits in self-government, community living, group discipline, and the opportunity for relationships with faculty and staff members that campus housing provides. A student may request an exemption to this residency requirement based upon one of the following:
• being married
• being the primary caretaker of dependent children
• being a transfer student with 12 or more earned semester hours of coursework (not including joint enrollment and advanced placement credits)
• taking only on-line coursework
• taking fewer than seven semester hours of GCSU academic or institutional credit
• being strictly a joint enrollment student
• qualifying for a Pell Grant AND residing with a parent or legal guardian at one's permanent residence located within Baldwin, Jones, Wilkinson, Putnam, Washington, or Hancock counties
• having unique hardship, including but not limited to students with disabilities that cannot be reasonably accommodated in student housing.
Any request for an exemption must be made in writing to the Executive Director of University Housing 30 days prior to the contract start date of the semester in which the student intends to enroll.
II. CONTRACT PERIOD [return to top]
This contract financially obligates you, the student, for as long as you are enrolled for the entire academic year (fall and spring semesters). If you enter into this contract for the spring semester only, you are obligated to perform on this contract through final closing of the residence halls for the spring semester.
Students may occupy their assigned space from the date designated as the opening of university housing to the date designated as the end of each semester in the university's academic calendar or 24 hours after a student's last exam, whichever is earlier. Graduating students will be provided housing until the morning of graduation without additional charge.
Unless students are notified otherwise, residence halls will be closed during the Winter Break (between fall and spring semesters) with the exception of Sanford Hall. Sanford Hall will operate on an extended calendar, and students contracting for that option may remain during Winter Break providing they pay the applicable charge. When the residence halls are closed for breaks, non-contracted students will be required to vacate their rooms.
Students must select the length of the contract period as described above, prior to occupancy, and once selected may not be changed after occupying an assigned space. Occupancy is defined by issuance of a key/card to the student for a specific room and does not require actual physical presence by the student and/or his/her possessions.
III. ACCEPTANCE OF THIS CONTRACT [return to top]
The signature of the student (electronic or hardcopy) on his/her housing application signifies that the student has read these terms and conditions and agrees to abide by all conditions, terms and policies specified in this contract and binds the student to this contract upon acceptance by the Department of University Housing.
IV. ASSIGNMENT OF SPACE [return to top]
A. Assignment
Returning residents who apply late and do not meet published deadlines and off-campus students who want university housing will be assigned according to the criteria for the new students. New students will be assigned on a first-come, first-served basis. Priority of assignments will be determined by the receipt date of the housing application/contract and the reservation/security deposit.
While every attempt will be made to honor mutual roommate requests, the university reserves the right to reassign students to other rooms and/or buildings for cause(s) deemed sufficient by the Department of University Housing. This contract is for a space, not a particular room. Roommate requests must be mutual and will be assigned based on the receipt date of the last of the pair to apply for university housing.
If a student fails to occupy his/her assigned space before 5:00 pm on the first day of classes without notifying the Department of University Housing of a delayed arrival, the space may be reassigned and the student declared a "No-Show". Students declared to be "No-Shows" forfeit their reservation/security deposit, and students who continue to enroll in classes at GCSU will be held financially responsible for 100% of the room charges for the academic year and/or semester.
B. Expanded Occupancy
If the words 'EXPANDED OCCUPANCY' appear on a student's room assignment letter, the student is eligible for regular spaces unclaimed by the assignees, provided that the student checked into the 'expanded occupancy' assigned space. Moves out of 'Expanded Occupancy' spaces are based on the receipt date of the housing application/contract, except where extenuating circumstances may necessitate deviation from that order.
C. Occupancy
A room may only be occupied by the person(s) officially assigned to the room. Neither room assignments nor the contract are transferable; occupancy by a student or other person without authorization is not permitted. Room changes are not permitted during the first two weeks of classes in the fall semester. This 'freeze' period allows the Department of University Housing to identify "No-Shows" and stabilize occupancy records. Changes of room assignments are permitted according to the guidelines outlined in the University Housing Handbook. If a student makes an unauthorized room change, the student may be required to return to his/her originally assigned space, may be denied the opportunity to participate in any other room changes, and/or will be assessed a $25.00 administrative fine.
