2012-2013 Contract Terms
Effective during the following months:
August 2012 – July 2013
Residence Hall Contract
This is a legally binding contract (hereinafter “Contract”) between the University of West Georgia (hereinafter “UWG”), acting through the Department of Housing and Residence Life, and enrolled students (hereinafter “Residents”). In consideration of payments made the Resident is entitled to occupy residence hall space and to the services provided by the Department of Housing and Residence Life, subject to the terms set forth in this contract.
The Department of Housing and Residence Life agrees to furnish the Resident with housing as outlined under the terms and conditions herein stated. The Department of Housing and Residence Life or the University of West Georgia does not recognize alterations of this contract. While Housing and Residence Life makes every effort to meet the Resident's assignment preferences, failure to do so will not void this contract. Similarly, each tentative Resident should be aware that failure to enroll or withdraw from UWG does not automatically cancel this Contract. Please refer to Section VI of this Contract for terms of cancellation. The Department of Housing and Residence Life will not discriminate in room/hall assignment on the basis of race, color, religion, national origin, ancestry, sex, age, disability, status as a veteran, or sexual orientation.
To qualify for housing, an applicant must be a degree-seeking student who is enrolled and who is
without academic, disciplinary, or other infractions warranting exclusions from on campus housing. The resident must maintain eligible status throughout the contract period. If the resident’s status is altered to the extent that the resident fails to maintain eligibility, the resident must immediately notify the Department of Housing and Residence Life in writing. At any time after the resident’s eligibility status has changed, the Department of Housing and Residence Life may terminate this contract. Priority will be given to freshman students.
II. FRESHMAN RESIDENCY AND MEAL REQUIREMENT
On campus housing provides a variety of housing options in a variety of price ranges. A list of
freshmen only halls are reserved for freshmen who apply before July 1, or until space is filled. In the absence of an application or hall selection, the Resident will be assigned and placed in a space. All freshmen will be guaranteed a housing assignment. All applicable charges will be posted to their student account. Please see our website for a listing of all halls, accompanying price options and anticipated community mixes. We guarantee housing for all freshmen students.
(A) Freshman Residency Requirement
All new entering first-year students who are new to the University of West Georgia (30 credits or less) and under 21 years of age, with the exception of those students living at home with their parents or legal guardian within the approved commuting distance from the University (hereinafter the “Residency Waiver”) (see website for list of eligible cities), are required to live on-campus and participate in a freshman meal plan for the entire first year. Please check Auxiliary Services website for the meal plan prices and application process. All first-year students seeking to be exempt from either requirement must receive written permission no later than the first day of classes from the Department of Housing and Residence Life for a Residency Waiver, or the Director of Auxiliary Services for a waiver of the required meal plan. If the request for waiver is not approved, students will be held responsible for housing and/or meal charges that will be automatically included on their account. Residents are expected to update Housing and Residence Life with any changes in status. All approved waivers will be checked during the course of the ensuing semester for changes in status, and falsified requests for waivers are grounds for financial penalty and disciplinary action from the University. Submission of a request for Residency Waiver does not void or cancel the housing contract or its terms; you must receive an approved Residency Waiver to avoid the terms of the housing contract.
(B) Newnan Campus Exemption
Freshmen UWG students taking 100% of their academic load on the Newnan Campus will be exempt from this policy for each term this applies.
(C) Freshmen e-CORE Residency Waiver
Freshmen UWG students taking at least 75% of their academic course load online via eCORE will be exempt from housing requirements as long as that load level is maintained. Should a student’s eCORE status change, they would be expected to move on campus for the remainder of the current semester and live on campus until the Residency Requirement is met, or submit a request for exemption of the Freshmen Residency Requirement Residency Waiver. Students are expected to notify Housing and Residence Life of any change in their eCORE status (in writing), and could be subject to the residency requirement for subsequent semesters. All eCORE students seeking to be exempt must receive written permission from the Department of Housing and Residence Life, for the live on-campus requirement.
