2009-2010 The Village Apartments Room and Board Contract Terms and Conditions
The Village Apartments at West Campus
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. APARTMENT 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 RELEASE/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, it operates The Village Apartments at West Campus on a 12 month contract. 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. This provides for year-round occupancy and eliminates the need to seek alternative housing during university break periods. The following terms and conditions are the standards with which all apartment residents must abide. Please read them carefully. If you do not understand any portion of these terms, please contact The Village Apartments at West Campus at (478) 804-4690 or by email at: the.village@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 start of the semester in which the student intends to enroll.
II. CONTRACT PERIOD [return to top]
This contract financially obligates you, the student, for the entire 12 month contract period. If this contract is executed after the beginning of the contract period the student is obligated to honor the remainder of the contract period.
Students may occupy their assigned space from the date designated as the opening of university housing to the date designated as the end of the contract period.
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 building and apartment type preferences and 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 apartment or room. Roommate requests must be mutual. Ability to honor request will be determined by the receipt date of the second applicant. All efforts to meet roommate and apartment requests will be attempted but cannot be guaranteed. Applicants without preferred roommate requests will be assigned to an apartment with other residents without roommate requests.
If a student fails to occupy his/her assigned space within 72 hours after the contract period begins 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 contract period.
B. Occupancy
A room may only be occupied by the person officially assigned to the room. Neither room assignments nor the contract are transferable; occupancy by a student or other person without authorization is prohibited. Room changes are prohibited 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 Village at West Campus 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.
C. Consolidation
Students who contract for a room and the number of occupants for the apartment drops below two, the resident(s) may be required to consolidate. Consolidation involves either: 1) moving to another apartment with an available space, 2) finding someone else in the same situation to move in with you. In cases where none of the consolidating parties wish to move, priority to remain will be determined by seniority, which is based on: (1) length of room occupancy and (2) date of receipt of initial contract.
Students who do not willfully participate in consolidation efforts may be administratively assigned a roommate.
D. 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 housing program and in the housing assignment of persons as roommates.
V. MEAL PLAN [return to top]
A. The Village at West Campus Freshmen (Choice of One Plan Required):
All incoming freshmen students electing to live in The Village at West Campus 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
• 150 Block Plan with $250 Dining Dollars & $150 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 The Village at West Campus 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 Plan with $250 Dining Dollars & $150 CatCash
• 100 Block Plan (No Dining Dollars or CatCash)
• 25 Block Plan (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
• Books & Brew Starbucks Cafe
• Blimpie
• Sandella's
• World of Wings
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. 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 an apartment reservation/security deposit, a deposit against damages, and restitution for unpaid university charges.
B. Payment
The rent charges at the prescribed rate per contract period are payable in two payments due 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.
The Fall payment covers the housing charges for the period of August 2009 through January 2010.
The Spring payment covers the housing charges for the period of February 2010 through July 2010. If contracting for Spring semester ONLY, the payment covers the housing charges for the period of January 2010 through June 2010.
Apartment rental rates for the coming academic year (Fall, Spring) will be announced during the Spring Semester contract renewal period.
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, if applicable), 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 keys, and officially checks out of the apartment. No refunds will be made after the 65th day of classes, or if the student is evicted from housing for disciplinary reasons.
VIII. APARTMENT 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 Village Apartments at West Campus 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 apartment 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 room and/or apartment. Violations of any of the provisions in this contract or those outlined in The Student Handbook, The Village at West Campus 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 common spaces and agree to use all common areas in a prudent, inoffensive and non-dangerous manner and in compliance with the community policies and will respect the rights of other students in such areas. These facilities include, but are not limited to, apartment living rooms, kitchens, bathrooms, and laundry rooms, clubhouse, game room, computer labs, community rooms, pool fitness rooms, courtyards, hallways, etc. University Housing may impose restrictions on the use of the common areas, as deemed appropriate.
A. Student Rooms/Furniture
Any room furnishing added by a student must be free standing, and no part of one's personal furnishings may be attached, wedged, or secured in any manner to the ceiling, floor, walls, doors, or university furnishings in the room. No item may be placed which obstructs direct access to the doors or windows, thereby hindering evacuation. No university furnishings or equipment/appliances may be altered from their intended design or removed from the room by the student or his/her guest(s).
Residents shall not make any alterations or improvements which may include: painting, wallpapering, drilling of holes, nailing, or attaching of screws, installing of antenna or phone outlets, defacing or otherwise altering the premises, of any walls, fixtures, appliances, or equipment owned by University Housing. Residents will be held liable for damages or injuries caused by any alterations made without approval. The cost of repairing damages will be assessed to the resident. No common area furniture may be taken from any public and placed in student rooms or moved to other locations. No personal property may be stored in public areas.
B. Repairs
Residents will promptly notify The Village Office or submit a work order via the online work order system on myCats, if a repair is needed for a room, an apartment, or a public area. The reporting of a maintenance need grants the university permission to access the apartment to make needed repairs.
