The University is committed to providing housing options and housing related services and supports for our diverse student population with a commitment of a guarantee for domestic and international first year undergraduate students who apply within applicable deadlines. The University is also committed to working with partners including UWSA, ISC and Canterbury College to ensure off-campus housing support and resources are updated and available.
The Office of Housing and Residence Life will ensure housing policies and information about housing related supports, services and resources are accessible on the Housing and Residence Life webpages. This will include the principles/commitment to student housing, details about appropriate institutional infrastructure, off-campus housing resources provided by on and off-campus partners and other housing related supports and services.
If you have any questions about our policies please email resservices@uwindsor.ca for support.
Policies
Policy Title: Access to Student Housing Policies and Off-Campus Resources Policy (PDF)
Date Established: October 2024
Office with Administrative Responsibility: Housing and Residence Life
Approver: Director, Housing & Residence Life
Revision Date(s):
Purpose
This policy outlines the University’s commitment to ensuring access to information, resources and policies related to student housing.
This policy is prepared in compliance with the directive from the Ministry of Colleges and Universities dated July 15, 2024, requiring the publication of Student Housing Policies by postsecondary institutions.
Scope of Policy
This policy pertains to housing services provided by the Office of Housing and Residence Life for undergraduate and graduate students.
Definitions
The definitions below are specific to the development and maintenance of this policy:
- “Office of Housing and Residence Life” is a department within the Division of Student Affairs with accountability for university housing operations
- “Canterbury College” an affiliate college of the University of Windsor and is a not-for-profit charitable corporation that provides off-campus residence options for University of Windsor students
- “University of Windsor Student Association (UWSA)” is the full-time undergraduate student union at the University of Windsor
- “International Student Centre (ISC)” is a department within the Division of Student Affairs with accountability for supporting international students
- “First Year Undergraduate student” is a student who is attending the university of Windsor for the first time in their first year of their undergraduate degree
Policy Statement
The University is committed to providing housing options and housing related services and supports for our diverse student population with a commitment of a guarantee for domestic and international first year undergraduate students who apply within applicable deadlines. The University is also committed to working with partners including UWSA, ISC and Canterbury College to ensure off-campus housing support and resources are updated and available.
The Office of Housing and Residence Life will ensure housing policies and information about housing related supports, services and resources are accessible on the Housing and Residence Life webpages. This will include the principles/commitment to student housing, details about appropriate institutional infrastructure, off-campus housing resources provided by on and off-campus partners and other housing related supports and services.
Roles and Responsibilities
- The Director, Housing & Residence Life is responsible for:
- (A) Reviewing and updating all housing policies as per the review schedule listed in the individual policies
- (B) Working in conjunction with the UWSA, ISC and Canterbury College to develop partnerships and provide off-campus housing search information and resources
- Office of Housing & Residence Life administrative staff are responsible for:
- (A) Maintaining and updating off-campus housing resources list and ensuring availability of resources on website
Review By
April 2025
Appendices
Student Housing Policy and Data Requirements Memorandum dated July 15, 2024
Cross References
Housing and Residence Life website - https://www.uwindsor.ca/residence/
Housing Policies webpage - https://www.uwindsor.ca/residence/1732/housing-policies
Policy Title: Room Assignment Policy – First Year Students (PDF)
Date Established: Historical policy
Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Admissions
Approver: Director, Lynn Charron
*Revision Date(s): February 8, 2024, October 2024
Purpose
This policy pertains to the methods used to assign residence rooms that are designated as first year types.
Scope of Policy
This policy pertains to all first-year applicants to residence
Definitions
The definitions below are specific to the development and maintenance of this policy
- “First year students”: means the student is entering their first year of undergraduate education
- “Assignment Categories”: The types of groups we use to determine room types and assignment order. These include domestic first year, international first year, beyond first year, returning residents, Living Learning Communities (LLC), student athletes, exchange students and students who have submitted an accommodation or unique needs request.
- “Modified lottery system”: A predetermined number of rooms are held for returning residents, Living Learning Communities, student athletes, exchange students, and students who have submitted requests for accessibility or special accommodations. These rooms are assigned before those of applicants in other categories based on room preference indicated in their residence applications. All remaining residents eligible for a guaranteed space in residence (see Domestic First Year Guarantee Policy & International First Year Guarantee Policy) are assigned next using a randomized process based on room preference indicated in their residence applications. All remaining residents are assigned using a randomized process based on residence type rankings indicated in their residence applications.
Roles and Responsibilities:
- The Director is responsible for:
- (A) Determining how residence spaces will be designated each year (ex. Beyond first year spaces, first year spaces, LLC spaces etc.).
- The Admissions Secretary is responsible for:
- (A) Assigning the students based on the categories using the modified lottery system
Policy Statement
Housing and Residence Life assigns first year students within all assignment categories using a modified lottery system to assign rooms.
Applications that are not complete will not be considered for room assignment.
Review By
Review every January
Policy Title: Room Assignment Policy – Beyond First Year Students (PDF)
Date Established: Historical policy
Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Admissions
Approver: Director, Lynn Charron
*Revision Date(s): February 8, 2024, October 2024
Purpose
This policy pertains to the methods used to assign residence rooms that are designated as beyond first year types.
Scope of Policy
This policy pertains to all beyond first year applicants to residence.
Definitions
The definitions below are specific to the development and maintenance of this policy
- “Beyond First Year Students”: Residents who have completed their first year of their undergraduate degree and/or who have received recognition as completing the first year of their undergraduate degree, including but not limited to transfer students, graduate students, professional school students
- “Returning residents”: Residents who are living in residence at the time of application for the following year.
- “Modified first come first served”: Returning residents are provided with the opportunity to select their own room from rooms that are predetermined to be used as beyond first year spaces. All other beyond first year students will be assigned on a first come first serve basis based on their room preference indicated on the application and availability of beyond first year spaces. Students who have submitted an accommodation or unique needs request may be placed first if it is determined that their accommodation or unique need would present an extreme hardship in finding accommodations outside of residence.
- “Assignment Categories”: The types of groups we use to determine room types and assignment order. These include domestic first year, international first year, beyond first year, returning residents, Living Learning Communities (LLC), student athletes, exchange students and students who have submitted an accommodation or unique needs request.
Roles and Responsibilities
- The Director is responsible for:
- (A) Determining how residence spaces will be designated each year (ex. Beyond first year spaces, first year spaces, LLC spaces etc.).
- The Admissions Secretary is responsible for:
- (A) Assigning the students based on the categories
Policy Statement
Housing and Residence Life assigns beyond first year student within all assignment categories using a modified first come first serve basis based on availability of beyond first year room types.
Applications that are not complete will not be considered for room assignment.
Review By
Review every January
Policy Title: Application Cancellations Policy (PDF)
Date Established: Historical Policy
Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Admissions
Approver: Director, Housing & Residence Life – Lynn Charron
*Revision Date(s): October 2024
Purpose
The purpose of this policy is to outline what happens when a student cancels their residence application.