(D) Freshman Meal Requirement
Campus Dining Services provides a variety of dining locations with varying hours, menus, and styles of service for its customers. In the absence of a selection by the Resident, the Office of Auxiliary Services will assign a Resident the minimal required meal plan. Please check the Office of Auxiliary Services website for a list of the meal plan options and the appropriate rates.
III. SPECIAL INTEREST HOUSING
Program and special interest housing is assigned to specific locations within the residential inventory by Housing and Residence Life on an annual basis. Special Interest Housing provides Residents with the unique opportunity to design a living environment that will promote individual student development while meeting the needs of the community at large. Student groups selected to participate in the Special Interest Housing program will have the opportunity to live and work together around a common purpose or theme. Special Interest Housing includes but is not limited to: fraternity/sorority housing, student athletes, students participating in learning communities, first year experience programs. etc. Residents living in special interest housing will be required to pay a non-refundable program fee for this community.
IV. CONTRACT PERIOD
This contract is binding for the entire academic year consisting of fall and spring semesters or if entered into after the beginning of the academic year, for the remainder of the academic year. This contract, when appropriately signed and submitted, becomes effective upon its acceptance by the Department of Housing and Residence Life.
V. APPLICATION FEES
The $150 application fee is nonrefundable.
VI. CANCELLATION FEE
(A) Contract Holder Cancellations Prior to the Start Date of the Academic Year
As a Resident seeking cancellation approval prior to the start of the academic year, please note that an approved cancellation prior to the start of the academic year (first day of classes) will result in the following financial penalty as outlined by the date that your cancellation request is received:
Fall Semester – For contracts beginning in August, which are effective through May
Returning (or continuing) Students*:
1. If your written request to cancel is received by April 1, there is no cancellation fee.
2. If your written request to cancel is received between April 2, and May 31, and is approved, you are obligated to pay 25% of the Academic Year Contract Value which means the total cost for housing for Fall and Spring Semesters, which can be found under Room Rates at http://www.westga.edu/reslife/index_5354.php.
3. If your written request to cancel is received between June 1, and July 31, and is approved, you are obligated to pay 50% of the academic year contract value.
4. If your written request to cancel is received August 1, and thereafter, and is approved, you are obligated to pay 75% of the academic year contract value.
*Returning (or continuing) residents who receive a building assignment after April 1, will have two (2) business days from the date when their written building assignment notice is delivered (in writing or via email) to cancel without a cancellation fee. Requests for cancellation of the assignment received after the two-business day window will be subject to the above cancellation dates and penalties.
**If any deadline date falls on a University Holiday, the deadline will always be the next date the University is open.
Freshmen (or new) Students:
1. If your written request to cancel is received by July 1, there is no cancellation fee.
2. If your written request to cancel is received between July 2, and July 31, and is approved, you are obligated to pay 50% of the academic year contract value.
3. If your written request to cancel is received August 1, and thereafter, and is approved, you are obligated to pay 75% of the academic year contract value.
*Freshmen (or new) residents who receive a building assignment after July 1, will have two (2) business days from the date when their written building assignment notice is delivered (in writing or via email) to cancel without a cancellation fee. Requests for cancellation of the assignment received after the two-business day window will be subject to the above cancellation dates and penalties.
Spring Semester – For contracts beginning in January, which are effective through May
1. If your written request to cancel is received and is approved, prior to October 1, (newly admitted UWG students only), there is no cancellation fee.
2. If your written request to cancel is received between October 2, and November 16, and is approved, you are obligated to pay 25% of the remainder of the value of the contract.
3. If your written request to cancel is received between November 17, and December 7, and is approved, and you are obligated to pay 50% of the academic year contract value.
4. If your written request to cancel is received December 8, and thereafter, and is approved, you are obligated to pay 75% of the academic year contract value.
