Residence Information For Returning Students Fall/Winter 2013-2014

Residence applications for returning students for the Fall 2013/Winter 2014 semesters will be available on-line beginning at 4:00 p.m. on Friday, February 1^st, 2013.

Attention returning students: should you wish to be assigned your current room number again next semester, please make this request clear on your application.**

PLEASE NOTE THE FOLLOWING INFORMATION:

• A maximum of 150 rooms will be allocated to returning students.
• Your residence application is considered complete once we receive both your application and your $500.00 deposit.  
• Once the quota of 150 guaranteed applications is obtained, all subsequent applications will be placed on a waiting list.
• Fall 2013/Winter 2014 will be the last year Bishop’s University grants a residence “rent freeze” to 2^nd, 3^rd and 4^th year returning students.
• The residence scholarship entitlement will be discontinued as of May 2013 and thus will not be awarded in the 2013-2014 academic year.
• Complete ALL sections of the Residence Application Form. Check your application carefully before submitting. Incomplete or inaccurate applications will not be processed and you will lose your priority ranking.
• After submitting your on-line application, you must follow up with a $500.00 deposit in order to complete your application and establish your room assignment priority date.  After completing your application, you will be prompted to a secured site where you may pay your deposit by credit card.  If you prefer to pay by cheque or money order, please visit Residence Services in Paterson Hall or send your cheque to the following address: Bishop's University, Residence Services, 2600 College St., Sherbrooke, Quebec, Canada  J1M 1Z7.   If you opt for on-line banking payments, you must notify our department once your deposit has been paid.  Please email us at residence@ubishops.ca  For bank transfers, please contact Residence Services for more complete banking information.
• Only after receiving both your application and deposit will we consider your application complete.
• If you wish to live in Paterson Hall in a co-ed apartment, please fill out the additional application for co-ed apartments available at the Front Desk in Paterson Hall.  Please note that if one of your suite mates decides not to return to residence or withdraws, we reserve the right to place the other three individuals in same-sex suites.  
• If you wish to request a particular room or residence hall, should there be special circumstances or if you have any medical issues that you would like us to consider during your room assignment, please make sure to include this information on your application.  Medical issues must be confirmed with supporting documentation.
• While we make every effort to assign each student a room according to his/her preferences, we do not guarantee a particular residence hall or room style.  However, returning students are all placed on a priority basis.

TERMS & CONDITIONS

1. CORRESPONDANCE

Correspondence with students will be via the e-mail address account provided on your residence application.  Please double check that the e-mail address is spelled correctly.

2. ROOM ASSIGNMENT

Room assignments are prioritized based on the date we receive your application and deposit. Thus, the sooner we receive your application and deposit, the more likely you will be assigned a room in one of your preferred residence halls. Unfortunately, we can not guarantee a particular residence hall or room style.

You will receive notification of your official residence hall and room assignment in late July.

3. OPENING DAY & LATE ARRIVAL

Rooms will not be held for more than 24 hours beyond the official opening of residence (Saturday, August 31st, 2013).  If you can not arrive on the official residence opening day, you must notify Residence Services with your intended arrival information.

4. LEASE AGREEMENT

University residence leases in Québec are subject to the regulations of the Québec Rental Board (Régie du Logement du Québec).  When you move into residence, you will sign a lease committing you to the duration of your lease while you remain a student at Bishop’s University. 

Leases are for 8 months; beginning August 31^st 2013 through to final exams in April 2014 but not including the Winter Break (see point # 10 below for more details).

Exchange students and graduating students are provided with a 4-month lease, beginning August 31^st 2013 ending after December exams.

5. FEES & MEAL PLANS

Residence fees include room and board and are calculated per semester.   It is important to note that all residence students are subject to a mandatory residential meal plan.  There are no “room only” assignments. Each semester’s residence fees are divided into equal installments for a total of 8 payments to cover both the fall and winter semesters. There are three plans available:  Flexible, Square Dealer or Hearty.  Only students assigned to Paterson Hall have the option of choosing the “Suite Meal Plan”.  For more information, please visit http://www.ubishops.ca/residence/general-information/fees-and-meal-plans.html. Your 1st installment is partially pre-paid with the initial $500 deposit.

