University of Mary Washington | Housing and Dining Services Contract 2009-2010

Welcome to Residence Life!

Dear Returning and New Residential Students:

On behalf of the Office of Residence Life and UMW Dining Services, we look forward to serving you in 2009-2010.

We encourage you to read all the information contained in this contract, and to call or visit our offices for additional information regarding housing options. Please contact Dining Services for more information regarding your dining options or visit their website at:

http://www.umwdining.com/.

This is the University of Mary Washington’s “Housing and Dining Services Contract.” It becomes your official contract when you submit your application/contract. Please read all instructions carefully!

If you are submitting this contract online: Please print a copy of this page for your records.

If you are submitting a paper copy of the contract: Please retain this information for your records. You must complete and submit the two page contract available at the Office of Residence Life.

Returning students will receive written confirmation of housing assignments during the spring housing selection process held in March and will also be able to access their assignment and roommate information on EagleNet. Those students who receive assignments in the Apartments at UMW will be required at the time of assignment to sign a contract addendum covering apartment policies in addition to this contract.

Incoming freshmen and transfer students will receive their room assignments and roommate information via EagleNet. Students entering in the fall semester will get their assignments in July. Students entering in the spring semester will get their assignments in late December.

If you are a returning student who did not participate in the housing selection process but still need housing, you must contact the Office of Residence Life for more information. Individuals placed on the waiting list will be asked to sign a contract and pay the $200 housing deposit if and when an assignment is available

Please do not hesitate to contact our office should you have any questions!

Sincerely,

Christine Porter
Director of Residence Life

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Preface

The residence hall program seeks to develop an atmosphere that stimulates growth, encourages individual responsibility in decision-making, and provides for acceptance of others as persons of worth. Developing good citizenship, learning and accepting the meaning of responsibility, and recognizing the rights of others are goals of residence hall living.

In order to operate the residence hall and dining services at the lowest possible rate for the students, the University of Mary Washington must provide these services on a contract basis for the full academic year (or for the spring semester only for students entering for that term). All students must conduct themselves in a manner consistent with the expectations of the University as stated in the Student Handbook, Academic Catalog, and the Housing and Dining Services Contract. The University reserves the right to enforce any restrictions or regulations necessary for the general welfare of residents and/or the maintenance of its property. Violation of said regulations or restrictions subject the individual to disciplinary action, including restitution, fines, and/or dismissal from the residence halls and possibly the University.

The student and parent/guardian are therefore urged to read the contents of the Housing and Dining Services Contract carefully. When the official Housing and Dining Services Contract is submitted either electronically or via paper copy to the University of Mary Washington, it becomes a binding agreement between the student and the University. The terms and conditions of this contract are outlined below. By signing the Housing and Dining Services Contract you agree that:

Terms and Conditions

1. Application Process: This contract, unless otherwise stated, is binding for the full academic year and is made for a space in UMW-operated residence areas with the individual student named on the contract. Thus, the student agrees that s/he will live in the residence halls, take meals in campus dining facilities, and said space may not be sold, loaned, or sublet by another student for the entire period of the contract.

Upper-class Student Applicants: All current on-campus students and students returning from approved leave for the fall, including those studying abroad for the spring semester, wishing to participate in Housing Selection will need to fill out a Housing and Dining Services Contract by the published upper-class deadline of February 20, 2009. Current on-campus students will electronically submit their contracts and will not need to submit the $200 non-refundable deposit as the deposit submitted for the previous year will remain on account to cover the 2009-2010 deposit. Students currently on approved leave, including study abroad, will need to submit a completed copy of the contract either online or via mail and submit a non-refundable deposit of $200. Those doing so will qualify for a lottery number drawing that will allow them to participate in Housing Selection.
- Individuals who submit a contract but do not receive or select an on-campus housing assignment during Housing Selection will remain responsible for the terms and conditions of the contract. Those individuals will be assigned temporary housing at the completion of Housing Selection.
- Any degree-seeking undergraduate student who did not submit a contract by the deadline or participate in housing selection desiring to live in the residence halls after Housing Selection is completed is required to place his/her name on the Waiting List and submit the housing contract and the non-refundable $200 housing deposit only after an assignment is available and has been offered.
New Student Applicants: Eligible new students are strongly encouraged to submit the application/contract page of the Housing and Dining Services Contract by the New Student Deadline of June 12, 2009.