*Freshmen (or new) residents who receive a building assignment after October 1, will have two (2) business days from the date when their written building assignment notice is delivered (in writing or via email) to cancel without a cancellation fee. Requests for cancellation of the assignment received after the two-business day window will be subject to the above cancellation dates and penalties.
Summer Semester – For contracts beginning in May, which are effective through July, the following deadlines apply:
1. If your written request to cancel is received 10 business days prior to the 1st day of classes for that session, there is no cancellation fee. Those who receive an assignment in writing or via email after this deadline will have 5 business days to cancel without a penalty.
2. If your written request to cancel is received thereafter, and is approved, you are obligated to pay 45% of the session value.
*Students are required to check their UWG email address which is the University’s official form of communication and where official notices related to this contract will be sent.
(B) Contract Holder Cancellations after the Start Date of the Academic Year
During the academic year, an active contract may be terminated ONLY for the following reasons:
2. Withdrawal/failure to enroll
4. Serious illnesses or injury
5. Significant financial hardship which has occurred after the contract has been signed
Supporting documentation and approval from the Housing and Residence Life Appeals Board is necessary to cancel a Resident’s housing contract. Residents who meet the above guidelines must submit proper notice to the Housing and Residence Life Office. Contract costs will not be adjusted until written notice is received and approved. In the event that a Resident’s contract is canceled, the Resident must vacate his/her room within twenty-four hours of cancellation. Residents who officially receive permission to terminate their contract from the University qualify for a prorated refund of the semester contract value as determined by the date of the official checkout from the residence hall. Refunds will be prorated on a weekly basis. There are no refunds of housing fees for Residents who withdraw after the 60% point in the semester.
Residents who vacate their assigned room during the semester without an official withdrawal from the University and official checkout by a Housing and Residence Life Staff member forfeit a refund of any housing fees.
(C) Cancellation of Special Interest Housing Residents
1. Greek Affiliated Students with Active Organizational Contracts
Residents who disaffiliate, are removed from their organization, reach alumni status or are no longer eligible to live in their Greek affiliated house will maintain an active housing assignment on campus in another facility for the remaining time of the signed housing contract. Residents will be financially responsible for any differences of rent, where applicable, once a new assignment is provided. Removal from their fraternity or sorority house alone does not cancel the contract or void its terms.
2. Learning Community and Themed Housing Residents
Residents who are removed from a learning community will be reassigned to an alternate housing assignment on campus in another facility for the remaining time of the signed housing contract. Residents will be financially responsible for any differences of rent, where applicable, once a new assignment is provided.
(D) Request for Cancellation
Petitions to cancel contracts and other notices relative to this contract must be submitted to firstname.lastname@example.org from the Resident’s MyUWG email account OR in writing to the Department of Housing and Residence Life, 1601 Maple Street, University of West Georgia, Carrollton, Georgia 30118. Supporting documentation for appeal can be submitted to the Housing and Residence Life Office in Mandeville Hall. Notification submitted to other University offices will not be accepted. Housing and Residence Life will process all requests within two (2) weeks, so please leave adequate time for processing the cancellation. Housing and Residence Life is not responsible for cancellation requests not received due to incorrect email or mailing addresses.
(E) University Right to Cancel
1. The University reserves the right to refuse housing or to cancel the contract during the academic year for the Resident’s failure to meet University requirements or to follow policies or regulations, violations of state or outside law, or for any other reasonable cause.
2. Upon the expiration or cancellation of this contract under any of the above conditions, the University shall have the right to re-enter the premises and remove the Resident’s property there from. If the Resident fails to pay housing fees, additional fees, or assessments by the dates required by the Department of Housing and Residence Life or the University of West Georgia, the University is entitled to pursue any or all of the following actions: terminate this contract, evict the Resident from housing, cancel registration, and withhold transcripts, diplomas, refunds or other records or documents maintained by the University.