Scope of Policy
This policy pertains to students who apply for residence but cancel their application or room assignment prior to move-in.
Definitions
The definitions below are specific to the development and maintenance of this policy
- “Applicant” refers to the person who has completed the residence application. Once they are assigned a room they are referred to at the Resident.
- “Cancellation Request Form” is the form an applicant must complete and is found on the residence website.
Roles and Responsibilities
- The Applicant is responsible for:
- (A) Completing the cancellation form
- The Admissions Secretary is responsible for:
- (A) Reviewing the cancellation forms and approving/denying the requests
- (B) If applicable, cancelling the application
Policy Statement
To cancel a residence application the applicant must complete a Cancellation Request Form.
An applicant may submit a request to cancel their residence application up until 5 days after receiving their Notification of Room Assignment. During this period the applicant will not receive a refund of their deposit however they will be released from the Residence and Meal plan agreement. If the residence deposit is waived for any reason during the application process there will be no charge placed onto the student’s account if they cancel their application during this 5 day period.
After 5 days of receiving their Notification of Room Assignment the Residence Licence & Meal Plan Agreement is enforced unless the applicant is no longer registered at the University of Windsor and remains unregistered for the duration of the academic year. The applicant will not receive a refund of their deposit unless the academic offer of admission has been rescinded by the university.
If a Cancellation Request Form is not submitted the full residence and meal plan fees will be placed on the student account.
Review by
Review every January
Title: Application Cancellation Policy (PDF)
*Date Established: Historical
*Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
*Approver: Director, Lynn Charron
*Revision Date(s): October 2024
Scope
These procedures apply to the implementation of the Application Cancellation Policy
Procedure
- Student submits a Cancellation Request Form through the online form available on the Residence Services website.
- Admission Secretary receives email generated by submission of Cancellation Request Form and cancels application and/or booking within StarRez.
- Admissions Secretary views application and/or booking to determine when the student cancelled and what the student is eligible for.
- Admissions Secretary processes any necessary refunds and sends student email from StarRez approving or denying their request and notifying them of any refund or charges due.
Policy Title: Communications and Resident Privacy (PDF)
Date Established: Historical policy
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Operations
Approver: Director, Lynn Charron
*Revision Date(s): January 11, 2024, October 2024
Purpose
The purpose of this policy is to outline communication with any third-party regarding current and past Residents.
Scope of Policy
This policy pertains to current and past Residents any third-party seeking information.
Definitions
The definitions below are specific to the development and maintenance of this policy:
1.“Freedom of Information & Protection of Privacy Act” (FIPPA) is a law related to privacy that applies to the provincial government of Ontario, universities, colleges, hospitals and designated agencies. FIPPA came into force on January 1, 1988.
2.“Third-party” means anyone other than the resident, this could include, but is not limited to, parent, guardian, family member, agent, professor.
Roles and Responsibilities
- The Resident is responsible for:
- (A) Identifying an Emergency Contact they are comfortable with Housing and Residence Life contacting in the case of an emergency
- (B) Updating their Emergency Contact information is something change
- Staff of Housing and Residence Life:
- (A) Following FIPPA rules when being contacted by third parties
- The Director and/or Team Lead:
- (A) Determining if a situation has met one of the circumstances where information will be shared
Policy Statement
Housing and Residence Life staff are required to follow the Freedom of Information and Protection of Privacy Act (FIPPA). In keeping with FIPPA, staff will not release information about any Resident, including but not limited to, confirming whether they live within residence, their room number or building, anything related to their residence fees or conduct history except under the following circumstances:
- The Resident provides written permission to communicate information coming from their University of Windsor email address
- If behaviour, personal security or health issues are of serious concern, Housing and Residence Life may contact the Emergency Contact listed on the application or may share the information with other University of Windsor departments including Canterbury College.
- If behaviour, personal security or health issues are of serious concern, Housing and Residence Life and the Resident is less than 18 years of age, the parent or guardian may be contacted rather that the emergency contact.
If someone contacts the Office of Housing and Residence Life (i.e. family member), staff will notify the Resident to request that they contact the person themselves. Staff will not follow back up with the person who has called unless one of the above listed circumstances has occurred.
Review By:
Review every January
Title: Procedures for Implementing Policy Communication and Resident Privacy (PDF)
*Date Established: Historical procedure
*Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Operations
*Approver: Director, Lynn Charron
*Revision Date(s): October 2024
Scope:
These procedures apply to the implementation the Policy on Communication and Resident Privacy.
Procedure:
- When a third-party contacts Housing and Residence Life regarding a Resident or former Resident the Staff will explain that they are unable to provide any details regarding the person they are contacting the department about.
- If the third-party would like to leave information or contact information for the Resident they will collect that information.
- The information will be provided to the student either by email, via a visit to their room or via a note to the room depending on the circumstances of the information. Office staff will collaborate with Residence Life Staff/Director to determine the best course of action if the situation involves wellness concerns. For any administrative related concerns, the staff taking the information can provide it to the student.
Policy Title: Residence Eligibility (PDF)
Date Established: Historical policy
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
Approver: Director, Housing & Residence Life
*Revision Date(s): December 18, 2023, October 2024
Policy Statement:
The purpose of this policy is to outline the eligibility requirements for individuals wanting to live in residence spaces operated by the University of Windsor.
Application of Policy
This policy pertains to all individuals who apply for or live in Residence.
Roles and Responsibilities:
- The Resident is responsible for:
- (A) Reporting registration status change as soon as possible to Housing and Residence Life by email to resservices@uwindsor.ca
- The Admissions Secretary is responsible for:
- (A) Reviewing weekly enrollment status report
- (B)Contacting any individuals showing as not registered to determine status
- (C) Confirming with any non-registered individuals the requirement to move out of residence
Policy Statement
To be eligible to live in Residence, the Resident must be enrolled in a minimum of one course per semester or enrolled in a placement related to academic requirements (ex. cooperative education, residency placement) at the University of Windsor or the Schulich School of Medicine & Dentistry – Windsor Campus.
If the Resident is no longer enrolled in any courses or academic placement the Resident will be required to vacate the room.
Review By
Review every January
Title: Procedures for Implementing Residence Eligibility Policy (PDF)
*Date Established: Historical Policy
*Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Admissions
*Approver: Director, Housing & Residence Life
*Revision Date(s): October 2024
Scope
These procedures apply to the implementation of the Residence Eligibility policy.
Procedure:
- The Residence Admissions Secretary receives a weekly report detailing the enrollment status of all students living in Residence for the term.
- The Admissions Secretary follows up via email with students identified in this report as not enrolled in classes for the term.
- Students who do not respond to the email will be visited by the Residence Life Coordinator for their residence hall, who will follow up on the student’s registration status.
- If a student indicates they do not plan to register for the term, they are required to complete a withdrawal request and will be required to move out of residence (withdraw).
