CHRISTOPHER NEWPORT UNIVERSITY Housing and Dining Services Contract

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1 CHRISTOPHER NEWPORT UNIVERSITY Housing and Dining Services Contract GENERAL INFORMATION ELIGIBILITY PERIOD OF CONTRACT APPLICATION HOUSING DEPOSIT RATES AND PAYMENT PERIOD OF OCCUPANCY ROOM ASSIGNMENTS DINING SERVICES DAMAGES, FIRE AND THEFT ABANDONMENT OF PROPERTY DEFAULT OF CONTRACT UNIVERSITY AND RESIDENCE HALL REGULATIONS CANCELLATION OF THE CONTRACT GENERAL INFORMATION The Housing and Dining Service Contract is a legally binding agreement. Signing of the Contract Acceptance Form constitutes a legal contract between Christopher Newport University and the student to fulfill the terms and provisions of the contract. The provisions and terms of the contract may not be waived, modified, or reassigned, and the contract may not be broken or suspended unless an appeal form has been submitted and approved. The purpose of this document is to establish the terms and conditions of occupancy in the University s Residence Halls/Properties and mandatory participation in one of three University Dining Service meal plans (where applicable). This document and the Contract Acceptance Form constitute an offer by the University to contract with the student indicated on the Contract Acceptance Form for housing facilities and dining services. The student may accept this offer to contract by signing and returning the Contract Acceptance Form. The Contract Acceptance Form must be signed and dated as evidence of acceptance of the terms and conditions, which are stated in this contract. Nothing in this document proscribes or limits the authority and power of the Board of Visitors of Christopher Newport University to establish policy, rules and regulations, which shall be applied upon their effective date and operate prospectively unless otherwise stated. Further, the University reserves the right to make reasonable modifications to this contract to ensure personal safety or protection of property, provided reasonable advance notice is given. Such modifications will be considered a part of this contract with the same force and effect as though written herein. ELIGIBILITY Acceptance of this contract by the University does not constitute a commitment of admission to the University. During the fall and spring semesters, residents must be currently enrolled and registered full-time at Christopher Newport University. Students who drop below the minimum full-time course load (12 credit hours undergraduate, 9 credit hours graduate) will have their assignment and conduct history reviewed by the Office of University Housing to determine if continued occupancy will be permitted. Part time students approved to live on-campus may face additional restrictions including possible eviction for violations of university policies. All residents must pay their outstanding debts to the University prior to occupancy. Effective with the Fall 2010 freshman class, first, second and third year students are required to live on-campus unless they live with a parent or legal guardian in one of the following exempted areas: Grafton, Hampton, Newport News, Poquoson, Seaford, and Yorktown. This policy does not apply to transfer students. The residential experience is designed for students who reach 17 to 22 years of age by September 1, Students who are younger or older than the previously stated ages will receive consideration on a case-by-case basis. PERIOD OF CONTRACT Christopher Newport University is committed to providing room and board for students at the lowest possible rate. This contract, therefore, is for the entire academic year to include the Fall and Spring semesters for students living in: York River Hall Potomac River Hall James River Hall Carol K. and Anthony R. Santoro Hall Warwick River Suites

2 University-owned houses The contract period for students living in the following CNU Apartments is from July 1, 2011 to June 15, 2012: Harrison Monroe Jefferson Washington The contract period for students living in the Greek Village and the following CNU Village apartments is from July 15, 2011 to June 30, 2012: Taylor Tyler Wilson The contract period for students living in CNU Landing and Madison Apartments is from August 23, 2011 to June 15, Contracts signed mid-year will be in force through the end of the designated contractual period depending upon the student s building assignment. The contract period begins as soon as the student occupies the assigned space, and will either terminate 24 hours after the student s last scheduled exam or stated termination date depending upon their room assignment. Any resident who, for any reason, discontinues as a regularly enrolled student and later returns for classes will be required to live on-campus. Graduating seniors living in James River, Warwick River, Potomac River South or University Houses will be provided housing until Noon the day after commencement without additional charge. APPLICATION New Student Applications: All new students either required to live on-campus or wanting to live on-campus, should complete and submit a Contract Acceptance Form online by May 1, Applications received after that date will be processed depending upon the availability of rooms. New residential students over the age of 20 will not be housed in traditional first-year freshman residences. These students will be housed with upper-class students. Upper-class Student Applications: Students currently living on-campus must submit a Contract Acceptance Form prior to the Housing Lottery. Current students submitting Contract Acceptance Forms after the designated lottery due date will be placed on a wait list. Once on the wait list, it is the student s responsibility to cancel his/her contract if they no longer desire to live on-campus. When space becomes available, the first person on the wait list (date receipt order) will be notified via telephone. Transfer Student Applications: Housing is assigned on a first-come, first-serve basis. Transfer students are not required to live oncampus and they are not guaranteed space on-campus. If you plan to live on-campus, housing availability is