COMMUNICATION FEE

A mandatory $145.00 communication fee is charged to each residence account in September and again in January. This fee includes internet and telephone connections.  Please note that internet is NOT wireless.  Internet cables are available for $5.00 upon arrival.  In-room telephones are NOT equipped with long-distance calling services, nor voice mail.

$700.00 PAYMENT

In order to maintain your place in residence, an additional $700.00 payment is due on or before Friday August 9th, 2013.  Failure to remit this payment by this date may result in the forfeiture of your room. This payment will be applied to your September rent. The $500 deposit combined with your $700 payment should cover the majority of your first month’s rent.  Any outstanding amounts will be due upon arrival.  The remaining balance for the academic year is to be paid in equal installments by the first of each month beginning October 1^st, 2013 through April 2014.

6. PAYMENT METHODS

Rent is due on the first of each month, but students may choose to pay their entire semester fees upon arrival. Most students pay their residence fees through their financial institution’s on-line banking service (Royal Bank of Canada, CIBC, Scotia Bank or BMO). Alternatively, students may pay residence fees at the Residence Services Office using debit card, cheque or cash.  Post-dated cheques are accepted. All cheques should be made payable to the order of BISHOP'S UNIVERSITY.

International students may choose to pay using a wire transfer service.

Credit cards are not accepted unless you are a visiting international student as you will have fewer payment options available.

7. OVERDUE ACCOUNTS & NSF CHEQUES

Overdue accounts are charged $25.00 on the 15^th of each month. Cheques that are returned by your bank marked N.S.F. (non-sufficient funds) are subject to a $25.00 charge.  The exchange rate used for cheques in U.S. currency will be based on the day the cheque is processed.

8. REFUNDS

In the event that your application is placed on a waitlist and you decide to remove yourself from the waitlist or we are unable to accommodate you in residence, your deposits are 100% refundable.  In all other circumstances, the following applies:

Your $500.00 deposit is refundable according to the following terms and conditions:

• $400.00 is refundable if we receive written notice of cancellation on or before Friday, May 31^st, 2013, 4:30pm local time.
• $250.00 is refundable if we receive written notice of cancellation on or before Friday, July 5^th, 2013, 4:30pm local time.
• $75.00 is refundable if we receive written notice of cancellation on or before Friday, August 16^th, 2013, 4:30pm local time.
• After Friday, August 16^th, 2013, 4:30pm local time, there is no refund.

Should it be determined that you are academically ineligible to attend Bishop’s University, you will receive a $400.00 refund, regardless of the date upon which we receive cancellation notification. Ineligibility will be verified with the Admissions Department. 

Your $700.00 deposit is refundable according to the following terms and conditions:

• $700.00 is refundable if we receive written notice of cancellation on or before Friday, August 16^th, 2013, 4:30pm local time.
• $450.00 is refundable if we receive written notice of cancellation on or before Friday, August 30^th, 2013, 4:30pm local time.
• After Friday, August 30^th, 2013, 4:30 p.m. local time, there is no refund. 

Should it be determined that you are academically ineligible to attend Bishop’s University, you will receive a $700.00 refund, regardless of the date upon which we receive cancellation notification. Ineligibility will be verified with the Admissions Department. 

** Requests for refunds will only be processed once the Residence and Conference Services acknowledge your written cancellation request.

9. DEFERRAL

If you decide to defer your admission to Bishop's University for another semester or for another year, your deposit will be refunded according to the above conditions. Deferral does not constitute ineligibility.

10. WINTER BREAK (Saturday December 14th, 2013 – Saturday January 4th, 2014)

The period of the lease does not include the Winter break. You are required to vacate your room no later than 12:00 noon the day after your final exam. All residence halls will close after lunch on Saturday December 14th, 2013, the day following the last official day of exams. During the winter break, all residences will be locked and all dining services will be closed. Residence halls will re-open on Sunday January 5th, 2014. ** Dates are subject to change once the winter timetable is completed.

However, upon request to the Residence Services Department, accommodations during this period may be made available to students with extenuating circumstances (e.g. international students, out of province students), and will be subject to a fee for use of services during this period.  Information will be communicated to students towards the end of October, 2013.