End of Fall Term Notice – December

Brock University
End of Fall Term Notice
December 2017

Residences will be closed and not accessible during the Winter Break, Wednesday, December 20, 2017 at 12 noon – Sunday, January 7, 2018 at 12 noon. We will notify/remind students of this closure in 23 different ways before the break begins.

Winter Break Policy

As stated in the 2017-18 Residence Agreement residents are required to vacate their rooms during the Winter Break (Dec. 20 at noon until Jan. 7 at noon).  During this period, no dining halls, service desks, custodial services, maintenance, or other services are provided, and there is no access to the residences. Only students who indicated their need to stay over the break on their online application for residence, and who are granted permission by the Department of Residences will be permitted to stay over the Winter Break. Please refer to our Winter Break closure.

Vacating your residence room

Students must vacate their room by noon on the day following their last December examination.  As residences will be closed at 12 noon on Wednesday, December 20, 2017, any extensions that may be granted will not be beyond December 20, 2017 at 12 noon.

  • For students who live more than six hours away, extensions of up to four hours may be granted.
  • For students who have an academic or varsity team requirement, or an international flight home that was booked prior to knowing the exam schedule, an extended stay will be considered.

If either situation applies to you, a request for an extended stay must be completed online and submitted along with the required documentation by 11:59 p.m. on Thursday, Nov. 30, 2017. This form can be completed online through my.brocku.ca. Simply go back into the residence hub page (where you applied for residence) after Nov. 1 and click Request an Extended Stay. Students who do not submit a form by the Nov. 30 may still submit a request but they will be subject to a $50-administrative fee and the request may not be granted.

Exam quiet hours

Beginning at 11 p.m. on Tuesday, Dec. 5, quiet hours are extended to 22 hours daily with only designated hours for quiet activities: Sunday through Friday, 7-9 p.m. and Saturday, 9-11 p.m.  During these hours, noise should not be excessive. Restrictions are posted in each residence. Please respect your fellow residents studying for exams.

Guest policy during the exam period

To ensure an environment conducive to exam preparation, a special guest policy applies during the exam period:
Only Brock students are permitted as guests and only for the purpose of studying up until 11 p.m. After 11 p.m. only Brock residence students will be permitted as guests. During the exam period, non-Brock guests are prohibited to ensure a quiet environment conducive to study while still permitting residence students to study with one or two off-campus classmates up to 11 p.m.

Townhouse unit checks

During the week of November 27- December 1, 2017, staff from the Department of Residences will be entering each townhouse unit to conduct a visual inspection for damages and to assess the state of cleanliness and repair of the unit/rooms. If issues are found, there are financial consequences and potential sanctions. The occupant(s) of the room/unit will be given 7 to 10 days to remedy the situation. A re-inspection will occur 7 to 10 days following the initial inspection, and if unacceptable conditions still exist, University custodial staff will clean at the expense of the occupant(s).

Please refer to the residence cleanliness standards, which outline the financial consequences and sanctions for failing an inspection.

If damages are found, the individual(s) must pay the cost of repairs, which will occur over the break period. Students are individually responsible for their own room and jointly responsible for unit and/or common area damage.

Department of Residences closure

Residence buildings

Closed: Wednesday, Dec. 20, 2017 at noon until Sunday, Jan.7, 2018 at noon.

Offices

The Department of Residences offices will close at 4:30pm on Friday, Dec. 22, 2017 and reopen on Tuesday, Jan. 2, 2018 at 8:30 a.m.
North Service Desk – R223 DeCew Residence, x 3706
The North Service Desk will close at 2 p.m. on Wednesday, Dec. 20, 2017 and reopen at noon on Sunday, Jan. 7, 2018.
South Service Desk – Lowenberger Residence lobby, x4311
The South Service Desk will close at 2 p.m. on Wednesday, Dec. 20, 2017 and reopen at noon on Sunday, Jan. 7, 2018.