If the unit occupied is a disabled-accessible unit and the student is not disabled in a manner that requires him or her to have a disabled-accessible unit, the student can be transferred to a non-disabled-accessible unit if the accessible unit is needed for a disabled student.
D. Consolidation
Students who contract for a double occupancy room but find themselves without a roommate, for whatever reason, will be required to consolidate. Consolidation involves either: 1) moving to another room with an available space, 2) finding someone else in the same situation to move in with you, or 3) paying the private room rate (on a space available basis). In cases where none of the consolidating parties wish to move, priority to remain will be determined by seniority: (1) length of room occupancy, (2) length of enrollment by credit hours, and (3) date of receipt of contract.
Students who do not willfully participate in consolidation efforts will automatically be charged the private room rate or re-assigned to another available space.
E. Single Room Changes
Students contracting for a single room (2 person suite) do so for the ENTIRE contract period. Changing to a double room may not be made after May 1st for Fall applicants or December 1st for Spring applicants. Students contracting for a "Double as Single" during the fall semester do so for the entire academic year (Fall, Spring).
F. Non-Discrimination Policy
The university prohibits discrimination on the basis of religion, race, age, gender, veteran status, color, disability, sexual orientation, or national origin in the assignment of persons as roommates.
V. MEAL PLAN [return to top]
A. Central Campus Freshmen (Choice of One Plan Required):
All incoming freshmen students electing to live in Central Campus Housing are required to contract for one of the following meal plans:
• Unlimited Plan with $150 Dining Dollars & $50 CatCash
• 14 Meals/Week with $200 Dining Dollars & $100 CatCash
*** There is no refund for missed meals. Unused Dining Dollars and CatCash will continue to roll forward each semester. ***
B. Returning Students/Upperclassmen (Voluntary):
All returning students/upperclassmen electing to live in Central Campus Housing qualify for one of the following voluntary meal plans:
• Unlimited Plan with $150 Dining Dollars & $50 CatCash
• 14 Meals/Week with $200 Dining Dollars & $100 CatCash
• 150 Block Meals with $250 Dining Dollars & $150 CatCash
• 100 Block Meals (No Dining Dollars or CatCash)
• 25 Block Meals (No Dining Dollars or CatCash)
*** There is no refund for missed meals, and residential block plan meals do not carry forward across semesters. Unused Dining Dollars and CatCash will continue to roll forward each semester. ***
The Unlimited Plan is designed for students who like to dine frequently and prefer unlimited visits to the dining hall during meal plan periods.
The 14 Meals/Week Plan allows students to choose any 14 meals served at the dining hall each week. This plan limits entry into the dining hall to once per meal period.
The 150 Block Plan provides students a block of 150 meals to use at the dining hall anytime during the semester (during meal periods). The 150 Block Plan is available to all upper-class (non-first-year) students and west campus freshmen residents only.
The 100 Block Plan provides students a block of 100 meals to use at the dining hall anytime during the semester (during meal periods). It is available to upper-class (non-first-year) students only.
The 25 Block Plan is available to upper-class (non-first-year students) who like to visit the dining hall but don't want a larger meal plan. Additional 25 Block Plans may be purchased anytime during the semester. The 25 Block Plan is the only plan where remaining meals carry forward from fall to spring semester.
Dining Dollars come with select residential meal plans. These funds, like CatCash, can be used at any on-campus food service outlet. However, the use of Dining Dollars is restricted to on-campus dining locations which include:
• MSU Dining Hall
• The Ice Box
• The Village Market
• Chick-fil-A
• Einstein Bros. Bagels
• Sandella's
• World of Wings
• Books & Brew Starbucks Cafe
• Blimpie
Dining Dollars and CatCash carry forward each successive semester. Upon request, Dining Dollars & CatCash balances greater than $20.00 will be refunded in full upon graduation or official withdrawal from GCSU. Students may elect to increase their meal plans at any time during the semester; but may not decrease their meal plans after August 1st for the Fall semester, or December 1st for the Spring semester. Students may also add CatCash Dollars to their account by contacting the Bobcat Card Office. CatCash can be used at all Sodexo food service operations, the GCSU Bookstore, the Business Office, and at a number of off-campus locations. Contact the Bobcat Card Office for the most up-to-date list of vendors who accept CatCash.