Policy Title: Extension of Stay Past Period of Residency (PDF)
Date Established: Historical Policy
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Operations
Approver: Director, Housing & Residence Life
*Revision Date(s): January 2024, October 2024
Purpose
The purpose of this policy is to outline how a Resident can request to stay past their period of residency.
Scope of Policy
This policy pertains to all Residents.
Definitions
The definitions below are specific to the development and maintenance of this policy:
- “Period of Residency” means the dates outlined in the Residence and Meal Plan Agreement for residence occupancy for the Fall, Winter, Intersession and/or Summer terms
- “Extension Request Form” is the form that a Resident must complete to request to stay beyond the Period of Residency. The form is available to students on the Residence portal. The form indicates a deadline date for submission as well as the fee for late submissions.
Policy Statement
The Resident is permitted to stay in residence until 24 hours after the Resident’s final exam each term or by the end of term occupancy date as indicated in their residence agreement, whichever date and time comes first. If a Resident wants to stay beyond 24 hours after their final exam ends or end of term occupancy date, whichever date occurs first, they must submit an Extension Request Form. Such extension is subject to approval by Housing and Residence Life, in its sole discretion.
If approved, a per night extension fee will apply based on the following reasons, fees can be found on the residence website:
- Staying in Residence for following term
- Academic (Rescheduled exam, academic program dates are different)
- Non-Academic (ex. Transportation)
- Requests to stay past the period of residency between Fall and Winter terms do not have any additional fees
A Resident who is found in their room past their period of residency without having submitted an Extension Request Form will be in violation of the Residence and Meal plan agreement and may be assessed a responsibility fine of $125 and will be charged the per night extension fee.
Residents who are in an academic program that does not align with dates outlined in the Residence and Meal Plan agreement will not be guaranteed an extension and might need to find alternate housing arrangements for the portions of their academic term that falls outside of the dates outlined in the agreement.
Roles and Responsibilities
- The Resident is responsible for:
- (A) Submitting an Extension Request Form by the deadline date specified in the email they receive when the request form is launched
- The Residence Life Coordinator/Residence Life Team Lead is responsible for:
- (A) Informing the Facilities Coordinator of any students who should not be approved due to conduct concerns prior to the Extension Request Form being launched
- The Facilities Coordinator is responsible for:
- (A) Determining what type of request has been submitted based on form & included documentation
- (B) Reviewing and approving/denying all requests
- (C) Providing information on approved requests to the Admissions Secretary
- The Admissions Secretary is Responsible for:
- (A) Sending email to all Residents once the Extension Request Form is available each term
- (B) Placing any fees or fines onto the Resident’s account based on the type of request that has been made
Review By
Review every October
Title: Procedures for Implementing Policy Extension of Stay Past Period of Residency (PDF)
*Date Established: Historical Policy
*Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Operations
*Approver: Director, Housing & Residence Life
*Revision Date(s): October 2025
Scope
These procedures apply to the implementation of the Policy on Extension of Stay Past Period of Residency.
Procedure
- The Admissions Secretary sends email to all residents when the extension Request Form is available.
- Residents will complete the Extension Request Form as needed.
- Facilities Coordinators review and approve/deny requests as they are submitted. An email confirmation is sent to the Resident.
- Facilities Coordinators provide the Admissions Secretary with information related to approved requests.
- Admissions Secretary places extension daily fees onto the Resident’s account.
Policy Title: December Holiday Recess Stay (PDF)
Date Established: Historical Policy
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Operations
Approver: Director, Housing & Residence Life
*Revision Date(s): January 2024, October 2024
Purpose
The purpose of this policy is to outline how a Resident can request to stay during the December Holiday Recess.
Policy Statement
The University closes each year in December for the December Holiday Recess and reopens in January. Residents who are assigned for the Fall and Winter terms may apply to stay or return early during this period by submitting a Holiday Recess Stayover application before the deadline set by Housing and Residence Life. Such a request is subject to approval by Housing and Residence Life, in its sole discretion. If approved, the Resident is permitted to stay in residence during the December Holiday Recess at no additional charge.
A student who is found to be staying or returning early without having submitted a Holiday Recess Stayover application will be fined $125.
Scope of Policy
This policy pertains to residents assigned to a residence room for the Fall and Winter terms.
Definitions
The definitions below are specific to the development and maintenance of this policy.
- “December Holiday Recess” is the period in which the University of Windsor closes between Fall and Winter terms. The residence buildings remain open during this period.
- “Holiday Recess Stayover Application” refers to the form that a resident must complete if they are interested in staying during the recess or returning early.
Roles and Responsibilities:
- The Resident is responsible for:
- (A) Completing the Holiday Recess Stayover Application form.
- The Facilities Coordinator is responsible for:
- (A) Approving/denying all applications
Review By
Review every June
Title: Procedures for Implementing December Holiday Recess Stay Policy (PDF)
*Date Established: Historical procedure
*Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Operations
*Approver: Director, Housing & Residence Life
*Revision Date(s): October 2024
Scope
These procedures apply to the implementation of the December Holiday Recess Stay Policy.
Procedure
- The Admissions Secretary provides notice to residents when the December Holiday Recess Stayover application is available on the Residence Portal.
- The Resident completes the December Holiday Recess Stayover application by the deadline date specified in the notice.
- The Facilities Coordinator reviews and approves/denies all applications and provides notice by email to the resident of their application status.
Policy Title: Domestic First Year student guarantee (PDF)
Date Established: Historical
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
Approver: Director, Lynn Charron
*Revision Date(s): October 2024
Purpose
This policy outlines the domestic student undergraduate residence guarantee.
Application of Policy
This policy pertains to domestic first year students who are coming to the University of Windsor
Definitions:
The definitions below are specific to the development and maintenance of this policy:
- “Domestic first year student” means the student is entering their first year of undergraduate education and fits the university criteria to be eligible as a domestic student
- “Residence guarantee date” means the date selected for which a student must apply for residence to be guaranteed a space in residence. The guarantee date is always the same date or a few days after the Ontario University Application Centre (OUAC) sets as the earliest date an Ontario high school student may be required to respond to an Ontario university offer of admission and give a financial commitment.
Roles and Responsibilities
- The Admissions Secretary is responsible for:
- (A) Confirming the OUAC date and proposing a guarantee date each year
- (B) Reviewing applications for first year status and consulting with the Office of the Registrar on any discrepancies or concerns prior to assigning
- (C) Assigning first year domestic students who apply by the guarantee date
- The Director is responsible for:
- (A) Confirming the guarantee date each year
Policy Statement:
A residence room is guaranteed for domestic undergraduate students entering their first year, who apply and submit the residence deposit by the residence guarantee date set by Housing and Residence Life. After that date, students can still apply however room assignments will be based on availability.
