Applying to Residence Information for RETURNING Students

Applying to Residence Information for RETURNING Students

Returning Students Information for Applying to Residence Fall 2019 / Winter 2020

PLEASE NOTE THE FOLLOWING INFORMATION:

Residence Services is pleased to announce that Spring 2019 will mark the end of the renovations of our bog style residences. As a result we will have increased capacity for returning students for Fall 2019. Please submit your application and we will process applications on a first come first served basis. We anticipate having enough capacity for returning students that wish to come back for Fall 2019, but will process applications on a first come first served basis and in the event that we receive more applications than anticipated we MAY place later applications on a waitlist. Please remember that your application is only complete when you have submitted the online application as well as the $500 deposit. Please understand that we will prioritize students that are interested in 8 month leases. Anyone that wishes to be housed for four months can complete their application and you will be waitlisted according to your priority date and will be advised if a space in residence becomes available. Please note that we will only consider 4 month leases if we have space after students requesting 8 month leases have been assigned.

Once you have submitted your online application, a $500.00 deposit is required in order to complete your application and establish your room assignment priority date. Only after receiving both your application and deposit will we consider your application complete. After completing your application, you will be prompted to a secured site where you can pay your $500 deposit by credit card. Other payment options are described below in section #6.

REMINDER: A 2nd deposit of $800.00 is required no later than August 9, 2019 in order to maintain your room in residence. Failure to pay by the deadline will result in your room being assigned to another student.

If you wish to live in a 4-bedroom Paterson Hall co-ed suite, please communicate directly with the Residence Service Office. All 4 students must agree in writing to a co-ed living arrangement. Should one of the 4 students decide not to reside in residence, we reserve the right to place the remaining 3 students in same-gender suites.

If there are any special circumstances or special requests, learning challenges or medical issues that you would like us to take into consideration when determining your room assignment, they must be clearly articulated on your application and supporting documentation must be submitted prior to June 14th, 2019 in order to be taken into consideration for room assignment. All documentation should be submitted to Residence Services by email to Kelly Reid kreid@ubishops.ca. Please contact Residence Services if you have any questions.

Should you wish to be re-assigned to your current room, please make this request clear on your application by providing us with the exact residence and room you wish to be assigned to.

TERMS & CONDITIONS

1. CORRESPONDENCE

Correspondence prior to arrival will be sent via your personal email address account provided on your residence application. Please double check that your email address is spelled correctly and that this account remains active and verified on a regular basis.

2. ROOM ASSIGNMENT

While we attempt to provide students with their residence preference, please understand that there are times when we are unable to provide a student with any of their preferred choices of residence or room style. Room assignment is done based on the date we receive your application and residence deposit. Our residences have a mix of singles, doubles, triples and quads and it is always possible that you could be assigned to a double, triple or quad room despite your preferences. While we guarantee a room in residence, we do not guarantee you receiving your preferred accommodation.

Returning students whose application is received by January 18th, 2019 will be provided their room assignment information by the latest mid-February.

Waitlist:
If your application is received after January 18th, 2019, you will be placed on a waitlist.
Should your application be placed on a waitlist, your residence hall and room assignment will be based according to availability at the time you are removed from the waitlist. We will contact you if a room in residence becomes available and will provide you with a deadline to accept our offer. Once you accept our offer you will be subject to the cancellation fees in section #9 below. If we do not hear from you, we will move on to the next person on the waitlist.

Roommate:
If you wish to be assigned with a particular roommate or bogmate please note BOTH of you must make this request when you apply and your priority dates must be close to the same date otherwise we may not be able to accommodate your request.

3. OPENING DAY / ARRIVAL

Students are not permitted in residence before “Official move in day” (Saturday, August 31st, 2019) and rooms will not be held for more than 24 hours beyond this date. If you plan to arrive after official opening day, please 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.

Lease period: All residence leases are binding and cover the duration of the academic year (official move in day through to final exams in April, but not including the Winter Break – see point #10 below for more details).

5. FEES & MEAL PLANS

Residence fees include accommodation as well as a mandatory meal plan. There are no “room only” assignments. Each semester’s residence fees are pro-rated and then divided into equal installments for a total of 8 payments to cover both the fall and winter semesters. Three meal plan options are available: Flexible Diner, Square Mealer and the Hearty Eater. Students assigned to Paterson Hall have the additional option of choosing the “Suite Meal Plan”. For more information on meal plans & fees, please visit our Campus Dining web page.

COMPULSORY ITEMS
(applicable to all students & refundable as per conditions below)
AMOUNT
Residence Administration fee$60.00
Rent advance$1149.00
Communication fee (Internet and telephone)$41.00
Activity fee
$50.00
Total deposit amount
(first deposit: $500, second deposit: $800)
$1300.00

COMMUNICATION FEE (Internet and phone)

A mandatory $164.00 communication fee is charged in both the fall and winter semesters, payable in equal monthly installments of $41.00 on the 1st of every month. This fee includes internet and telephone connections. Please note that wireless internet is available in all our residence halls. Routers may be used in residences provided they meet University installation requirements. All rooms have a landline in the room. In-room telephones are NOT equipped with long-distance calling services or voice mail. Students can utilize a calling card to make long distance calls from their residence phones.

$800.00 DEPOSIT – DEADLINE AUGUST 9th, 2019

In order to maintain your place in residence, an additional $800.00 payment must be received by our office on or before Friday August 9th, 2019. Failure to remit this payment by this date may result in the forfeiture of your room or room priority. This payment will be applied to your September rent and meal plan installment.