On-campus dining services are operated by Sodexo Campus Services on behalf of GCSU.
The Bobcat Card/Student ID serves as the meal plan card and is not transferable and may not be loaned. A non-refundable charge is assessed for each replacement card.
VI. DEPOSIT AND CONTRACT PAYMENT [return to top]
A. Deposit
A reservation/security deposit of $235 is due at the time the student submits a signed (electronic or hardcopy) housing application contract, if a deposit is not already on file with University Housing. The deposit consists of a $200 reservation/security deposit which is refundable and a $35 application fee which is non-refundable. The $200 deposit will be refunded upon proper completion of this contract or subsequent contracts. If this contract is not complete for any reason (other than graduation, student teaching, or co-op/internships) the deposit will be forfeited. The deposit serves as a residence hall reservation/security deposit, a deposit against damages, university housing changes and other university related charges.
B. Payment
The room and board charges at the prescribed rate per academic semester are payable in full at the time payment of tuition and fees are due for each semester. All other charges must be paid in full upon notification of a charge. If payment is not made by the stipulated deadline, an additional processing fee will be assessed. In addition, failure to pay all outstanding charges will result in the student's name being placed in the housing debt file, which may prohibit further registration, issuance of transcripts, and other records, and may result in removal from student housing. If charges are not paid and the university requests assistance from a collection agency, the student is responsible for any additional collection fees.
Residence hall and meal rates for the 2009-2010 academic year (Fall, Spring) will be announced during the Spring semester 2009.
VII. REFUND [return to top]
A student who withdraws or is required to withdraw from the university during a semester (for other than disciplinary reasons) or whose contract is properly cancelled (see section XIV Contract Release), will receive a refund of housing and meal plan fees, which will be made on a prorated daily basis, determined by the date the student removes all personal belongings from the assigned room, returns the room key, and officially checks out of the residence hall. No refunds will be made after the 60% refund period is reached, or if the student is evicted from housing for disciplinary reasons.
VIII. RESIDENCE HALL FACILITIES AND POLICIES [return to top]
This agreement is not intended to create a usufruct or convey any tenancy or other property interest to the student, the intent being to create a licensor/licensee relationship subject to the terms and conditions stated herein. The residence halls are considered private property, reserved for the exclusive use of resident students, invited guests, and authorized university personnel. Residents are held responsible for abiding by all university and residence hall policies and for informing their guests of said policies. Residents are held responsible for the behavior of their guests and all activities originating from their assigned rooms. Violations of any of the provisions in this contract or those outlined in The Student Handbook, University Housing Handbook, or any other official university policies will be considered a violation of the contract and grounds for removal from university housing. Violations will be referred to appropriate university personnel for disciplinary action and may also be referred to law enforcement officers for investigation and prosecution under applicable criminal laws.
Students shall have equal rights to the use of lounge areas, hallways, bathrooms, and other common spaces and agree to respect the rights of other students in such areas. These facilities include, but are not limited to, study lounges, main lounges, recreation rooms, laundry rooms, etc.
IX. DAMAGE CHARGES [return to top]
Students are responsible for loss of or damage to furnishings or equipment in the residence hall room to which they are assigned. When damages occur to any part of the public area of a living community (hallway, lounges, community rooms, etc.) all residents of the living community will be notified and held responsible for the cost of the repair. Students will be billed for the replacement or repair of any university property they damage or lose. For more information on the 'community assessment' process, refer to the University Housing Handbook.
At the time a student occupies a room, a Room Inventory & Checkout Form must be completed. This form establishes student responsibility for the room condition, furnishings, and room key/card. It includes a check-in inspection section which must be checked and signed by both the occupant and a staff member upon moving into the room and when vacating and checking out of the room. Any damages will be charged upon check-out to the student. Students vacating rooms are expected to clean, dust, mop and remove all trash and personal belongings from rooms and be officially checked out by the Hall Director or Resident Assistant.
