Conditions of Summer School Residence

1. Summer School Residence at Unicol

1.1     These Conditions apply in relation to a student’s (the Resident’s) accommodation at University College (“the College”) while attending University of Otago Summer School.   

1.2     The Resident acknowledges that while Summer School residence does not comprise full membership of the College, Summer School residents in the College comprise an academic community.  The Resident agrees to conduct themselves in a manner that is consistent with a harmonious atmosphere within the College, showing consideration toward other residents and neighbours, and towards College property. 

1.3     The College will comply with the Education (Pastoral Care of Tertiary and International Learners) Code of Practice and with applicable Health and Safety requirements but accepts no responsibility for any personal injury, property loss or damage from any cause in connection with the provision of Summer School accommodation.

2. Period of Residence and Fees

2.1     The Resident is to book and pay for their accommodation via the Te Puna Student Accommodation Portal.  Payment is expected at time of making reservation.

Cancellations may be made:  

(a) if cancelled with less than two (2) days’ notice the Resident is liable for 100% of total cost.

(b) if cancelled between seven (7) and two (2) days’ notice the Residen is liable for 50% of total cost.

(c) if cancelled between fourteen (14) and seven (7) days’ notice the Resident is liable for 25% of total cost.

2.2     Accommodation is only available from Saturday 7th January 2023 until Thursday 16th February 2023.  Rooms must be vacated by 9am on Friday 17th February 2023. 

2.3     Unless agreed otherwise, accommodation is charged on a per night basis and price is for one person per room.  All bedding is provided. 

2.4     There are no cooking facilities available for residents to use, but microwaves are available for use in the common spaces.   

2.5     These Conditions are intended to ensure that the safety and rights of fellow residents and staff are protected at all times.  As well as agreeing with these conditions, the Resident also agrees to comply with all applicable University Statutes, regulations and requirements.  The Resident also agrees to comply with the reasonable requirements of the College and its staff including those made known through information brochures or similar material provided to the Resident and by notices displayed on College notice boards.

2.6      The College takes the behavioural expectations described in the previous clause seriously and will fully investigate any breaches in a fair and prompt manner and, where necessary, take appropriate action. 

2.7     College staff have the authority to enter the Residents allocated room at any time should this be needed for health, discipline, or other management reasons.  They will respect your space and always knock first.

3. Information Relating to the Resident

3.1    The Resident consents to the disclosure of any of their personal information (including any information regarding disciplinary matters or potential criminal activity) to the Resident’s parents or guardian or other nominated contact, or relevant authority.    

3.2     The Resident consents to the University releasing to the staff of the College the Resident’s enrolment details and academic results, provided that such information be maintained confidential to those staff and used solely for purposes in connection with the welfare of the Resident or for statistical purposes which do not allow the Resident to be identified.  

3.3     The Resident authorises any health professionals whom they may consult during the period of their residence at the College to release to the staff of the College such health information as reasonably necessary in the interests of the welfare of the Resident or other members of the College community.   

3.4     The Resident agrees that the University shall have the ongoing right to make use for its purposes of the Resident’s image and written and verbal statements in connection with the College.

3.5     If you have a disability or infirmity which may affect your accommodation requirements, please let us know so we may assist you.

4. Rights in Respect of Rooms

4.1     The allocation of rooms is made by the College and may be changed by the College at any time.  The Resident may not change rooms except with the College’s agreement.

4.2     This contract is personal to the Resident and allowing the use of the room by any other person is not permitted.

4.3     The College is required to operate appropriate welfare safeguards and for that reason staff of the College shall have the right to access the Resident’s room at any time for the purpose of a Welfare Check (as defined in the Education (Pastoral Care of Tertiary and International Learners) Code of Practice in relation to the Resident or of any other member of the College community

4.4     The staff of the College shall have the right to access the Resident’s room for routine checks provided they have given the resident 24 hours’ notice.

5. Fire Safety

5.1     A Fire Protection System operates in the College. Sprinklers, smoke detectors and heat sensors are located throughout the College. Residents should be very cautious around sprinklers and smoke detectors as accidentally setting them off will be a costly expense for the resident. Residents should also be cautious in using hairsprays, deodorant sprays, hair straighteners and hair tongs etc as these can set off the smoke detectors.

(a) Any misuse of fire protection equipment throughout the College will be treated seriously and a minimum fine of $500 will be imposed.

(b) False activation of the fire alarm will incur a charge to cover the costs of a Fire Service call-out. This will be charged to the individual responsible but may be charged to residents generally if the responsible individual cannot be identified.

(c) False activation of the sprinklers will incur a charge to the responsible party to cover costs and any damage.

(d) Fire escapes are for your safety and are only to be used in the case of an emergency. Improper use may result in disciplinary action. Roof access is strictly prohibited.

(e) Candles and incense are a fire risk and are banned from the College.