VII. SOCIAL AND SPECIAL INTEREST HOUSING FEES
(A) Social Fees
All residence halls have a mandatory Social Fee established by the Department of Housing and Residence Life, which is assessed in conjunction with room and board payments each semester. The mandatory Social Fee is assessed to every Resident living in the residence halls and is prorated based on date of check out. Rates are published on the Department of Housing and Residence Life’s website.
(B) Special Interest Housing Fees
All Residents who participate in Special Interest Housing (i.e. a Living Learning Community or Themed Housing) will be charged an additional fee, which is assessed each semester. Special Interest Housing fees are applied towards programming and community development opportunities offered to our residents throughout the year. Rates are published on the Department of Housing and Residence Life’s website.
VIII. DAMAGES AND BILLING OF RESIDENT ACCOUNTS
(A) Residents are responsible for the conditions of rooms, furnishings, and other items of property provided by the University. The Resident agrees to complete the Room Inspection Form by noting any discrepancies in the condition of the room described on the form at check-in. Upon checkout, the Resident will be billed for any repair of damages or replacement of university property beyond normal wear and tear.
(B) In the event of damage in hallways or common areas, Residents residing in the specific hall where the damage occurred may be charged for repairs or replacement of damaged property when not attributable to a specific individual.
(C) Residents can expect charges to be posted to their student account, a hold placed on their student records until charges are paid, or billed to them directly by the department for any of the following reasons: when the Resident is held responsible for damages incurred in their assigned room or unit, building, or when the Resident has violated university policy and is expected to pay restitution for damage to University or personal property as charged by the Student Judicial Commission, Dean of Students, or other Judicial Officer. Residents can expect their student account to be placed on hold for failure to make payment during the agreed timeframe or in lieu of monies received as outlined by the Judicial Officer.
1. Residents may occupy residence hall rooms on the hall opening date, as announced on the Housing and Residence Life website www.westga.edu/housing. A Resident who fails to occupy a reserved room within twenty-four hours of the start of classes shall be declared a ‘no-show’, and may risk reassignment to a space other than the space originally assigned. Reassigned Residents will still be held financially responsible for 100% of the room charges for the remainder of the academic year and/or semester.
2. Occupancy of the room is only allowed by Residents to whom the room is assigned. Room assignments may not be transferred or exchanged without written authorization from Housing and Residence Life, and under no circumstances may a room be sublet to another Resident, student, or individual.
3. The University reserves the right to:
a. Authorize or deny room and roommate changes;
b. Place additional students (in accordance with occupancy limits) in a Resident’s assigned room (see Section XI of this contract);
c. Consolidate vacancies (see Section XI of this contract);
d. Re-designate building usage; or
e. Relocate Residents for reasons including, but not limited to, renovation, maintenance, construction, roommate conflicts, and disciplinary sanctions.
4. In all residence halls, Residents shall vacate no later than twenty-four hours after cancellation, or after the Resident’s last final exam of the semester. Exceptions must be requested in writing to the Housing and Residence Life Office.
(B) Break Housing
A resident is not entitled to campus housing when the University is officially closed and/or the halls are officially closed. Except in Tyus Hall, Arbor View Apartments, University Suites and Greek Village, residents should not plan to live on-campus between semesters or during Thanksgiving and Spring breaks (dates posted on the Housing and Residence Life website, www.westga.edu/housing). If temporary housing is available during breaks, the building and daily rate will be determined by the Department of Housing and Residence Life and posted on the website, www.westga.edu/housing.
The Resident must use the established check-out procedures upon termination of this contract. Residents who fail to return a key will be charged for a lock change. Residents who fail to clean the room and/or cause damage to the room and its contents will be charged the University’s cost to clean and repair the premises.
(D) Abandoned Property
If the Resident leaves personal property in University premises (which includes Resident’s room) after termination of occupancy, the property shall be inventoried and stored for a period up to 90 days. Residents will be billed until the property is recovered or disposed of as outlined below. The Department of Housing and Residence Life will dispose of the property if not removed by the Resident after notification has been sent to the Resident’s address. Any charges incurred to remove, store or dispose of the property will be assessed to the Resident as follows: (1) a box up fee of up to $100, (2) a daily storage rate of $10 per day not to exceed a maximum of up to $300.