Review By:
Review every May
Title: Procedures for Domestic First Year Student Guarantee Policy (PDF)
*Date Established: Historical policy
*Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
*Approver: Director, Lynn Charron
*Revision Date(s): October 2024
Scope:
These procedures apply to the implementation of the Policy on Domestic first year student guarantee
Procedure:
- All applications that are received by the residence guarantee date are reviewed by the Admissions Secretary after the residence guarantee date passes. Applications falling under this policy are separated from the rest of the applications. Data to determine the eligibility for the guarantee is provided through the student information system and the applications are coded.
- All first year students falling into this guarantee as well as our international first year student guarantee (see separate policy for more information) are assigned first
- First year students who apply after the residence guarantee date are assigned based on availability
Policy Title: International First Year student guarantee (PDF)
Date Established: June 2024
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
Approver: Director, Lynn Charron
*Revision Date(s): October 2024
Purpose
This policy outlines the international undergraduate residence guarantee
Application of Policy
This policy pertains to international first year students who are coming to the University of Windsor.
Definitions:
The definitions below are specific to the development and maintenance of this policy:
- “International first year student” means the student is entering their first year of undergraduate education and fits the university criteria to be eligible as an international student
- “Residence guarantee date” means the date selected for which a student must apply for residence to be guaranteed a space in residence. The residence guarantee date is set as the same date or a few days after the Ontario University Application Centre (OUAC) sets as the earliest date an Ontario high school student may be required to respond to an Ontario university offer of admission and give a financial commitment.
- “International Residence guarantee date” means the date for which an international student must apply to residence to be guaranteed a space in residence. The Fall/Winter is the same as the residence guarantee date while the Winter and Intersession/Summer are set dates as listed in this policy.
Policy Statement
A residence room is guaranteed for international undergraduate students entering their first-year who apply and submit the residence deposit by the international student residence guarantee date associated with their semester of entry as explained below. After that date students can still apply for residence and will be assigned based on availability.
If a student applies by the international student residence guarantee date and a space is not available, the student will be supported in finding off-campus housing.
International Student Residence Guarantee Dates:
- Fall/Winter Semester entry: June 1
- Winter Semester entry: November 15
- Intersession/Summer semester entry: March 15
Roles and Responsibilities
- The Admissions Secretary is responsible for:
- (A) Confirming the OUAC date and proposing a residence guarantee date each year
- (B) Reviewing applications for international first year status and consulting with the Office of the Registrar on any discrepancies or concerns prior to assigning
- (C) Assigning first year international students who apply by the guarantee date for the semester in which they are entering
- The Director is responsible for:
- (A) Confirming the guarantee date each year
Review By:
Review every May
Title: Procedures for Domestic First Year Student Guarantee Policy (PDF)
*Date Established: Historical policy
*Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
*Approver: Director, Lynn Charron
*Revision Date(s): October 2024
Scope:
These procedures apply to the implementation of the Policy on Domestic first year student guarantee
Procedure:
- For Fall/Winter: All applications that are received by the residence guarantee date are reviewed by the Admissions Secretary after the residence guarantee date passes. For Winter and Intersession/Summer: All applications that are received after the international student residence guarantee date are reviewed by the Admissions Secretary after the residence guarantee date passes. Applications falling under this policy are separated from the rest of the applications. Data to determine the eligibility for the guarantee is provided through the student information system and the applications are coded.
- All international first year students falling into this guarantee as well as our domestic first year student guarantee (see separate policy for more information) are assigned first
- First year international students who apply after the residence guarantee date are assigned based on availability
Policy Title: Meal Plan Policy (PDF)
Date Established: December 18, 2023
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
Approver: Director, Lynn Charron
*Revision Date(s): October 2024
Policy Statement:
Residents living in Alumni Hall, Cartier Hall, Laurier Hall and Rodzik Hall are required to select and purchase a meal plan for the Fall and Winter semesters.
If a resident does not select a meal plan on their application the default selection of the largest meal plan option will be selected on their behalf.
Scope of Policy
This policy pertains to all residents living in Alumni Hall, Cartier Hall, Laurier Hall and Rodzik Hall.
Roles and Responsibilities
- The Resident is responsible for:
- (A) Selecting a meal plan on their application
- (B) Understanding the conditions of the meal plan as per policies outlined in the Residence and Meal Plan agreement and on the Food Services website
- The Admissions Secretary is responsible for:
- (A) Ensuring the residence application has the current meal plan options
- (B) Applying the meal plan charge onto the student account
- Food Services is responsible for:
- (A) Administering the meal plan
- (B) Responding to any questions, concerns, complaints or dietary requests from residents
Review by:
Review every July
Policy Title: Period of Residence Policy (PDF)
Date Established: Historical Policy
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
Approver: Director, Housing & Residence Life
*Revision Date(s): November 2024
Purpose
This policy outlines the occupancy periods for assigned residence rooms for each term.
Scope of Policy
This policy pertains to Residents who have been assigned a room to residence
Definitions
The definitions below are specific to the development and maintenance of this policy.
-
“Scheduled Move In Date” refers to the date each term that is scheduled for new residents to move in
-
“Residence and Meal Plan Agreement” refers to the legal document and contract residents agree to during their application process which details the terms and conditions of their residency
Policy Statement
Unless otherwise determined in accordance with the Residence and Meal Plan agreement the University will provide the assigned Resident with accommodations in a residence during their period of residency as detailed in their Residence and Meal Plan agreement. For students entering in Fall, the period of residency includes both Fall and Winter terms.
Fall Term: Between the assigned move-in date, typically the Sunday following Labour Day and until 24 hours after the Resident’s final exams in December or by 11:00am on the alternate exam date as listed in the University of Windsor Important Academic Dates, whichever date and time occurs first.
Winter Term: 24 hours prior to the first scheduled day of classes in Winter term, or the scheduled move in date until 24 hours after the Residents final exams in April or by 11:00am on the alternate exam date as listed on the University of Windsor Important Academic Dates, whichever date and time occurs first.
Inter-session/Summer Terms: 24 hours prior to the first schedule day of classes/academic requirements, or the scheduled move in date until 24 hours after the Resident’s final exam at the end of their academic session
Residents are not required to move out or reapply between Fall and Winter terms as their Residence and Meal Plan agreement spans both terms. Residents wishing to live in residence during the Inter-session/Summer terms must apply separately from their Fall/Winter assignment.
Roles and Responsibilities
-
The Office of Housing and Residence Life is responsible for:
-
(A)Selecting and scheduled move-in dates and communicating these dates with Residents
-
Review By
Review every June
Policy Title: Failed Arrivals Policy (PDF)
Date Established: Historical Policy
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
Approver: Director, Housing & Residence Life
*Revision Date(s): October 2024
Purpose
This policy outlines what happens when a resident does not arrive and does not cancel their residence assignment.
Policy Statement
If the Resident does not move in and fails to either submit a late arrival request or cancel their confirmed residence Room prior to the scheduled move in date for the term for which they are assigned they will be considered a Failed Arrival, and the Resident will remain responsible for all Room fees.