limited, it is imperative that you complete the New Upper-class Contract Acceptance Form as soon as possible. HOUSING DEPOSIT $250 from a student s Enrollment Deposit (paid upon acceptance to the University) will be allocated towards the student s Housing Deposit. The deposit will remain active for as long as the student lives in University-owned housing. The Housing Deposit serves as a room reservation and cancellation fee. Students who remain in University-owned housing during their entire contract period and do not renew their contract will be refunded the entire deposit less any damages. If the deposit falls below $100 at any time, the student must restore the deposit to $250. Summer term housing applications do not require a housing deposit. Refer to the Cancellation of the Contract section for detailed refund information. RATES AND PAYMENT The Housing & Dining Service rates are determined annually and approved by the Board of Visitors. The student agrees to pay the rates which are established and announced in April 2011 for the academic year. Failure to satisfy the financial obligations outlined under this agreement may result in one or more sanctions, pursuant to Commonwealth of Virginia and University rules and regulations. Sanctions may include denial of further meals, denial of request for official grade transcript, denial of enrollment, eviction and sanctions allowed for under State law. While this contract is in effect, the student is required to meet all financial obligations of this contract. Room and Board fees must be paid in full prior to check-in unless other arrangements have been made (i.e. Federal Pell grant, Stafford Student Loan, AMS, VSSS, etc.) If applicable, the student should check with the Financial Aid Office to ensure all paperwork is in order and that they are eligible to receive aid. Verification of a pending financial aid award from the Financial Aid Office may be required before occupancy. Paper statements will not be sent out by the Business Office. Students will be notified of their initial charges via their student account 30 days prior to the start of each semester. Students are responsible for any outstanding balances on their account throughout the year. A Registration hold will be placed on student accounts for unpaid balances and all accounts must be settled prior to registering for the next semester s classes. Students and their parents or guardians can learn more about the on-line student account process at

3 PERIOD OF OCCUPANCY Occupancy begins when the student moves into his or her assigned space and terminates 24 hours after the student s last scheduled exam or the dates provided in the contract. The student can move into their assignment according to the opening time published by the University. No early arrivals will be permitted prior to the posted opening dates unless in connection with a University sponsored event or with prior approval by the Office of Residence Life. Students arriving late must inform the Office of Residence Life before freshmen move-in day to keep their room assignment. Residence halls will be closed during the Thanksgiving, Winter and Spring Breaks unless announced otherwise with the exception of CNU Apartments, CNU Village, Greek Village and CNU Landing, Students may leave personal belongings in their assigned rooms during breaks provided they are returning to University Housing after the break. Occupancy of a main campus residence hall room during breaks must have prior approval from University Housing or Residence Life. Students staying over breaks may be assessed an additional fee. ROOM ASSIGNMENTS Each residence hall room is designed to normally house one or two students, however, during peak occupancy periods some rooms may be designated for triple occupancy. The third person is reassigned to a double room as space becomes available. Freshmen may also be assigned to spaces typically reserved for upper-class students. Students who have been assigned a room may not change their rooms or request roommate changes until the close of the second week of classes. If a space becomes available in any room for whatever reason, the Office of University Housing reserves the right to fill the vacancy and/or consolidate available space by moving residents. When space is available, double rooms may be offered at the single room rate. The Office of University Housing makes freshmen room assignments. All requests for specific roommates must be mutual and submitted on your online Contract Acceptance Form by 5:00pm on Tuesday, July 5, Christopher Newport University does not guarantee assignment to a particular room, building, or type of accommodation. After July 5th, no requests to change rooms or request roommates will be honored until the close of the second week of the Fall semester. After the first day of occupancy, requests to change rooms or roommates must be approved by the Hall Director or the Assistant Director of Housing Administration. Unauthorized room changes will result in a $75 charge and the resident may be required to move back to their original room. Judicial action may also be taken. After the close of the second week of fall semester, students may request a room change, but, however, they are subject to a $50 processing fee. When a student's behavior is such that no one wishes to live with that individual, the student may be billed for two beds or removed from housing. The University is under no obligation to house a resident whose contract has been previously terminated due to a failure to abide by the conditions of this agreement, or any student who has been barred from the University and/or housing. Students may not sublet their assignments to anyone at anytime. DINING SERVICES A meal plan is required for all first-year residential students and upper-class students living in suite style rooms. Residential first-year students must have a 14 or 19 meal plan. Upper-class students in suite style rooms must select from a 10, 14 or 19 meal plan. Meals will be served during the hours designated by Dining Services. Meal plans are not in effect during break periods. The University takes into consideration the average student