(f) Bicycles/drying racks etc. are not allowed in hallways or stairwells as these create a fire hazard by blocking fire escape routes.

6. Noise

6.1     Any resident/s causing undue noise or disruption may receive a warning.  Repeated noise may incur disciplinary action.

7. Smoking/Vaping

7.1    The University promotes a healthy environment for all staff and students which includes a smoke-free/vape-free environment.

7.2     University College is a smoke free/vape free zone, in keeping with the University regulations regarding smoking/vaping.  Under no circumstances are residents allowed to smoke/vape inside the College buildings, on any balcony, in front of the College or any other designated smoke free area. 

8. Alcohol

(a)  During the summer semester the College is alcohol-free.  Staff may impose disciplinary action and confiscate alcohol.  Such confiscated alcohol will not be returned.

(b)  Notwithstanding 8(a), at the Warden’s discretion alcohol may be consumed by those residents of legal age at specific designated times at a location designated by the Warden.  At such times the Warden will clearly indicate in advance the type and amount of alcohol permitted.

9. Drugs   

9.1     The University has adopted a zero-tolerance policy in respect of the possession, use or distribution of illegal drugs by members of its Colleges while on University property or while attending a College event.  Where disciplinary process establishes that the Resident has committed a breach of this policy this contract will automatically be terminated by the College Warden, but this sanction may be reviewed through the appeals process below.  

10. Skateboards and Scooters

10.1     Skateboards may not be used inside the College, nor may a skateboard be used on any stairs, handrails, curbs or walls at University College. Scooters are not permitted in the College, nor on College grounds. Juicing of e-scooters is not permitted.

11. Windows and Balconies

11.1     Throwing anything from a window is a serious offence. Any participation in this action will be dealt with severely, with a minimum $100 fine levied against the resident from whose window an object was thrown. Hurling abuse and yelling to people from a resident’s window will also be dealt with severely. Writing on windows is also prohibited. Access to balconies outside your bedroom is for maintenance only.

12. Damage

(a)     Damage to College property should be reported immediately to staff.

(b)     Residents are responsible for any damage they cause.  Any resident who damages College property will be expected to pay the full cost of repair or replacement and this will be charged against their account with payment due within seven (7) days of the date of the invoice.

(c)     Decoration of walls or furniture with graffiti of any description is not permitted.

(d)     If any damage is considered wilful, then residence may be terminated.

(e)     Where responsibility for damage cannot be ascertained, the College reserves the right to apportion the cost of replacement or repair among all residents and this will be charged to all residents with payment due within seven (7) days of the date of invoice.

(f)     Where it is found that dining room equipment such as cutlery, crockery etc has been depleted due to theft and/or loss from the dining hall, the College reserves the right to apportion the cost of replacement among all residents.

(g)     All electrical equipment must display a recent safety tag to show that the equipment has been safety tested.  This includes hair dryers, hair straightener’s, electric razors, computer equipment, lamps etc.  Testing must be completed prior to arrival.

13. Refunds

13.1     Where it is necessary, as a result of exceptional or unforeseen circumstances, to withdraw from College during the Summer School period, you must immediately give written notice of intention to withdraw to the Warden. You may be asked for any relevant supporting documentation that confirms your situation.

13.2     Residents who are considering withdrawal from their programme of study are advised to meet with the Warden to discuss the situation. The Warden has discretion to apply for a waiver in cases of severe health problems, bereavement or other serious challenges. Academic failure or a desire to change your living situation are not normally grounds for release from your contract obligations.

13.3     If you are thinking about leaving the College you must see the Warden as soon as possible to discuss the situation. Any and all decisions related to contract release are decided by the Campus and Collegiate Life Services Divisional Office.  Reasons for possible release consideration are:  

(a) Serious physical or mental health and well-being.  

(b) Bereavement. 

(c) Serious family crisis or emergency.  

(d) Other serious and unforeseen circumstances which prevent study continuation.

13.4     Where a contract is terminated by the University, the account will be finalised and any refunds due to the resident will be actioned in a timely manner following University policy and procedures.   

14. Breaches of Conduct

14.1     Any alleged breach of conduct will result in the resident(s) being referred to the Warden or Deputy Warden.

14.2     Due to the possibility of the resident being temporarily suspended or having their residence terminated, the resident is entitled to have a support person accompany them to any such disciplinary meeting.

14.3     No waiver by the Warden to act on, or to impose a sanction for, a breach shall prejudice the Warden’s right in respect of any future breach by that (or any other) resident, whether that breach be of a similar nature or not.