Scope of Policy
This policy pertains to Residents who have been assigned a room to residence
Definitions
The definitions below are specific to the development and maintenance of this policy.
- “Scheduled Move In Date” refers to the date each term that is scheduled for new residents to move in
- “Late arrival request” refers to the form available on the residence portal for students to complete if they are arrival beyond the scheduled move in date
Roles and Responsibilities
-
The Admissions Secretary is responsible for:
- (A) Confirming arrival of all students through assignment software
- (B) Emailing failed arrival with 24-hour notice
- (C) Confirms charges on student accounts for all confirmed failed arrivals
- The Residence Life Staff is responsible for:
- (A) Confirming occupancy/non-occupancy of rooms that appear to have a failed arrival in the assignment software
Review By
Review every June
Title: Procedures for Implementing Failed Arrivals Policy (PDF)
*Date Established: October 2024
*Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Admissions
*Approver: Director, Housing & Residence Life
*Revision Date(s): October 2024
Scope
These procedures apply to the implementation of the Policy on Failed Arrivals
Procedure
-
After each scheduled move-in day the Admissions Secretary reviews the assignment system to determine which students have not applied for a late arrival and have not yet arrived.
- The Admissions Secretary consults with the Residence Life staff to determine if the student showing as not arrived were not checked in properly but have moved in. For students who have arrived the Admission Secretary will adjust their status in our system.
- If Residence Life confirms that the student has not arrived, the Admissions Secretary emails the student to give them 24 hours to respond with their intentions related to arriving and informs them that if Housing and Residence Life does not hear from them within those 24 hours their room has been forfeited and the charges will remain on their student account.
- After 24 hours, if no response is received, the Admission Secretary emails the student to confirm the forfeiture of the room assignment and the charges for the semester.
- The Admissions Secretary reassigns the room to the next person on the waiting list for that room.
Policy Title: Service Animal in Residence Policy (PDF)
Date Established: Historical Policy
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Operations
Approver: Director, Housing and Residence Life
*Revision Date(s): November 2024
Purpose
This policy outlines the process for residents requiring a service animal in residence.
Scope
This policy applies to all future and current residents.
Definitions
The definitions below are specific to the development and maintenance of this policy
- “University of Windsor Service Animals on Campus Policy” refers to the main policy for the entire University and details definitions, expectations and procedures for service animals on campus which are assumed to be the same within this policy.
- “Student Accessibility Services (SAS)” refers to the department on campus that supports students who have documented disabilities with accommodation, support and advocacy.
Policy Statement
The Office of Housing and Residence Life is committed to the full inclusion and participation of persons with disabilities in all aspects of university life and this includes welcoming the presence of service animals for our residents. Housing and Residence Life follows the University of Windsor Services Animals on Campus Policy with some additional requirements to ensure a successful residence experience for the resident and service animal.
Residents who are supported by a service animal must indicate the requirement on their residence application and must register their service animal for accommodation with Student Accessibility Services (SAS) prior to move-in day. If a service animal is required after move-in the Resident must register the animal with SAS and inform Housing and Residence Life by email prior to the animal being permitted in residence.
Following registration with SAS the Resident is required to meet with a member of the Housing and Residence Life staff to discuss residence specific cleaning and emergency procedure planning.
Roles and Responsibilities
- The Resident is responsible for:
- (A) Registering a service animal with SAS and informing Housing and Residence Life prior to the animal moving in that they require a service animal.
- SAS staff is responsible for:
- (A) Meeting with student and registering the service animal. Providing confirmation to Housing & Residence Life.
- Residence Life Team Lead (or designate) is responsible for:
- (A) Meeting with student to discuss the residence specific requirements for cleaning and emergency preparedness
- (B) Complete emergency planning document with student and upload document into department database
Review By
Review each May
Title: Procedures for Implementing Policy on Service Animals in Residence (PDF)
*Date Established: Historical Policy
*Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Admissions & Residence Life
*Approver: Director, Housing & Residence Life
*Revision Date(s): November 2024
Scope
These procedures apply to the implementation of the Policy on Service Animals in Residence
Procedure
- Resident indicates in residence application that they require a service animal in residence. At the same time, they should register the animal with SAS.
- Once registered with SAS the SAS advisor will inform Housing and Residence Life of the registration and provide Housing and Residence Life with the parameters the service animal must follow (ex. permitted only in resident’s room, permitted in common areas etc.).
- Resident schedules meeting with the Residence Life Team Lead to discuss cleaning requirements and to develop an emergency plan for service animal.
- Residence Life Team Lead will follow up on any concerns if they are brought forward.
Policy Title: Early Arrivals Policy (PDF)
Date Established: Historical policy
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
Approver: Director, Housing & Residence Life
*Revision Date(s): January 11, 2024, October 2024
Purpose
This policy outlines the process for requesting an arrival prior to the scheduled move in period.
Application/Scope of Policy
This policy pertains to all incoming residents.
Definitions
The definitions below are specific to the development and maintenance of this policy
- “Early Arrival” means arriving prior the official scheduled move in period.
- “Move-in period” means the day(s) that are scheduled by Housing & Residence life as the official day(s) for moving into residence, this includes the main move-in day and typically the first week of business days following the main move in day
Policy Statement
Housing and Residence Life prepares for and expects residents to move-in during the scheduled move in period.
If the Resident wants to arrive prior to the move in period, the Resident may apply for an early arrival via the Early Arrival form found on the residence portal. Such a request is subject to approval by Housing and Residence Life.
Residents who are in an academic program or varsity training schedule that does not align with dates outlined in the Residence and Meal Plan agreement will not be guaranteed an early arrival might need to find alternate housing arrangements for the portions of their academic term that falls outside of the dates outlined in the Residence and Meal Plan agreement.
If approved, the Resident will be contacted by email and will be provided with details on move-in and associated fees. The Resident will be charged a daily early arrival fee. Early arrival check-ins will only take place Monday through Friday during scheduled office hours except in circumstances which are prearranged with Housing and Residence Life.
Roles and Responsibilities
- The Resident is responsible for:
- (A) Submitting an early arrival request
- Housing and Residence Life staff are responsible for:
- (A) Reviewing, approving/denying all early arrival requests
- (B) Emailing residents with response to early arrival request
- (C) Providing move in information for approved early arrivals
- (D) Coordinating room preparation for early arrivals
Review By
Review every May
Title: Procedures for Early Arrivals Policy (PDF)
*Date Established: Historical Policy
*Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Admissions
*Approver: Director, Housing & Residence Life
*Revision Date(s): December 2024
Scope
These procedures apply to the implementation of the Policy on Early Arrivals
- Housing and Residence Life determines pre-approved early arrival reasons and dates (ex. academic reasons, exchange arrivals, orientation leader etc.)