will be absent for a certain number of meals and sets rates accordingly. For this reason, no credit adjustments or refunds will be given for missed meals or unused dining dollars. Exceptions will be made for periods of sickness or hospitalization, with medical verification, for only those meals missed in excess of 15 consecutive meals. Whenever possible, Dining Services will assist students with special dietary needs upon receipt of a letter or dietary plan from the student s physician. Refunds or reduced rates cannot be made because of special dietary requirements. Special dietary requirements may increase the cost of the student's meal plan. Meal service provided under this contract is for use by the contracted student only. Students who allow other individuals to utilize their meal card (Captain s Card) will be subject to judicial action and/or suspension of meal privileges. The University may suspend meal privileges if the student fails to make payment or fails to abide by the terms and conditions of this contract. Failure to pay fees does not constitute a release from this contract. The University is not responsible for any personal loss due to unreported lost cards, misuse or negligence of user. In the event a Captain s Card has been temporarily misplaced, the student can go to the Captain s Card Office located in the Student Union for a temporary card. If a student s Captain s Card has been lost or stolen, there is a $25.00 replacement fee. The University has formulated several meal plans for residential and commuter students that offer great flexibility. Each plan is designed to offer a defined number of meal opportunities in the residential dining facilities, and are enhanced by the addition of dining dollars. Reference the Dining Services Website for further information. Meal plan changes or cancellations may be made throughout the summer. However, the last opportunity to increase, decrease or cancel meal plans for the fall semester will be the first day of fall classes. Once a meal plan has been selected it will remain in force for the entire year. Residents will be given an opportunity, beginning in November, to select an alternative meal plan for the upcoming spring semester. The last day to increase, decrease or cancel a meal plan for the spring semester will be the first day of spring classes. Cancelations and changes must be made by completing and submitting a Meal Plan Agreement form. The Meal

4 Plan Agreement form is available in the Housing Office or at the Housing website Important exceptions: Dining Services reserves the right to control the use of meal plans within campus dining facilities. Students with kitchens (including James River Hall Apartments, Greek Village, CNU Apartments, CNU Village and CNU Landing) may elect not to have a meal plan. If any student moves from meal-plan optional housing to University Housing where a meal plan is required, they will be immediately provided with a meal plan and billed for same on a pro rata basis effective the date of the move. Students moving from a room without a kitchen to a room with a kitchen can file an appeal to cancel or change their meal plan. A student who is released from University Housing is automatically released from the meal plan. DAMAGES, FIRE AND THEFT The resident is responsible for damages to their room, and for damage or loss to the furnishings and fixtures the University placed there. The resident agrees to pay for the restoration of the property to its original condition at the time of occupancy, or for repairs or replacement (except normal wear and tear), unless the identity of others responsible for the damage is established and proven by the resident. The resident moreover, is responsible for any damage or loss caused by their guests. Charges shall be divided by the number of students assigned to the room. If one or more roommates assume responsibility for the charges, a written statement signed by the responsible party must be attached to the Room Condition Form and submitted to the Office of University Housing so that appropriate fees may be assessed. Charges will not be assessed to one roommate based solely on the claims of another roommate. Damage fees upon final departure will be deducted from the resident s housing deposit and a hold will be placed on their official academic records if the charges exceed the amount of the deposit on file. Fire safety equipment located in on-campus living accommodations are in compliance with Virginia State Fire Code and must be used only for the purpose intended. Residents and guests should not tamper with fire extinguishers, smoke detectors, fire alarm horns; pull stations or other fire equipment. Violation of this regulation is a serious offense which may result in the resident being removed from housing, denied future on-campus housing, campus judicial action and possible legal action. Replacement bedroom keys are available from the front desk at a cost of $50 per key. Residents who become locked out of their room and require the assistance of residence hall staff to gain access will not be charged for the first three occurrences during the academic calendar year. In the event a resident becomes locked out more than three times, a $10 charge will be assessed for each lock-out thereafter. Although security precautions are taken, the University does not assume any obligation to pay for injury to person or loss or damage of property which occurs in its buildings or on its grounds prior to, during or subsequent to the period of this contract. Students assume the risk of loss of personal property they bring into their room and onto the campus. Students and their parents are strongly encouraged to purchase appropriate personal property insurance to cover personal property damage or loss. ABANDONMENT OF PROPERTY In the event the student abandons personal property, the Office of University Housing and/or the Office of Residence Life will attempt to contact the student. If unable to contact the student, the materials will be disposed of within 30 days and a disposal fee of no less than $75.00 will be assessed to the student s account. The University assumes no