X. KEYS/ACCESS CARDS [return to top]
Students are issued key(s) and/or an access card (their Bobcat ID Card programmed) at the time of occupancy at no charge. If a key is lost, the student will be charged to replace the core and cut new keys. If an access card is lost, the student will need a new Bobcat ID Card made at the Bobcat Card Office and will be charged for a replacement. When a room is vacated, it is the responsibility of each student to return their key(s) and room access card de-programmed (where applicable) to the Hall Director or Resident Assistant and see that the check out form is reviewed. If a room key(s) is not returned by the resident, it is considered an improper check out and the lock will be automatically re-cored at the student's expense. IT IS THE RESPONSIBILITY OF ALL RESIDENTS TO KEEP THEIR KEY(S) AND/OR BOBCAT CARD WITH THEM AT ALL TIMES. IT IS NOT THE RESPONSIBILITY OF THE RESIDENCE HALL STAFF TO UNLOCK DOORS.
XI. RIGHT OF ENTRY/SEARCH AND SEIZURE POLICY [return to top]
The university reserves the right to enter a student's room in the following instances: (A) when there is sufficient reason to believe that an occupant of the room may be physically harmed or endangered; when university property is believed to be damaged; when university policy is being violated; (B) to make periodic health, safety, and maintenance inspections; (C) for pest control; (D) or to make routine physical repairs to university property. If there is some specific reason to suspect that a criminal offense has taken place or evidence of that offense may be secured in that room, the warrant required shall be followed. If in the course of entry, illegal materials are found in plain view, they will be removed and the student may be notified of the confiscation and face possible disciplinary action.
XII. LIABILITY [return to top]
Although security precautions are taken, the university does not assume any legal obligation to pay for injury to person (including death) or loss or damage of personal property which occurs in its buildings or on its grounds prior to, during, or subsequent to the period of this contract. Students or their parents are encouraged to carry appropriate personal property insurance to cover such losses.
XIII. CONTRACT TERMINATION [return to top]
A. Contract Termination by the University
Upon reasonable notice and for good cause, the university reserves the right to terminate this contract at any time. Examples of good cause include, but are not limited to: 1) failure to make payment of required charges by announced deadlines; 2) a change in student status, including academic or disciplinary suspension; 3) failure to attend classes; 4) failure to remain a degree-seeking student; 5) failure to comply with state or federal law; residence hall policies and regulations; and/or rules or regulations as described in The Student Handbook, University Housing Handbook, this contract and/or its terms; or any other published rule and regulations of the university; 6) failure to admit an officer or agent for reasonable inspection of the room for health, safety or sanitation standards; 7) failure to comply with the direction or order issued by and with the authority of any officer of the university; 8) theft; 9) possession, sale or use of drugs in any area of the residence halls including steps and porches; 10) tampering with life safety and/or security of other residents; 11) failure to occupy the assigned space before the established deadlines for each semester. Students who use and/or possess illegal drugs in any residence hall may have their room contract terminated without financial refund.
Should this contract be terminated, the student may be required to vacate the residence hall within 24 hours unless special permission, in writing, has been obtained from the Executive Director of University Housing or a designee of the department. In the event the student does not vacate within the allowed time period, the room lock will be changed at the student's expense and any property of the student remaining in the residence hall room or building will be treated as abandoned property or stored and held under limited access. All charges for removal, disposal and storage will be assessed to the student.
Termination for any of the above conditions will result in the student being liable for all charges assessed during the term of this agreement and will not receive any refund for current semester room and board fees; forfeiting his/her reservation/security deposit. Students will also be financially responsible for any room damages and unreturned keys and/or access cards and failure to properly check out with a residence hall staff member.
The university reserves the right, at its discretion, to determine that past behavior and/or criminal activity is such that the interests of the university, the student and/or other students would be best served by alteration or cancellation of the contract. If the university becomes aware that a student has a record or criminal conviction(s) or other actions indicating behavior that would pose a risk to person or property and/or could be injurious or disruptive to the residence hall community or the living-learning environment, the university may not accept or may cancel the contract.