- Resident submits early arrival request, selecting the most appropriate reason
- Housing and Residence Life receives requests and approves/denies requests and communicates decision along with move-in instructions via email to the Resident
Policy Title: Late Arrivals Policy (PDF)
Date Established: Historical policy
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Operations
Approver: Director, Lynn Charron
*Revision Date(s): September 2024, December 2024
Purpose
This outlines the process for requesting a late arrival to residence.
Application/Scope of Policy
This policy pertains to incoming residents requesting to move in after the scheduled move in period.
Definitions
The definitions below are specific to the development and maintenance of this policy.
- “Move-in period” means the day(s) that are scheduled by Housing & Residence life as the official day(s) for moving into residence, this includes the main move-in day and typically the first week of business days following the main move in day
- “Late arrival” means arriving after the move in period
Policy Statement
Housing and Residence Life prepares for and expects residents to move-in during the scheduled move in period.
Residents must notify Housing and Residence Life of their late arrival date no later than the last business day of the scheduled move in period or on the date outlined in their residence and meal plan agreement, whichever date comes first, for the term for which they are moving in. This must be completed via the Late Arrival form found on the residence portal to avoid forfeiture of the room assignment. After this day Housing and Residence Life is under no obligation to hold the room assignment.
Late arrival check-ins will only take place Monday through Friday during scheduled office hours except in circumstances that are prearranged with Housing and Residence Life.
Roles and Responsibilities
- The Resident is responsible for:
- (A) Submitting the late arrival request
- Housing and Residence Life staff is responsible for:
- (A) Reviewing, approving/denying the late arrival request
- (B) Emailing residents with response to late arrival request
- (C) Providing move-in information for approved late arrivals
Title: Procedures for Late Arrivals (PDF)
*Date Established: [original date of approval]
*Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Admissions
*Approver: Director, Housing and Residence Life
*Revision Date(s): December 2024
Scope
These procedures apply to the implementation of the Policy on Late Arrivals
Procedures
- Incoming resident submits late arrival request
- Housing and Residence Life receives requests and approves/denies the requests and communicates decision along with move-in instructions via email to the Resident
Policy Title: Abandoned Property Policy (PDF)
Date Established: Historical policy
Office with Administrative Responsibility: Housing and Residence Life
Functionality Area: Facilities
Approver: Director, Housing & Residence Life
Revision Date(s):
- September 2024
Purpose
This policy outlines what Housing and Residence Life will do with abandoned property.
Scope of Policy
This policy pertains to former residents and students who have moved out of an assigned residence room.
Definitions
The definitions below are specific to the development and maintenance of this policy:
- “Abandoned property” refers to items that have been left in a resident room after a student has checked out of an assigned room that are not owned by Housing and Residence Life.
- “Residence property” refers to items that are owned by Housing and Residence Life such as furniture, lighting, and other small furnishings.
Policy Statement
When a student moves into a residence room they take possession of that space and they are responsible for the “property” within it. In some cases, students leave personal belongings once they vacate the room.
Items left in a student’s room after they check out of residence are considered “abandoned property” and will be collected by the Facilities Coordinator (FC) or housekeeping staff. At the discretion of the FC, the student may be contacted to confirm the intent to leave the items. After 30 days, the items will be discarded or donated, whichever is most appropriate.
Items left in common areas, will be placed in “Lost and Found” with the FC. After 30 days, the items will be discarded or donated, whichever is most appropriate.
Roles and Responsibilities:
- The Facilities Coordinator (FC) is responsible for:
- (A) Conducting room inspections at the end of each semester and as necessary after a student checks out or moves out;
- (B) Contacting former residents or students who have checked out regarding the abandoned property.
- (C) Donating or disposing of the abandoned property
Review by
Review every July.
Policy Title: Procedures for Implementing Policy on Abandoned Property (PDF)
Date Established: Historical Procedure
Office with Administrative Responsibility: Housing and Residence Life
Functionality Area: Facilities
Approver: Director, Housing & Residence Life
Revision Date(s):
- September 2024
Scope
These procedures apply to the implementation of the Policy on Abandoned Property.
Procedure
- Room inspections are completed ty the Facilities Coordinator (FC) at the end of the semester or as necessary as students check out or move out of their assigned residence rooms.
- Items left in a residence room after a check out or move out are considered “abandoned property” and will be collected by the FC or housekeeping staff.
- Abandoned property will be boxed or bagged, labelled with student number and name and placed in an area designated by the FC.
- If the FC estimates the abandoned property to be of significant value (either financial or sentimental) the student will be contacted by email to inquire about whether they intentionally left the items. If the student would like to collect the items, the FC will make arrangements with the student for pick up, and the items are no longer deemed abandoned property.
- All abandoned property will be kept for a minimum of 15 days. After a minimum of 15 days, the property will be discarded or donated, whichever is most appropriate.
Policy Title: Damages/Furniture Charges – Room/Suite Policy (PDF)
Date Established: Historical Policy
Office with Administrative Responsibility: Housing and Residence Life
Functionality Area: Facilities & Residence Life
Approver: Director, Housing & Residence Life
Revision Date(s):
- November 2024
Purpose
This policy outlines what occurs if there is there is damage or furniture is moved within a room/suite in residence.
Scope of Policy
This policy pertains to anyone living or visiting residence buildings. Charges will be assigned to residents only.
Definitions:
The definitions below are specific to the development and maintenance of this policy:
- “Assigned room” is the bedroom for a which a student is assigned.
- “Shared space within a unit” refers to the living space within a contained unit or set of units that is shared by multiple residents. This could be a bathroom and/or kitchenette space.
Policy Statement
Residents are responsible for the activities that occur within their assigned room or shared space within a unit, and are expected to respect, and take care of, the space and furniture that is provided in their assigned rooms and shared spaces within a unit.
If damage occurs (accidental or otherwise) in an assigned room, a resident may be found responsible for the damage if they or their guest caused the damage. If the guest of a resident is another resident both residents may be held responsible. Charges will be applied to the residents account to cover the cost(s) of the repair.
If furniture is moved and not returned to original location/set up in an assigned room or shared space within a unit, charges to cover the cost to put furniture back in place will be applied.
In addition to the costs to repair damage or replace furniture a resident may face sanctions through the Residence Student Conduct process.
Roles and Responsibilities
- Residents are responsible for:
- (A) Reporting damage that they have caused or have identified
- Housing and Residence Life staff, including student staff are responsible for:
- (A) Identifying and reporting damage as required
- (B) Reporting damage to the Residence Life Coordinators when appropriate
- The Facilities Coordinator (FC) is responsible for:
- (A) Assessing damage that is reported either throughout the year or during end of semester inventory room checks
- (B) Informing resident of cost of repairs/furniture relocation
- Residence Life Coordinators are responsible for:
- (A) Facilitating the residence student conduct process
Review by
Review annually in July
Policy Title: Procedures for Implementing Damages/Furniture Charges – Room/Suite Policy (PDF)
Date Established: Historical Procedure
Office with Administrative Responsibility: Housing and Residence Life
Functionality Area: Facilities & Residence Life
Approver: Director, Housing & Residence Life
Revision Date(s):
- October 2024
Scope
These procedures apply to the implementation of the Policy on Damages and Furniture.
