Applying to residence 2018-19

Information for all students

Find the application at my.brocku.ca under the Applicant and Student Self Serve tab. Read the instructions for applying for residence online.

Please read the instructions carefully and ensure that all the information entered is correct. Please ensure you hit the submit button rather than simply logging out of the application. You will receive a confirmation email that your application has been successfully submitted. This is for your records only. If you do not receive the confirmation email within 24 hours, you must call the Department of Residences at (905) 688-5550 x3370. It is possible your application was not successfully submitted. Your application is not complete until Brock University receives your $600-application fee. Please visit our FAQ for assistance in paying the $600-application fee.

Students wishing to live together must indicate this on their own application. Applicants who ask to be matched with others must have all elements of their application match. If there are conflicting requests within a pair or group of students, no matching will take place. Matching is done electronically so it is important that names are spelled correctly. All applicants must pay the residence application fee and meet the deadlines. We will do our best to match people up who satisfy all these requirements but we don’t guarantee matches.

Accommodations in Vallee, Earp, Village, Lowenberger and Gateway Suites residences are available for students with special needs. There are rooms with special features, such as visual fire alarms and washrooms, which are available for students with physical disabilities. Please indicate any such accommodations that are required on your residence application and complete the appropriate documentation. There is a section for this purpose. In addition students requiring such accommodations to register with Brock’s Student Accessibility Services and provide SAS with any necessary documentation. Please visit our webpage on Medical and Special Consideration for more information.

If you wish to notify us of a medical condition which would not be described as a disability, we require that you indicate this in your residence application and send us a completed residence medical and special consideration form by June 1, 2018. Supporting documentation can be sent by email to res@brocku.ca. It can also be sent by regular mail. Our mailing address can be found in our Frequently Asked Questions. Or you can fax documents to the Manager of Residence Admissions and Administration at 905-688-0797.

Medical documentation must provide enough detail to ensure an assessment and assignment can be made for students. Documentation must indicate the medical concern, what accommodation is required and how that accommodation will assist in addressing the concern. Please note: a doctor’s note saying a student requires a single room with no other information will not be accepted. We have several styles of residences with single rooms so the supporting information is important in assigning appropriate accommodations for the condition.

Please note that residence is high density living and it may be difficult to control the environment to the extent that some students require. Residence Life staff can help educate others but we do not make special arrangements for students with allergies or migraines because we believe only the student can assess whether accommodation in this environment is safe and conducive to a healthy lifestyle. Students returning to residence need to submit the Residence Medical and Special Consideration request form only if their information has changed since the last time they applied to residence.

Students who have a medical condition which exists before they come to Brock should note that this cannot be used as grounds for appeal should they withdraw before the academic year is complete. The conditions agreed to in the residence agreement will apply.

Only written notice from the student, the day it is received by the Department of Residences will be accepted as a request to withdraw an application. Please send such requests in an e-mail from your Brock account to res@brocku.ca and include your first and last name together with your Brock ID number.

If you withdraw before we assign you a residence bed your application fee will be refunded in full.
If we offer you a residence assignment and you withdraw, there is a declining refund. Full details are given below in the Refunds section.
If you withdraw after July 31, the application fee is forfeited plus administrative fees will apply. Full details are given below.

Amount of refundAmount forfeitedOther
Cancellation prior to room assignments being mailed out$600-application fee
within 10 days of room assignments being emailed to students$300 of application fee$300 of application fee
Between 11 days ad 30 days of room assignments being emailed out to students$150 of application fee$450 of application fee
31 days and later than the date that room assignments were emailed out to students$0$600-application fee
15 days prior to residence move in day (Sept 2)$0$600-application fee$600-admin fee charge
After 9 a.m. on move in day (Sept 2)Responsible for at least 25% of residence fees (see Early Withdrawal Policy)

Students who have their residence room assignment rescinded because they haven’t paid their first installment by the due date will forfeit their application fee.
Note: Students who do not cancel their residence application before 9 a.m. on Move-In Day will be considered an occupant and charged the applicable early withdrawal amount (e.g. students who do not notify us of their cancellation and are no shows on Move-In Day will be charged 25 per cent of their residence fees)

Should you live in residence for the full year, the $600-application fee will be applied to your residence fees.
For students receiving a refund: Once the funds show on your student financial history, you can request a refund from the Finance Department to have the money returned to you. Students may appeal the loss of part or all their application fee. Submit an appeal to the Manager of Residence Admissions and Administration along with supporting documentation. Appeals for students who have applied for Fall term will only be accepted up to Oct. 15 of that academic year.