B. Contract Termination by the Student
Under certain circumstances, the student may terminate this contract by giving written notification to the Department of University Housing (refer to section XIV below.) If the student has occupied the assigned space and the request for termination has been approved, he/she must follow proper check out procedures published in the University Housing Handbook.' Occupancy is defined by issuance of a key and/or access card to the student for a specified room and does not require any actual physical presence by the student and/or his/her possessions. Failure to check out properly will result in a $50 administrative fine. Additional costs may be assessed for a lock change. The student must contact the Department of University Housing directly to initiate the process to terminate his/her contract.
XIV. CONTRACT RELEASES/CANCELLATION [return to top]
A. Contract Releases
A student may request, in writing, a release from this contract under the following conditions with no penalty if granted.
1. Graduation
2. Student Teaching outside of Baldwin County
3. Co-op/Internship outside of Baldwin County
A student may request, in writing, a release from this contract under the following conditions, but will forfeit his/her security deposit if granted.
1. Withdrawal from the university
2. Transferring to another school
Forms are available in the Department of University Housing for requesting the aforementioned exceptions.
B. Returning Student Cancellation Policy (Fall Semester)
Current students who complete a room and board contract, thereby reserving a space for the 2009-2010 academic year (Fall, Spring); may request in writing, to cancel this contract by:
On or before March 15th the reservation/security deposit will be refunded.
March 16th until March 31st will result in a forfeiture of deposit.
April 1st until April 15th will result in a forfeiture of deposit and an assessment of a $200.00 cancellation charge.
April 16th until April 30th will result in a forfeiture of deposit and an assessment of a $300.00 cancellation charge.
May 1st until May 15th will result in a forfeiture of deposit and an assessment of a $400.00 cancellation charge.
May 16th until the day before opening will result in a forfeiture of deposit and an assessment of a $500.00 cancellation charge.
All dates will be established by postmark or fax date on the written request.
Per section IV, Assignment of Space, students who complete this contract, enroll for classes at GCSU, and fail to honor this contract will forfeit their reservation/security deposit and be held financially responsible for 100% of the room charges for the semester.
C. New Student Cancellation Policy (Fall Semester)
A new student may request in writing to cancel this contract for Fall Semester under the following conditions:
Prior to May 1st the reservation/security deposit will be refunded.
May 2nd until May 31st will result in a forfeiture of deposit.
June 1st until June 15th will result in a forfeiture of deposit and assessment of a $100.00 cancellation charge.
June 16th until June 30th will result in a forfeiture of deposit and assessment of a $200.00 cancellation charge.
July 1st until the day before opening will result in a forfeiture of deposit and assessment of a $300.00 cancellation charge.
D. New Student Cancellation Policy (Spring Semester)
A new student may request in writing to cancel this contract for Spring Semester under the following conditions:
Prior to December 1st the reservation/security deposit will be refunded.
December 2nd until December 15th will result in a forfeiture of deposit.
December 16th until December 31st will result in a forfeiture of deposit and assessment of a $100.00 cancellation charge.
January 1st until the day before opening will result in a forfeiture of deposit and assessment of a $200.00 cancellation charge.
All dates will be established by postmark or fax date on the written request.
Per Section IV, Assignment of Space, students who complete this contract, enroll for classes at GCSU, and fail to honor this contract will forfeit their reservation/security deposit and be held financially responsible for 100% of the room charges for the semester.
XV. MENINGOCOCCAL DISEASE [return to top]
As of January 1, 2004, all post-secondary educational institutions in Georgia are required to provide information on meningococcal disease and vaccination to each newly admitted freshman or matriculated student residing in campus housing (Official Code of Georgia Annotated 31-12-3.2)
XVI. ADDENDA [return to top]
Housing rules and regulations appearing in the most recent Student Handbook, University Housing Handbook or revisions as may be periodically instituted by the Department of University Housing are made a part of this agreement.