15. Disciplinary Process

The Resident consents to the disciplinary processes and sanctions established by the College and published as Part 7 in the link below, and specifically acknowledges the right of the College to impose sanctions for the breach of any provision of, or requirement established in accordance with, this contract. 

www.otago.ac.nz/accommodation/apply-for-accommodation/terms-and-conditions/index.html

15.1     Such sanctions may include (but are not limited to):

(a) formal and informal warnings;

(b) requirements to undertake work and/or attend programmes or counselling;

(c) Fines and reparations (including those made on groups of which the Resident is part in respect of damage the cause of which cannot be specifically attributed) and directions to make reparation to third parties;

(d) Restrictions on activities, non-association or non-attendance requirements;

(e) Suspension of the right of residence, or termination of this contract neither of which shall affect a resident’s ongoing liability for fees.   

15.2     The process to be followed in relation to any specific incident shall be appropriate to the nature of the allegation involved and the range of penalties under contemplation, provided that in any process the Resident shall be entitled to be fairly informed of the matter of concern and shall have the opportunity to provide a response or explanation before any penalty is imposed.

15.3     Where a Resident faces an allegation that amounts to criminal behaviour, or where the circumstances otherwise make it inappropriate for the Resident to remain in the College while the matter is considered, the College Warden may suspend the Resident from the College until the process is complete.  In such circumstances the Resident may be offered accommodation at another College but shall not be entitled to such an arrangement being made.     

15.4     Where any sanction is imposed by a person other than the College Warden, the Resident shall be entitled to have that sanction reviewed by the College Warden.  Where a sanction has been imposed by the College Warden, or where the Resident is not satisfied with the outcome of a review performed by that person, the Resident may, within seven (7) calendar days of being notified of the relevant decision, submit an appeal against the sanction to the University’s Director of Campus and Collegiate Life Services (CaCLS) (“the Director”) on the grounds that it (a) may cause significant hardship to the student; (b) may be manifestly unfair; or (c) may have been imposed without due process having been followed. An appeal shall be in writing and set out the grounds the Resident relies on for the appeal.

15.5     The Director may determine any appeal as he or she thinks fit, or, in his or her absolute discretion, refer the matter to an Appeals Panel for determination.  Each Appeals Panel shall comprise not less than three persons appointed by the Director. An Appeals Panel shall regulate its own procedure and its decision on any matter shall be final. 

16. Breaches Likely to Lead to Termination of Residence

16.1     Breaches of any of the following expectations are likely to result in immediate termination of residence.  This list is not to be considered exhaustive, and other behaviour or actions that the Warden is satisfied makes continued residence inappropriate will be acted upon accordingly.  Such matters may also be referred to the Police or to the University Proctor.

(a) Assault on a fellow resident or staff member.

(b) Unauthorised entry of a fellow resident’s room.

(c) Possession or use/storage of illegal drugs or possession of equipment associated with illegal drugs.  (Refer to clause 9).

(d) Theft of property from a fellow resident or from within the College.

(e) Possession or use of fireworks within the College or in the immediate precincts of the College.

(f) Possession or use of firearms (including air-powered weapons) or other dangerous weapons such as knives, bows etc within the College or immediate precincts of the College.

(g) Serious deliberate damage to College property.  Refer to clause 8.

(h) Sexual misconduct.

(i) Any other behaviour that impacts upon the safety or rights of other residents or staff.

17. Appeals

17.1     Where any decision where a disciplinary sanction is imposed by a person other than the College Warden,  the Resident shall be entitled to have that decision reviewed by the College Warden.

17.2     Where (a) a disciplinary sanction has been imposed by the College Warden, or (b) the Resident is not satisfied with the outcome of a review performed by that person, the Resident may, within seven (7) calendar days of being notified of the relevant decision, submit an appeal against the relevant decision to the University’s Director of Campus and Collegiate Life Services (“the Director”).

17.3     The grounds on which an appeal may be brought under this clause are (a) that the decision will cause unreasonable hardship to the Resident; (b) that the decision was reached without giving the Resident a fair hearing, or by a process that was otherwise unfair; (c) the Resident wishes to put forward newly available information which could not have been provided when the decision was made; or (d) the consequences of the decision are manifestly excessive having regard to the circumstances. An appeal shall be in writing and set out the grounds the Resident relies on for the appeal.

17.4     The Director may determine any appeal as he or she thinks fit, or, in his or her absolute discretion, refer the matter to an Appeals Panel for determination. Each Appeals Panel shall comprise not less than three persons appointed by the Director. An Appeals Panel shall regulate its own procedure and its decision on any matter shall be final.

18. Complaints

18.1     The Resident can make a complaint in writing to the College Warden. If the matter is about or involves that Warden, the complaint can be made in writing to the Senior Warden of Colleges. If the matter is about or involves the Senior Warden of Colleges, the complaint can be made to the Director of Campus and Collegiate Life Services who may appoint a nominee.

Where a complaint has been made by the Resident the following process published as Part 9 will be followed:

www.otago.ac.nz/accommodation/apply-for-accommodation/terms-and-conditions/index.html

18.2     Nothing in this Agreement limits any right the Resident has to pursue a matter under a Dispute Resolution Scheme established under section 536 of the Education and Training Act 2020.