Your name will be put on a waiting list if we are unable to offer you a space in residence. We will email you in late June and tell you your place on the waiting list. You will be sent weekly updates on your waiting list number. You will only move up the list if and when a student cancels their residence room and we are able to assign the room to someone on the waiting list.

If you are still on the waiting list at the start of term and are not offered a room, the full application fee of $600 will remain as a credit on your account with the University and will be put toward other fees (e.g. tuition). You must inform us in writing should you wish to withdraw from the waiting list. Only written notice of withdrawal on the day it is received by the Department of Residences will be accepted in order to provide a refund. Your full application fee will be left as a credit on your student account as long as you notify us in writing of your wish to withdraw before we offer you a bed.

Please note, however, that if you leave your name on the waiting list and we offer you a bed in residence, the refund dates above apply. If your name remains on the waiting list and you are offered a bed that you turn down, you will forfeit the $600-application fee. Students whose status is to be reviewed for discipline reasons may be placed on the waiting list or prohibited from re-admission to residence. The full application fee will be refunded if a student is prohibited from returning to residence for discipline reasons.

By the end of June all students will receive notification to their Brock email of their residence and room assignments or placement on a waiting list. Students will also be able to see their current room assignment on the hub page of their residence portal once assignments have been completed.

Sunday, Sept. 2, 2018, is Move-In Day. Students are not permitted to move in before that date. If you are arriving late it is important that you notify us know. Please email res@brocku.ca telling us when you expect to arrive. Failure to do so may result in you losing your bed in residence.

Students are not permitted to stay in residence during the Winter Break. The few exceptions to this rule are students who satisfy the specific criteria noted below:

  • International students with no means of getting home, or securing alternate accommodations
  • Varsity team athletes who are required to be in residence for a team event, such as a game or tournament
  • Faculty of Education Pre-Service Education students
  • Graduate students

Indicating in your online application that you require accommodation in residence during the Winter Break will result in assignment to Quarry View Residence if we are able to offer you a bed. There will be an additional fee charged to stay in residence during the Winter Break.

It is highly unlikely that there will be any changes to room assignments before Thanksgiving. When a student wishes to change rooms this must be done in consultation and co-ordination with the residence don, head resident and the Department of Residences. This is explained in detail in our procedures for changing rooms.

There is a sliding scale of costs that apply to any student leaving residence early. View the Early Withdrawal From Residence Policy.

For new/incoming students

To live in residence, you must be a full-time student in a degree program at Brock (i.e. taking the equivalent of three full courses) and accept your room assignment for both Fall and Winter terms. Applications should be made online via the residences home page. We anticipate that the application will go live in December 2017. In order for us to process your application, it is essential that we receive both an online application and your application fee by the deadline below.

You must pay a $600-application fee (payment 1 of 3) to complete your residence application. We will begin accepting payments after April 1. Please do not attempt to make the payment before then. Preferred methods of payment are posted on the Finance Department website. If we do not receive the $600-application fee by June 1, 2018, we will not process your application and you will not be offered a bed. There is no reminder. We strongly recommend that you keep a copy of confirmation of your payment; for example, print a copy of the confirmation screen if you are paying by online banking, or keep the deposit slip if you pay at your bank.

Deadline for receipt of online application and the $600-application fee is June 1, 2018.
You will receive a confirmation email as soon as your application is received. If you do not receive a confirmation email, please contact us immediately.

We guarantee residence to incoming Year 1 full-time students who are coming from high school or from out of province provided we receive the residence application and application fee no later than June 1, 2018.

We also guarantee residence to students transferring from a post-secondary institution, who meet the following conditions:

  • Accept their offer of admission no later than June 1, 2018;
  • Were granted fewer than 5.0 transfer credits as determined by Brock University by June 1, 2018.
  • We receive the residence application and application fee no later than June 1, 2018.