Procedure
- All Housing and Residence Life staff, including student staff, will report any damage in the building to the Facilities Coordinator (FC) and student staff will also submit an incident report. This damage may be noticed during regular building rounds, room visits, during building inspections and semester end room inspections.
- If a resident reports damage, FC to follow up, inspect and inform Residence Life Coordinator where appropriate.
- FC will consult with Residence Life Coordinator for any significant or concerning damage prior to following up or charging student.
- Depending on the nature and extent of the damage the resident may be contacted by the Facilities Coordinator, the Residence Life Coordinator and/or other Housing and Residence Life staff.
- FC determines cost of repair and applies charge to student account.
Residence Life staff determine whether resident will also go through residence student conduct process.
Policy Title: Damages and Additional Housekeeping in Common Areas Policy (PDF)
Date Established: Historical Policy
Office with Administrative Responsibility: Housing and Residence Life
Functionality Area: Facilities & Residence Life
Approver: Director, Housing & Residence Life
Revision Date(s):
- November 2024
Purpose
This policy outlines what will occur if damage is found, or additional housekeeping is needed in common spaces within residence.
Scope of Policy
This policy pertains to anyone living or visiting residence buildings. Charges will be assigned to residents only.
Definitions
The definitions below are specific to the development and maintenance of this policy:
- “Common areas” are the spaces outside of an assigned room. This includes, but is not limited to, lounges, study rooms, hallways, kitchens and building lobbies.
- “Additional housekeeping charges” are charges for additional housekeeping when a space is left in a state that requires beyond day-to-day cleaning. Housekeeping will consult with Housing and Residence Life staff to determine if additional housekeeping is required.
Policy Statement
Residents are expected to respect, and take care of, the space and furniture that is provided in all common areas.
If damage or vandalism occurs (accidental or otherwise) in common areas efforts will be made to identify the resident(s) who is responsible and to charge those responsible for repair costs. If no one is identified as responsible, repairs charges may be applied to all students living on the floor/wing or in the building. The total cost of the repair will be divided amongst all residents on the floor/wing or building with a minimum charge set at $5 per student. If there are any funds remaining from the $5 per student charge the excess will be put towards residence life programming.
Common areas which are damaged, dirty, or not kept to standards (determined by Housing and Residence Life) may result in additional housekeeping charges to the individual or floor responsible, and/or the closure of that area for a specified amount of time.
If furniture is moved and not returned to original location/set up in a common area, charges will be applied.
Resident(s) responsible for damage or additional housekeeping needs may also face sanctions through the residence student conduct process.
Roles and Responsibilities
- Residents are responsible for:
- (A) Reporting damage that they have caused or have identified
- Housing and Residence Life staff, including student staff, and Housekeeping staff are responsible for:
- (A) Identifying and reporting damage and/or housekeeping issues as required
- Facilities Coordinator is responsible for:
- The Facilities Coordinator (FC) is responsible for:
- (A) Assessing damage that is reported either throughout the year or during end of semester inventory room checks
- (B) Investigating damage in common areas in conjunction with the Residence Life Coordinator
- (C) Informing resident(s) of cost of repairs/furniture relocation
- Residence Life Coordinators are responsible for:
- (A) Facilitating the residence student conduct process
Review by
Review annually in July.
Policy Title: Procedures for Implementing Policy on Damages and Housekeeping in Common Areas (PDF)
Date Established: Historical Procedure
Office with Administrative Responsibility: Housing and Residence Life
Functionality Area: Facilities & Residence Life
Approver: Director, Housing & Residence Life
Revision Date(s):
- November 2024
Scope
These procedures apply to the implementation of the Policy on Damages and Housekeeping in Common areas.
Procedure
- All Housing and Residence Life staff, including student staff, will report any damage in the building to the Facilities Coordinator (FC) and student staff will also submit an incident report. This damage may be noticed during regular building rounds, room visits, during building inspections and semester end room inspections.
- If a resident reports damage, FC to follow up, inspect and inform Residence Life Coordinator where appropriate.
If responsible resident(s) is unknown:
- When damage is identified, FC to post signage in area requesting further information from residents; sign to be posted for a minimum of three (3) days
- If someone is identified the Residence Life Coordinator investigates and will follow up with identified resident(s). After meeting, if Residence Life Coordinator confirms responsibility the cost of repair is charged to the resident(s). During investigation, Residence Life staff determine whether student will also go through residence student conduct process.
- In some cases, video surveillance will be used to confirm responsible resident(s).
- If no one is identified the FC will consult with Residence Life Coordinator to determine if repair cost will be divided by floor/section or building.
- FC determines cost of repair and applies charge to resident(s) account.
If responsible resident(s) is known:
- FC determines cost of repair and applies charge to resident(s) account
- Residence Life staff determine whether student will also go through residence student conduct process.
Policy Title: Housekeeping Policy (PDF)
Date Established: Historical Policy
Office with Administrative Responsibility: Housing and Residence Life
Functionality Area: Facilities
Approver: James McGinlay, Residence Facilities Manager
Revision Date(s): October 2, 2024
Purpose
This policy outlines the expectations for housekeeping staff and the cleanliness within a resident’s assigned room and shared space within a unit.
Scope of Policy
This policy pertains to all residents.
Definitions
The definitions below are specific to the development and maintenance of this policy:
- “Common areas” are the spaces outside of an assigned room. This includes, but is not limited to, lounges, study rooms, hallways, kitchens and building lobbies.
- “Assigned room” is the bedroom for a which a student is assigned.
- “Shared space within a unit” refers to the living space within a contained unit or set of units that is shared by multiple residents. This could be a bathroom and/or kitchenette space.
Policy Statement
Custodial staff provide general cleaning of common areas, i.e. lounges, kitchens, washrooms, hallways and study rooms.
Residents are responsible for the cleanliness of their assigned room and shared space within a unit and shall maintain their assigned rooms and shared space within a unit in a manner which is sanitary and acceptable to their roommate(s) and Housing and Residence Life staff.
If at any time a room is determined to be extraordinarily dirty by a member of the Residence Services staff, the student will be responsible for cleaning the room within 2 days. If the room is not satisfactorily cleaned, it will be cleaned by housekeeping staff and the student's account will be charged for the associated costs.
Roles and Responsibilities
- Residents are responsible for
- (A) Maintaining and cleaning their assigned living space.
- Housekeeping staff is responsible for:
- (A) Maintaining all common areas
- (B) As directed by Housing & Residence Life staff, cleaning resident assigned room and/shared space in unit
- Housing & Residence Life Staff are responsible for:
- (A) Assessing cleanliness of resident living space as needed and during routine inspections
- (B) Providing notice to residents requiring their space to be cleaned
- (C) Following up on cleaning and assigning a housekeeper when necessary
Review by
Annually in July
Policy Title: Procedures for Implementing Policy on Housekeeping (PDF)
Date Established: Historical Procedure
Office with Administrative Responsibility: Housing and Residence Life
Functionality Area: Facilities
Approver: James McGinlay, Residence Facilities Manager
Revision Date(s):
- October 2024
Scope
These procedures apply to the implementation of the Policy on Housekeeping.