liability for abandoned items. DEFAULT OF CONTRACT The University will consider the student in default of the contract if the student fails to meet the full terms and conditions stated herein, or for violation of University and residence hall regulations as stated in the Student Handbook and Residence Life Handbook which are part of this contract by reference hereto. Default of the contract for the above reasons may result in the eviction of the student upon appropriate notice. If the University determines that the continued residency of the student would pose a danger to the general well-being of the student or other members of the residential community, the student may be evicted immediately. Any applicable damages to University or residence hall properties will be assessed. The student will be obligated to pay the balance of room and meal plan charges for the contract period. UNIVERSITY AND RESIDENCE HALL REGULATIONS Students are expected to conduct themselves in a manner which shows respect for the rights and privacy of others, the University, personal property, and local, State and Federal laws. All residents (to include those living in University owned houses and apartments) are bound by and expected to comply with all policies and procedures set forth in the Housing Contract, Student Handbook and Residence Life Handbook. 1. The University reserves the right of entry into student rooms; if possible, 24 hours notice will be given by the University for the purposes of inspections, improvements or repairs. Submission of a Work Order request constitutes student consent for staff to enter the designated room. University officials may enter a student room for the purpose of investigating suspected violations of University or residence hall regulations. The University also reserves the right to enter without notice to conduct an administrative search, if the situation poses a threat to life or property, or where contraband to be confiscated was in view of oncampus authorities; or where the general welfare of hall residents is concerned. Staff may enter student rooms for the purpose of

5 conducting a room inventory and/or completing checkout paperwork. This will occur within a week of changing rooms, entering/vacating a housing assignment, or at the end of the housing contract period. 2. The student is responsible for keeping the assigned room and its furnishings clean and orderly, for cooperating with roommates and suite mates in the common cleaning of shared bath facilities, in the common protection of property, and for advising the University of any issues or malfunction of facilities. Further, the student agrees to utilize public areas of the residence hall and residence hall equipment and furnishings appropriately and to contribute to their cleanliness. 3. Students who damage University property through negligence or willful actions will be financially liable and subject to disciplinary and legal action. All damage charges are due immediately upon receipt of the bill. Failure to pay charges promptly will result in denial of further meals, registration being blocked, cancellation of housing, and official records being held. 4. The student may not remove or alter University furnishings from the assigned room. Removal of residence hall property from its appropriate place is considered theft. A resident will be subject to disciplinary action and/or fined a minimum of $30.00 for this violation. Students may not alter or tamper with University equipment, electrical or telecommunication services. Radio and television antennas may not be mounted outside of the student room. A resident will be subject to disciplinary action and will be considered in default of this contract for tampering with elevators, fire alarms or safety/security equipment. 5. Safety/security equipment includes electronic access, key card locks and remote television monitors. This equipment is for the safety and welfare of students and guests and shall be used only for the purposes intended. Students are expected to fully comply with all security policies and established procedures. For added security, all residence hall guests must enter the residence hall through the lobby doors only. Guests must be signed-in by a resident and escorted at all times. For more information concerning guest and visitation policies, please refer to the Residence Life Handbook. 6. All residents must inspect their room at the time of occupancy and verify all damages and deficiencies that exist in the room on the Room Condition Form. At the end of the year, all residents have the option to check-out of their rooms with a Residence Life staff member or to exercise an Express Check-out option by following the instructions listed on the check-out card or envelope available at the front desk. Residents who do not check-out with a Residence Life staff member or by following the Express Check-out procedure will be responsible for fees relating to keys not returned, damages, and an improper check-out fee of $ Students who do not turn in their keys will be responsible for the cost to replace those keys. 7. Residence hall staff will make announced room inspections for the purpose of monitoring compliance with fire and personal safety, maintenance and sanitary standards. 8. Solicitation is not permitted in the residential facilities and student rooms may not be used as a place of business. 9. Extension cords are prohibited, UL-approved resettable power strip are permitted. 10. Decorative items such as fishnets, parachutes, and other such items which are flammable are not permitted to be hung from the ceiling or cover wall surfaces in residents' rooms. 11. Toaster ovens, electric fry pans, grills, hot plates, and all appliances with open heating elements are prohibited in student rooms without kitchens. 12. Pets are not permitted in CNU housing with the exception of fish (Maximum: 10 gallon tank) and certified service animals who accompany the disabled. 