When a room in an apartment is vacated, the university reserves the right to enter the apartment to make needed repairs, upgrades, inspections and inventories, and for custodial services. This may also include common use areas such as bathrooms, kitchen/living rooms and laundry areas.
C. Pets
Pets are not permitted in The Village Apartments at West Campus, except for fish in tanks not larger than 10-gallon capacity and trained dog guides for visually/hearing impaired residents or guests. If a resident is found to have an unauthorized pet in the apartment at anytime, for any length of time, for any reason, the resident will be assessed a pet fine of $150 per pet per occurrence. The pet must be removed immediately or the resident will face disciplinary action. The resident will be responsible for any damages that occur and any necessary pest control or custodial charges as a result of the pet.
IX. DAMAGE CHARGES [return to top]
Students are responsible for loss of or damage to furnishings or equipment in the apartment and room to which they are assigned. When damages occur to any part of the public area of a living community (hallways, community areas, etc.), all residents of the living community will be notified and held responsible for the cost of 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 Village Apartments at West Campus Handbook.
At the time of occupancy, the student will sign a Room Inventory Form, which will become part of this contract agreement. This form establishes student responsibility for the room condition, furnishings, room key and mailbox key. It includes a check-in inspection section which must be reviewed and signed by both the occupant and a staff member upon moving into the room and when vacating and checking out. Any damages beyond natural wear and tear will be charged upon checkout to the student. Students vacating rooms are expected to clean, dust, mop, vacuum and remove all trash and personal belongings from the occupied room and apartment and be officially checked out by a designated staff member.
X. KEYS/ACCESS CARDS [return to top]
Students are issued a room key and a mailbox key 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 keys to the staff member processing their check out and see that the Room Inventory form is reviewed. If a key is not returned by the resident, it is considered an improper checkout and the lock will automatically be 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 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; (B) when university property is believed to be damaged; (C) when university policy is being violated; (D) to make periodic health, safety, and maintenance inspections; (E) for pest control; (F) or to make routine maintenance repairs, upgrades and/or inspections to university property. If there is some specific reason to suspect that a criminal offense has taken place or evidence of that offense is secured in that apartment, the applicable warrant requirements shall be followed. If in the course of entry, illegal materials are found in plain view, they will be removed and the student will be notified of the confiscation and face possible disciplinary action or referral for criminal prosecution. The resident acknowledges that key access will be provided to maintenance and custodial personnel and/or pest control contractors for routine pest control and routine inspection.
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, The Village at West Campus 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 building 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; 12) failure to maintain health and safety standards set by the university. Students who use and/or possess illegal drugs in any apartment may have their room contract terminated without financial refund.
Should this contract be terminated, the student may be required to vacate the apartment within 24 hours unless special permission, in writing, has been obtained from the Executive Director of University Housing or his/her designee. In the event the student does not vacate within the allowed time period, the room lock will be re-cored at the student's expense and any property of the student remaining in the apartment/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 term rent fees and forfeiture of his/her reservation/security deposit. Students will also be financially responsible for any damages and unreturned keys and/or access cards and failure to properly check out with a housing 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 apartment 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 Village at West Campus 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 Village Office directly to initiate the process to terminate his/her contract.
XIV. CONTRACT RELEASE/CANCELLATION [return to top]
A. Contract Releases
A student may request a release from this contract by giving written notification to The Village Office 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 a release from this contract by giving written notification to The Village Office under the following conditions, but if release is granted, will forfeit his/her security deposit.
1. Withdrawal from the university, other than for disciplinary reasons
2. Transferring to another school
Forms are available in The Village Office and in the Department of University Housing for requesting the aforementioned exceptions.
B. Current Resident Cancellation Policy (Fall Semester)
Current students who sign a contract agreement, thereby reserving a space the upcoming contract period, may request, in writing, to cancel this contract in advance of the contract period. Cancellation requests received:
On or before March 15th the security deposit will be refunded.
March 16th until March 31st will result in a forfeiture of the deposit.
April 1st until April 15th will result in a forfeiture of the deposit and an assessment of a $200 cancellation charge.
April 16th until April 30th will result in a forfeiture of the deposit and an assessment of a $300 cancellation charge.
May 1st until May 15th will result in a forfeiture of the deposit and an assessment of a $400 cancellation charge.
May 16th until the day before the 2009-2010 contract period will result in a forfeiture of the deposit and an assessment of a $500 cancellation charge.
All dates will be established by postmark or fax date on the written request.
Per section IV, Assignment of Space, students who sign a contract agreement, enroll for classes at GCSU, and fail to honor this contract or cancel by the established deadlines, will forfeit their reservation/security deposit and be held financially responsible for 100% of the housing charges for the contract period.
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 the 2009-2010 contract period 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 security/reservation 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, The Village at West Campus Handbook or revisions as may be periodically instituted by the Department of University Housing are made a part of this agreement.