We give applicants the opportunity to indicate a preference for a particular style of residence. Unfortunately we are unable to guarantee that you will be offered a place in your first preference of building or room style. First year and new residents must rank seven choices:

  • Single room in traditional-style (DeCew Residence)
  • Double room in traditional-style (DeCew Residence)
  • Single room in semi-suite style (Earp, Vallee and Lowenberger)
  • Double room in semi-suite style (Lowenberger)
  • Single room townhouse-style (Village Residence)
  • Double room in townhouse-style (Village Residence)
  • Single room in townhouse-style (Quarry View Residence)

Please note that there is a mandatory meal plan component for all residences. The default plan for traditional and semi-suite residences is the regular plan.  The default for townhouses is the townhouse plan as they have cooking facilities available.

Visit Residence Buildings and Amenities for a description of our residences.

Our admissions process is based on marks. We look at admission averages when assigning students to residence. The higher your admissions average, the better chance you have of getting the style of residence and the type of room you prefer. More than one third of the beds in residence at Brock are in a double room. The rest are single rooms.

For returning/senior students

Returning students will be assigned on a first come, first served basis provided they have submitted an application, the application fee and have a disciplinary record that does not preclude them from living in a residence environment. Students wishing to live in Brock Suites must be graduate or senior students. Brock Suites will also be assigned on a first come, first served basis.

There is no specific deadline for returning students. We assign on a first come, first served basis.

For the 2018-19 academic year, students who apply and submit their $600-application fee before Jan. 31, 2018 (excluding applicants to Brock Suites) have the opportunity to pick their own room from available room stock provided they have not been involved in any behaviour that would preclude them from living in residence. These guaranteed students will receive their first choice of residence in the assignment process.

Once we have made offers to all students guaranteed a bed, remaining beds will be offered to other students, including returning students, Faculty of Education and graduate students on a first come, first served basis. Students in their first year from out of province are guaranteed a bed, but this is only in their first year. If you are returning after your first year, please note that for the purposes of residence assignment, you will be identified as a returning student, even if you live out of province.

Co-op students who want to live in residence for only one term are encouraged to partner with another co-op student who will occupy the same room for the other term. Co-op students who form a partnership will each be charged for only one term so long as the student wishing to live in residence in the Winter term pays the $600-application fee by the summer deadline date. In order for this arrangement to happen, both students must commit to it no later than Move-In Day (Sunday, Sept. 2, 2018).

In early May, the Co-op Programs Office contacts students who are on placement in the Fall term. They will be asked to contact the Department of Residences if they’re interested partnering to share a residence room. Co-op students applying for residence for the Fall term can ask the Manager of Residence Admissions and Administration for names of suitable students with whom they can partner. This will be done on a first come, first served basis. In the event that there is no one for a co-op student to partner with, they will be charged the full residence fee and be required to sign a residence agreement for the Fall and Winter terms. Students who withdraw early from residence are refunded a portion of their residence fee in accordance with our Early Withdrawal From Residence Policy.

Please note the dates Brock residences are open are in line with the undergraduate term dates, which are set out in detail in the Residence Agreement. Students registered in the Faculty of Education’s Pre-Service Education program and/or Graduate Studies will likely find the dates of their terms are different. They should be aware that they cannot stay beyond the published dates that residences are open. In the Spring and Summer terms, Conference Services offers some accommodation to students. More information is available on their website. It is only in exceptional circumstances that students registered in the Faculty of Education’s Pre-Service Education program and/or Graduate Studies will be assigned anywhere other than Quarry View or Gateway Suites.

Brock Suites is for graduate or upper year students only. The suites will be operated from September 1, 2018 to April 25, 2019, with the ability to extend the contract for the Spring/Summer term prior to start or at the end of the 8 month portion of the contract. Those extending their contracts at the outset will have their contracts starting on April 29, 2018 and those extending their contracts at the end will have their contracts ending the day after exams end in August.

The Suites will operate with its own distinct Brock Suites Residence Agreement. Visit our the Brock Suites website for more information.

Brock Suites will be assigned on a first come, first served basis. Current residents of Gateway Residence will be given first right of refusal to live in the building provided that we receive their application and $600 application fee by January 31, 2018.

Students wish to live together in a unit must submit their own application. If students wish to share a unit, they must indicate on their application the names of the other students with whom they wish to live. We recommend you submit your applications at the same time. We will match students as best as possible on the preferences in their application. Students may also apply on their own.

There are accessible suites in Gateway Suites only. Please indicate any accessibility needs on your application.

The application fee of $600 for Brock Suites will be taken off the final monthly payment for your contract term.