6. REMAINING RESIDENCE FEES – PAYMENT METHODS

The $500 deposit combined with your $800 deposit should cover the majority of your first month’s residence fees. Any outstanding amount will be due upon arrival. The remaining balance for the academic year is to be paid in equal installments by the 1st of each month beginning October 1st through April 1st. Students may choose to pay their entire semester fees in advance. A $25.00 late fee will be charged on the 10th day of each month for any overdue account.

Online banking with a Canadian bank. To pay online:

  • Login to your own personal bank account, and locate the area for bill payments.
  • Locate and add “Bishop’s University Residence”.
  • Reference/account number = Student number (remove the “P” and also “00” if your bank asks for a 7-digit number).
  • If you cannot find “Bishop’s University Residence”, use “Bishop’s University”, but be advised that your payment will be directed towards your tuition account and not Residence. Email the Business Office (businessoffice@ubishops.ca) to have the funds transferred to your Residence account.

International Payments: Please use this link to make an international payment. The link will take you to the www.flywire.com website where you can make your secure payment. If you have any questions please contact Ms. Hassina Bitam at hassina.bitam@ubishops.ca or 819-822-9600 ext. 2208.

Cheque: Please indicate your full name and student ID number on your cheque. We accept Canadian and US cheques. Note that US cheques will be converted to Canadian funds using the exchange rate of the day established by Bishop’s University.

Please send your cheque to:
Bishop’s University
Residence Services / Paterson Hall
2600 College Street
Sherbrooke, QC,  J1M 1Z7
Canada

Cash or Debit: Payable at the Residence Office (Paterson Hall).

Credit cards are not accepted unless you are an international student (ie. non Canadian citizen).

INTERNATIONAL STUDENTS

International students must pay for the entire semester of residence at the beginning of each academic registration period. In other words, international students are not able to pay residence on a monthly basis and must pay each semester in full at the appropriate time (September 20th, 2019 for the Fall semester and again January 17th, 2020 for the Winter semester).

7. OVERDUE ACCOUNTS & NSF CHEQUES

Overdue accounts are charged $25.00 on the 10th 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. INSURANCE

As a tenant, you are legally responsible for damage to your rented unit, damage to your property and for the well-being of your visitors. Residence students should carry insurance to protect their property. Both public liability and property damage insurance coverage is recommended. Note: as a student, you may already be protected under your parents’ insurance policy.

9. REFUNDS & CANCELLATIONS

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, June 14th, 2019, 5:00 p.m. local time.
  • $200.00 is refundable if we receive written notice of cancellation after June 14th, 2019 and before Friday, July 5th, 2019, 5:00 p.m. local time.
  • $75.00 is refundable if we receive written notice of cancellation after July 5th, 2019 and before Thursday, August 1st, 2019, 5:00 p.m. local time.
  • No refund after Thursday, August 1st, 2019, 5:00 p.m. local time.

Your $800.00 deposit is refundable according to the following terms and conditions:

  • $500.00 is refundable if we receive written notice of cancellation on or before Friday, August 16th, 2019, 5:00 p.m. local time.
  • $250.00 is refundable if we receive written notice of cancellation after August 16th, 2019 and before Friday, August 23rd, 2019, 5:00 p.m. local time.
  • No refund after Friday, August 23rd, 2019, 5:00 p.m. local time.

Waitlisted Students:
Please notify Residence Services, in writing, as soon as possible if you no longer wish to be considered for a place in residence. Deposits are 100% refundable should you remove yourself from the waitlist prior to accepting a room or if we are unable to accommodate you in residence. Once you have accepted a room in residence the above cancellation policies will come into effect.

In the event that you are placed on a waitlist, the waitlist shall remain in effect until the official move in day (Saturday, August 31st, 2019). If you wish to remain on the waitlist after this date you must contact Residence Services directly to make this request.

Academic ineligibility
Should it be determined that you are academically ineligible to attend Bishop’s University, your deposits will be refunded as follow:

  • First deposit of $500: $400.00 refunded provided we receive written cancellation notification by August 16th, 2019, 5:00 p.m. local time.
  • Second deposit of $800: $800.00 deposit will be fully refundable provided we receive written notification of cancellation by August 16th, 2019, 5:00 p.m. local time.

Ineligibility will be verified with the Admissions Office. In the event that ineligibility is determined after August 16th, 2019, 5:00 p.m., applicable rental fees and penalties will apply.

Cancellations
Cancellations must be communicated in writing directly with Residence & Conference Services. Requests for refunds will only be processed once Residence and Conference Services acknowledges your written cancellation request. No exceptions will be made. For assistance, please contact Residence and Conference Services at residence@ubishops.ca or call 819-822-9600 ext. 2685.

10. 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.

11. WINTER BREAK (dates to be confirmed)

Please note that the period of the lease does not include the Winter Break. Unless previously agreed due to extenuating circumstances (international students or out of province students, etc.) students are required to vacate their rooms no later than 12:00 p.m. (noon) the day after their final exam. All residence halls will close the day following the last official exam date. During the winter break, all residences will be locked and all dining services will be closed. Residence halls will re-open on Monday, January 6th, 2020.

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 may be subject to a fee for use of services during this period. Information will be communicated to students by email in early November.


If you have any questions or require further information please feel free to contact us at:

Residence and Conference Services
Phone: 819-822-9600, ext. 2685
Toll-Free: 1-877-622-4900
Email: residence@ubishops.ca

Bishop’s University
Residence Services
2600 College Street
Sherbrooke, QC,  J1M 1Z7
Canada


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