Residence access during the Winter Break

Please note the residences will not be accessible during this time, Student cards (swipe cards) and keys will not allow entry into the residence buildings/units over the Winter Break. Student cards (swipe cards) and keys will allow re-entry to the residence buildings/units on Sunday, Jan. 8, 2017 starting at noon.

Campus access during the Winter Break

Please note that access to campus is limited during the Winter Break. Details will be posted on the Brock home page closer to the end of the term.

Brock Dining Services

During exams, refer to the hours of operations for Dining Services. Hours will be adjusted to accommodate for exams. In January, the Market will be open from noon to 9:30 p.m. on Sunday, Jan. 7, 2018 and both residence dining halls will be open regular hours, starting with breakfast on Monday, Jan. 8. If you have borrowed dishes, cutlery or anything else from either dining hall, please return them before the Winter Break.

Leaving your bedroom/unit for the Winter Break

During the winter break you are not required to remove your personal belongings from your bedroom/unit. Please note that valuables left behind are done so at your own risk as the University is not responsible for personal property.

The residences will be closed for more than 2 weeks. During this time, we will attempt to conserve energy because the buildings will be empty. To help protect your personal belongings and your room/unit, please ensure the following is done before you leave:

  • If you have a thermostat in your room/unit, please turn it down to 60°F (16°C). Do not turn off the furnace. Leave it set to heat mode and the fan in auto mode.
  • Close and lock all windows;
  • Close all blinds/drapes;
  • Unplug all electrical devices, including computers, hair dryers, curling irons/straighteners, holiday lights;
  • For fridges and freezers:
    • Personal fridges: Remove all items from your personal fridge, clean it, unplug it (shut it off), and leave the door open.
    • Brock-supplied fridge/freezer in Quarry View and Village. Remove all perishable items from the fridge. Leave frozen items in the freezer and leave the unit on with the doors firmly closed. We will be opening your fridge to ensure perishable items have been removed.
    • Personal freezers in Quarry View and Village: Leave frozen items in the freezer. Leave the unit on with the lid firmly closed
  • Remove all garbage and recycling and dispose of it into the proper garbage room bins or outside bins;
  • Turn off/unplug clock radios/alarms;
  • Pack your passport  if you are planning to travel;
  • Pack any medications you might need while home for the break;
  • Turn off all lights; Lock your door (bedroom and unit) when you leave;
  • Take your keys/student card home with you and remember to bring them back so you can get into your bedroom/unit.

End of term unit/room checks

Please note that we will be entering all units to ensure the precautions above have been taken.

While in the room/unit, staff will conduct a visual inspection for damages and assess the state of cleanliness and repair of the unit/rooms. If issues are found, University custodial staff will be sent to clean immediately, at the expense of the occupant(s). The usual period allowing occupants to remedy the situation does not pertain here because the clean-up can’t be left over the break.

Please refer to the Residence Cleanliness Policy that outlines the financial consequences and sanctions assessed for unacceptable conditions of cleanliness.

If damages are found, the individual(s) will be held accountable for the cost of the repairs, which will occur during the break period. Students are individually responsible for their own room and jointly responsible for unit and/or common area damage.

Moving out and not returning for 2nd term

If you are moving out at the end of the Fall Term, you need to notify the Department of Residences by completing the Early Withdrawal request on the residence hub page (where you applied for residence). Fees associated with early departure from residence can be found in our Early Withdrawal From Residence Policy. Students moving out are reminded they should follow the steps outlined in our instructions for Vacating a Residence Room. The guidelines for a December departure are the same as for April departures and are set out in the sections below called “What do I need to do in my room/unit before I move out?” and “Before checking out, please ensure that….”.  Remember that failure to hand in keys and/or zippered mattress protector will result in a charge on your student account.

The Department of Residences does not consider you to have moved out until your keys have been handed in at the Service Desk and your key card signed.

Good luck with your exams

All the best to everyone for a safe and happy Winter Break. For those returning for the Winter term, we look forward to having you back with us in January 2018. For those moving on, all the best in your future endeavours!