13. Windows and screens must not be unfastened or removed. Propping stereo speakers or other sound amplification devices in windows or doorways is not permitted. The throwing, dropping or shooting of any object endangers the safety of other persons and, therefore, constitutes a violation of hall regulations. Climbing out of, scaling the sides of or occupying the roofs, window ledges or outside structure of a residence hall or any other University building is prohibited. 14. Use, possession, distribution or being under the influence of marijuana or any narcotic, stimulant or hallucinogenic drug in violation of state or federal law is prohibited while on University-owned or controlled property. Possession of drug paraphernalia is prohibited. Such violation will put the student in default of the contract and will subject the student to University, State and Federal action. 15. State Law prohibits students under the age of 21 from consuming or possessing alcoholic beverages. Possession, distribution or consumption of alcoholic beverages is prohibited in all CNU Housing regardless of age. Possession or display of alcoholic beverage containers is also prohibited. 16. Smoking is not permitted in any residential facility. Students caught smoking in any residential facilities will be subject to judicial action. 17. Theft or possession of stolen goods, including University property and traffic signs and markers, is prohibited. 18. The following are not permitted in the residence halls/properties: Obstruction or disruption of housing or disciplinary procedures or any authorized function or event; unauthorized occupation of, or use of, or entry into any residence hall facility, area or student room; verbal or physical abuse or threat of abuse against any person on residence hall property; conduct which threatens the health or safety of any person; interference with any right of access to or passage through the residence hall or related area; interference with any contractual right of any person in the residence hall; misrepresentation, misuse or failure to provide identification/meal card upon request by a residence/dining hall/university staff member; failure to respond immediately and appropriately to a verbal or written summons from a residence hall/dining hall/university staff member. Residential students are responsible for any and all information contained in the Student Handbook and Residence Life Handbook found on the CNU website:

6 By the University CANCELLATION OF THE CONTRACT 1. The University may cancel the contract if space in the residential facilities is not available. The housing deposit will be refunded in full. 2. Exigency: The University may terminate or temporarily suspend performance of any part of this agreement without notice in the event of an exigency that would make continued operation of student housing and/or dining service unfeasible. 3. Academic Dismissals: A contract will be cancelled without a refund if a student is academically dismissed from the University. The housing deposit is also forfeited. 4. Judicial: There will be no refunds including the housing deposit given for judicial-related departures. The student will be responsible for room and meal plan fees through the end of that semester, fees for damage to University property may be assessed. 5. Denied Admissions: A contract that has been signed and returned by the student and accepted by the University, will be cancelled if the student is denied admission. The entire housing deposit will be refunded. 6. Orientation: Students who have their admission rescinded for not attending Orientation will forfeit the entire housing deposit. By the Student 1. Academic Year (Fall & Spring semesters) Contracts for prospective students: A contract which begins with the Fall semester, that has been signed and returned by the student and accepted by the University, constitutes an agreement to reside within one of the CNU residential facilities for the entire academic year (Fall and Spring semesters). The prospective student may cancel their housing contract and request a $100 refund of the Housing Deposit up until June 30. Prospective students who cancel after June 30 th or who do not show up at fall check-in will have the contract canceled and the entire housing deposit forfeited. 2. Returning Student Contracts: Returning students who participate in the Housing Lottery and receive a room assignment have five business days from the conclusion of the Housing Lottery to cancel their contract but will forfeit their Housing Deposit. After the five day period, students will be held financially responsible for the entire housing contract. 3. Spring Contracts for those students who only require spring housing: Contracts submitted for the spring semester that have been signed and returned by the student and accepted by the University constitute an agreement to reside within one of the CNU residential facilities for the spring semester. Students who cancel their spring housing agreement will forfeit their entire housing deposit. 4. Withdrawals: A Housing withdrawal form must be submitted to the Office of University Housing prior to leaving campus. Housing Withdrawal forms are available under the Contracts and Forms section of the Housing website. Students who withdraw from Christopher Newport University will receive a prorated refund for room and board charges based on the date set forth for tuition refund by the Business Office. With the exception of medical or military withdrawals, students who withdraw from Christopher Newport University after the tuition refund date of the academic term will not receive a refund for housing or dining payments. Housing deposits are forfeited unless an appeal for refund has been submitted and approved. 5. Re-enrollment: Residents who have been released from their housing contract due to cancellation of their classes or registering for less than 12 credit hours and then reenroll or register for 12 or more credit hours during the same academic year will be obligated to the terms and conditions of the contract. 6. Exceptions: Students may request an exception to the live-on requirement. Requesting an exception does not mean it has been approved! DO NOT make any financial commitments until a decision has been received from CNU. Refer to the Housing Web page for details on documentation and the exception policy.