Procedure
- Housing & Residence Life staff, including student staff, other University employees (ex. Trades) or other residents may report a room for cleanliness issues to the Facilities Coordinator or the Residence Life Coordinators
- When a report is received, the Facilities Coordinator (FC) will investigate the situation and determine whether the living space is unacceptable.
- If unacceptable FC will inform the resident by email that the room must be cleaned and provide a deadline. If the FC is concerned that there may be mental health or other concerns, they will provide that information to the Residence Life Coordinator for follow up.
- The FC will check the space after the deadline to determine whether it has been sufficiently cleaned.
- If not sufficiently cleaned, the FC will make arrangements with Housekeeping for the room to be cleaned.
- The FC will place the charge for the Housekeeping on the resident's account. Charge will not exceed the cost to the department for the cleaning.
- For any mental health, or other concerns, the Residence Life Coordinator will schedule a meeting with the student to discuss the concerns and will support the resident as appropriate.
Policy Title: Keys and Card Access - Students Policy (PDF)
Date Established: Historical Policy
Office with Administrative Responsibility: Housing and Residence Life
Functionality Area: Facilities
Approver: James McGinlay, Residence Facilities Manager
Revision Date(s): October 2, 2024
Purpose
Controlling access to keys/cards is critical to ensuring the safety of residents and security of the building.
Scope of Policy
This policy pertains to all residents and staff working in the residence buildings.
Definitions
- “Cards” refers to the student cards as issued by the UWinCARD office.
- "Temporary card” refers to a card that is issued to a resident who does not yet have their personal card. These cards provide access to the building the resident lives in and may also provide access to the Alumni suite the resident lives in. The cards may also be referred to as “temp cards” or “guest cards”.
Policy Statement
Appropriate keys/cards are issued without charge upon check-in. Cards are issued when they have been provided to Housing & Residence Life by the UWinCARD office. If they are not provided by the UWinCARD office residents must pick up card from their UWinCARD office themselves.
Occasionally a temporary card is issued to a student which provides them with access to their residence building. This occurs when their card has not been issued by the UWinCARD office and the UWinCARD office is not open. The guest card is returned once a student can obtain their personal card. If a temporary card is not returned a charge is placed on the student’s account for the replacement cost.
Lost keys/cards are to be reported immediately to Housing and Residence Life and residents must pay the replacement cost as well as the cost for a cylinder change.
Roles and Responsibilities
- Housing and Residence Life staff are responsible for:
- (A) Providing keys and cards (when provided to Housing & Residence Life from UWinCARD office) on move in day
- (B) Processing charges for any lost keys and providing replacement keys to resident
- (C) Providing a temporary card when a UWinCARD is not available, this includes tracking and following up on card return
- Residents are responsible for:
- (A) Ensuring the safekeeping of all keys and cards
- (B) Reporting any lost keys or cards to Housing & Residence Life immediately
- (C) Returning any temporary cards to Housing & Residence Life
Review by
Annually in July
Policy Title: Procedures for Implementing Policy on Keys and Card Access - Students
Date Established: Historical Procedure
Office with Administrative Responsibility: Housing and Residence Life
Functionality Area: Facilities
Approver: James McGinlay, Residence Facilities Manager
Revision Date(s): October 2024
Scope:
These procedures apply to the implementation of the Policy on Keys and Card Access.
Procedure:
- Facilities Coordinators (FC) prepare keys for distribution on move-in day; cards are included if available prior to move in day;
- Housing & Residence Life staff provide keys and available cards through check in process when resident moves in
- FC’s provides and tracks temporary cards as needed; charges will be applied for cards not returned.
- Students to report access card issues to FC or designate for resolution.
- Students to report lost keys immediately to FC who will then arrange for a lock cylinder change to room; charges to be applied to the student.
- Students to report lost student cards immediately to the UWin Card Office.
Policy Title: Withdrawal (Early Termination of Agreement) Policy (PDF)
Date Established: Historical policy
Office with Administrative Responsibility: Housing & Residence Life
Functional Area: Admissions
Approver: Director, Housing & Residence Life
*Revision Date(s): December 2024
Purpose
Housing and Residence Life understands that there may be circumstances for which a resident may wish to withdraw from residence. This policy outlines the reasons a withdrawal will be approved.
Application of Policy
This policy applies to all residents.
Definitions:
The definitions below are specific to the development and maintenance of this policy
- “Withdrawal form” is the form a student will complete to request an early termination of their residence contract. A link to the form can be found on the residence website.
- “Occupancy dates” are the dates a resident has committed to as listed within the Residence and Meal Plan Agreement
Roles and Responsibilities:
- The Resident is responsible for:
- (A) Submitted a withdrawal request form
- The Admissions Secretary is responsible for:
- (A) Reviewing all requests and confirming reasons
- (B) Emailing resident if a request is approved
- The Director is responsible for:
- (A) Reviewing requests with reasons outside those listed within this policy and approving/denying requests
Policy Statement
A Resident who wants to withdraw from residence prior to the end of the occupancy dates for the term for which they are assigned a room must submit a Withdrawal form. If approved, a $200.00 administrative fee will be incurred, and all other applicable fees will be charged to the Resident in respect of their withdrawal. Approval may be granted under the following conditions:
- Resident withdraws academically or is required to withdraw from the University. A Resident who has withdrawn and subsequently re-registers prior to the termination date of the agreement will be responsible for and will pay the full Residence amount owing to their termination date.
- Resident is graduating, going on exchange, was in Canada for a Fall term exchange or has co-op placement outside of Windsor-Essex.
Exceptions may be granted if Housing and Residence Life is able to replace the individual seeking a withdrawal with an acceptable replacement or under extenuating circumstances at the discretion of the Director, Housing & Residence Life.
Review By
Review every January
Title: Procedures for Implementing Withdrawal (Early Termination of Agreement) Policy (PDF)
*Date Established: Historical Policy
*Office with Administrative Responsibility: Housing and Residence Life
Functional Area: Admissions
*Approver: Director, Housing & Residence Life
*Revision Date(s):
- October 2024
- December 2024
Scope
These procedures apply to the implementation of the Withdrawal (Early Termination of Agreement) Policy.
Procedure:
- The resident submits a withdrawal form.
- The Admissions Secretary reviews the request and if it falls within the approved reasons as listed in this policy the withdrawal is granted and the Admissions Secretary emails resident.
- If the request is outside of the approved reasons listed in this policy the request is forwarded to the Director for review. The Director may request a meeting with the resident to further discuss or may make a decision with the information provide in the withdrawal request. The Director will email the decision to the resident