(E) Policies of Community Living
Residents are expected to conduct themselves in accordance with applicable University policies or procedures at all times. Specific policies related to the use of University housing are listed at www.westga.edu/housing. It is recommended that all prospective Residents review these policies at the time of application.
X. ROOM KEYS
A Resident will receive a key to his/her room during the check-in procedures. It is the Resident’s responsibility to keep the key secure and return the key to a Housing and Residence Life staff member upon vacating the room. A resident who loses his/her room key will be held responsible for the cost of a lock change. Should the key be broken, a replacement key will be provided at a discounted rate when the broken key is returned. Transferring of keys to others is strictly prohibited and may result in an immediate lock change or disciplinary action. Possession of an unauthorized room key(s) is prohibited. Contact the Housing and Residence Life office at 678-839-6426 or Campus Police at 678-839-6000 immediately to report a lost/stolen key.
XI. ROOM CONSOLIDATION
When a resident is left in a double occupancy room alone, for whatever reason, the resident will be required to either pay the private room charge, select a roommate for his/her room, or move in with another resident who has been left in a double room alone.
XII. ROOM ENTRY
While the University will make every effort to respect the privacy of the Resident and give prior notice if possible, the University reserves the right of entry for inspection, verification of occupancy, or repairs. The University also reserves the right of entry without notice in circumstances posing a threat to life or property or as are reasonably necessary to preserve campus order and discipline. Residents may not block or restrict a University official from access to their rooms. The University reserves the right to enter any unit without notice in cases of emergency or when attempts to provide notice by phone or in person fail.
XIII. CONDUCT IN THE RESIDENCE HALLS
Residents and their guests are expected to conduct themselves with proper regard for the rights, property, and privileges of other residents. Pets, solicitation of business, operating a business, weapons, alcohol, controlled substances, alteration of locks, removal of furnishings, and tampering with any security or fire system are/is prohibited. Violations of these regulations may subject the individual to disciplinary action, confiscation, and removal from University housing or from the University.
The University of West Georgia will not be liable for injury to persons or for loss of or damage to items of personal property, which occurs in its buildings or on its grounds. This includes but is not limited to damage from fire, windstorm, water, vandalism, interruption of utilities, or condition of facilities. Residents are encouraged to obtain personal property insurance for their belongings. Check with your homeowner’s insurance first to determine if coverage already exists.
XV.RESPONSIBILITY FOR STUDENT AND UNIVERSITY PROPERTY
(A) University Responsibility for Resident’s Personal Property:
1. The University assumes no responsibility for the theft, destruction or loss of money, valuables or other personal property belonging to or in the custody of the Resident, no matter the cause or location of the property.
2. The University does not carry insurance against the loss or damage of individually owned personal property. Residents should provide their own personal property insurance coverage.
(B) Resident’s Responsibility for Damage and Loss of University Property:
1. The Resident’s signature on the Room Inspection Form is the Resident’s acceptance of the condition of the room and its contents at occupancy. The form is the standard for determining the condition of the room and contents at the termination of occupancy.
2. The Resident is responsible for any damage or loss caused to the room, furniture, fixtures, and equipment other than ordinary wear and tear. Damage or loss within Resident rooms will be charged to the assigned Resident(s) proportionately unless there is clear information to identify the person responsible for the damage. The Resident agrees to pay his/her portion of such assessed damages to the University upon demand, or the Resident may be subject to further disciplinary actions.
The Resident agrees to observe all University and Residence Hall regulations as set forth in the University of West Georgia Student Conduct Code and, the Residence Life Handbook. Failure to do so may result in disciplinary action, including eviction from the residence halls and/or suspension/expulsion from the University. All University rules and regulations published in the Student Conduct Code, and the Residence Hall Handbook, are specifically made a part of this contract by this reference.