Incoming students may electronically submit the Housing Contract after May 4, 2009 and are not required to submit an additional $200 housing deposit. (New incoming students submit their housing deposit at the same time as their admissions deposit.)
Individuals who need a paper copy of the contract should contact the Office of Residence Life. Paper copies can be submitted via mail or fax. Faxed and electronically submitted copies are legally binding.
No assignment will be made without a submitted Housing and Dining Services Contract on file with the Office of Residence Life.
Applications received after June 12, 2009 will be processed on a rolling basis.
In the event of full occupancy, the University will assign students to transitional/temporary housing. Students will be required to vacate transitional spaces when permanent housing becomes available. The Office of Residence Life will make every attempt to minimize any disruption to the students involved.

All Student Applicants: If you arrive late or leave early, or are required to leave for disciplinary reasons, you remain financially bound by the terms and conditions of this contract (except as explicitly outlined in section 4 of this document).

All students entering housing who do not have a deposit on account will need to submit the $200 housing deposit before receiving an assignment.
The $200 housing deposit will remain on your account so long as you remain a residential student. It will be refunded once you are no longer a residential student, either through graduation or moving off-campus once the contract period has expired.
You are requesting that the University enter into this contract with you. You accept responsibility to pay all resultant charges for these services, even if you do not make use of some or all of the services noted. The University agrees faithfully to provide those services unless events beyond its control prevent it from doing so.
Updates of student-provided contract information must be submitted in writing, including student's signature, date of birth and date. Phone requests will not be honored. Email from a student’s UMW email account will be honored for the purpose of updating information.

2. Eligibility: Eligibility is usually limited to fulltime BA/BS degree-seeking UMW undergraduates, students returning from approved leave and fifth-year students pursuing a M.Ed. You must be a current residential student in order to participate in the returning student housing selection process. BLS students ARE NOT eligible for campus housing unless the Director of Residence Life or his/her designee has given special permission. In the event that a BLS student feels s/he has extenuating circumstances, s/he must submit a letter of request to the Director for consideration. Students who have part-time status for documented medical reasons or who have completed a “Request for Reduced Course Load” from the Office of Academic Services and have received approval from the Dean of Student Life or his/her designee, may be allowed to retain eligibility for residential living. Non-students are not permitted to live in the residence halls.

Please Note: Course load reduction below 12 credits DOES NOT automatically constitute an approved reason to cancel the Housing and Dining Services Contract.

3. Period of Occupancy and Dining Services Provided:The student may occupy an assigned room each semester at the time published by the University. Failure to occupy the room by 5:00 p.m. on the first day of classes can result in assignment of the room to another student. If the student fails to occupy space, or removes all of his/her belongings during the course of the semester, the assignment will be considered abandoned and may be reassigned to another student. Failing to occupy the space or abandoning a space does not release the student from the contract or from financial obligation for a space. No storage for personal belongings is available outside of the individual student room. Students are not required to remove their belongings during Winter Break between the Fall and Spring semesters unless a student is granted an end of fall semester room change. If a student is granted such a room change, s/he is required to move his/her belongings to the new assignment before leaving campus or to take belongings home over break. Occupancy of the room must be terminated at the completion of the contract (24 hours after your last final or by the published residence hall closing date - whichever comes first). Entry is prohibited when buildings are closed. Limited housing options are available during Thanksgiving, Winter and Spring Breaks. University dining facilities are not open during Thanksgiving, Winter or Spring Breaks, however, off-campus outlets who accept EagleOne are available. Students requiring housing for special circumstances during these periods must apply for permission to remain through the Office of Residence Life at least seven (7) business days prior to the posted closing date. The halls will remain open for Fall Break; however, no meal service is provided. Please refer to the University website for a full updated schedule of residence hall openings and closings. Housing is available during summer school and is contracted separately. The University of Mary Washington determines and publishes the calendar for the year, prior to the start of each fall semester. The University reserves the right to change the calendar due to weather, class calendar changes, or other unforeseen circumstances.

Notice of Early Arrival and Late Departure Charges: No early arrivals will be permitted prior to the posted opening for the Fall 2009 semester unless in connection with a University-sponsored activity. If you fail to vacate your room by the published dates that the residence halls are officially closed or return early for the Spring 2010 semester, you will be assessed a charge of $35 per day unless you are part of a University-sponsored activity. Students who return early/depart late without prior permission will be subject to the $35 per day charge as well as applicable cleaning/packing fees and/or disciplinary action.

Room Rental Refunds: Students will be entitled to a refund based on the University’s tuition and refund policy upon withdrawal from the University. The refund schedule may be viewed at http://www.umw.edu/studentaccounts/cas/refund_policyschedule/default.php .
Students who are suspended from the residence halls for disciplinary reasons will not be entitled to a refund of room fees. The student is financially responsible for the stipulated period on the contract.
Students who vacate the residence halls but remain registered for any course(s) at the University will be charged for their room and board contract for the full contract period.
Students who are assigned and have failed to notify the University they will not attend as planned by the posted opening date for any given semester will be charged on a daily prorated basis until a signed statement of intent is received from the student.

Dining Services Contract: Dining policies for the 2009-2010 school year:

Dining Plans: All residential students are required by the University to participate in a full meal plan. Freshmen must be on either the 15-meal plan or the Super Meal plan, which is a full eating program with unlimited access to Seacobeck dining facilities. Upper-class students also have the option of choosing a nine-meal plan. Residential students in traditional housing are required to have a minimum nine-meal plan and are not eligible for commuter or apartment meal plans. Residents of the Apartments at UMW, as residential students, are required to participate in a meal plan and are eligible to choose the Apartment Block plan at the time of assignment to a space in the apartments. For more information regarding meal plans, please visit the Dining Services website at http://www.umwdining.com.

Dining Plan Charges: Rates for the various meal plans are set each year (in late April) by the Board of Visitors of the University. All residential students will be billed for both semesters according to the meal plan they have declared. Once the contract has been submitted to Residence Life, any meal plan changes should be conducted through EagleNet or directed to the Office of Student Accounts. Students may change plans through the first two weeks of classes each semester.
Flex: Each meal plan has Flex associated with it. This amount is included in the initial charge for the plan. If students use all their flex money, they can add EagleOne Dollars to their card at any time during the semester. Flex is designed to be used for eating opportunities other than those scheduled each week or when a student exceeds his/her meal equivalency. Flex may be used in any of the dining service locations on campus. It may also be used by guests of the students or for the catering of student events. Flex is maintained and the balance identified through the student EagleOne ID cards. Flex carries over from fall semester to spring semester; however, at the end of the academic year any unused Flex from the original plan amount is forfeited. EagleOne Dollars which have been added by students can be refunded through the student’s account balance upon graduation or withdrawal from the University.
Rates will be established and announced for the academic year by the University in late April. Differential rates may be charged for rooms with other than standard occupancy and bills adjusted accordingly. Differential rates immediately revert to the standard rate when a room changes to the designated occupancy for that room.

4. Procedures for Cancellation: This contract is the equivalent of an off-campus lease for one full academic year. Because the Housing and Dining Services Contract is a binding contract, there is a precise procedure you must follow in order to receive consideration for cancellation. A student making a request to be released from the Housing and Dining Services Contract is asking for an EXCEPTION and approval of the petition is NOT automatic.

All written requests for cancellation go directly to the Director of Residence Life. Email requests will not be honored. Cancellation of the Housing and Dining Services Contract will be confirmed or denied within three (3) business days of meeting with the Director of Residence Life or designee to discuss the request. The meeting will be scheduled upon receipt of the written request for cancellation. Please note that vacating the premises does not release the student from contractual obligations.

The $200 housing deposit is non-refundable. Any student applying for release of contract after June 1, 2009 (for Fall 2009) and December 1, 2009 (for Spring 2010) may be held responsible for all or part of the housing fee for the balance of the contract period.

In order to be considered for a possible Housing and Dining Services Contract cancellation, you must meet one of the following criteria:
By the student:

If the student withdraws from the University, the contract will be suspended after the student has officially withdrawn from the University upon appropriate notification to the Director of Residence Life. A prorated refund of room and dining fees will be made. Refund amounts are determined according to the schedule listed in the Academic Catalog and Student Handbook. Due to space considerations, residence hall rooms/spaces cannot be held in anticipation of a student returning to the University the following semester. http://www.umw.edu/studentaccounts/refund_policy/default.php
If the student notifies the Director of Residence Life in writing of the intent (and verification) to complete degree requirements in December.
If the student notifies the Director of Residence Life in writing of the intent to transfer to another institution.
If the student notifies the Director of Residence Life in writing of the intent to be married and verifies that the marriage has taken place.
If the student is completing his/her student teaching requirement or an internship outside of the Fredericksburg area.
In the event of financial hardship that is verified as a significant, uncontrollable, and unforeseen change in the financial status of a student’s family or background that occurred since the Contract was submitted.
For reasons other than those listed the applicant must be very specific and extensive in his/her explanation of the significant, uncontrollable, and unforeseen change that has occurred, since the time that the Contract was submitted that now requires release from the Contract. Incompatibility with a roommate(s) or suitemate(s) or involvement in a lease off-campus are not in and of itself reasons for release from the Contract. Students are strongly encouraged to gain contract release approval prior to making any commitments off campus.

By the University:
- If the student is removed from University housing as the result of disciplinary action, the student will receive a prorated refund of dining fees only.

If the student fails to meet the University’s academic requirement and is suspended, the University reserves the right to terminate the contract and refund the unused room and dining fees.

No adjustments or refunds will be made of unused portions of the dining fee plan due to academic scheduling, co-curricular activities, or other non-academic work schedules.

Withdrawals: When a student withdraws from the University, either during the semester or at the end of the fall semester, the room must be vacated within 48 hours of the date of withdrawal or the last exam, whichever comes first.

Enrollment or Contract Termination: A student whose enrollment is terminated for any reason must vacate the residence halls within 24 hours unless a temporary extension is granted by the Director of Residence Life. A student whose contract for room and dining fees is terminated by the University for violation of the terms and conditions, for health or disciplinary reasons, or for reasons deemed sufficient by the Vice President for Student Affairs (or his/her designee) must vacate the residence halls within 24 hours. There are no room fee refunds for students whose enrollment or contract has been terminated.

5. Housing Reassignment, Removal, or Suspension: The University reserves the right to reassign, remove, or suspend (pending review) from the residence halls any student whose conduct exhibits disregard for the residential community, who violates the terms and conditions of residence hall occupancy, or who violates other University rules and regulations. The Vice President of Student Affairs and/or designee will make such determinations.

During the academic year, if you are in a living space and a vacancy occurs, you will have 48 hours to choose a preferred roommate before the space will be opened up for general occupancy except in the event of an emergency when the space is needed immediately or during the designated "open room change" periods.. After this time, you must accept a new occupant as assigned by the Office of Residence Life. It is imperative that you keep that space clean and available at all times. The Office of Residence Life may not have time to notify you that you will be getting a new roommate or suitemate. Behavior which discriminates against or impedes an interested student or assigned occupant will be considered sufficient grounds for disciplinary action, including reassignment or removal from the residence halls, without refund, as determined by the Director of Residence Life or his/her designee.

A. University Disciplinary or Administrative Removal: The University may terminate this agreement and take possession of the room at any time upon (A) violation of the provisions of this contract; or (B) the direction of a duly authorized judicial body, dean, or other officer of the University; or (C) suspension or expulsion from the University.

B. CONCEPTual Living: This program is designed for students to create their own communities. A key element of all the communities is the requirement to integrate an academic/educational component into the community. Reassignment: The University reserves the right to reassign/consolidate residents of a community within CONCEPTual Living when a community loses recognition or fails to fill its vacancies. It further reserves the right to reassign individuals who have not met the agreed upon conditions for CONCEPTual Living or to re-appropriate space to accommodate new or existing communities. CONCEPTual Living communities are encouraged to maintain an alternate list with Residence Life for filling vacancies over the summer and during the academic year.

C. The University reserves the right to change room assignments at its discretion at any time, including but not limited to consolidation of room assignments.

The Office of Residence Life reserves the right to consolidate space/vacancies in order to accommodate any student. In the event of increased housing demand, the occupancy of certain designated rooms may be increased. Students in these situations would be provided with an appropriate credit for a portion of the semester’s room rate. Assignments made for increases in occupancy will receive priority for relocation to regular assignments, as vacancies occur. Also, in the event of over-enrollment, first-year students may be assigned to upperclass areas. Upperclass students and incoming transfers may also be assigned to first year housing areas when necessary.

6. General Provisions and Conditions of Occupancy: Students are responsible for observing all regulations contained in the Academic Catalog, rules and procedures of University of Mary Washington, the Housing and Dining Services Contract, Student Handbook, and notices from the Office of Residence Life.