End of Winter Term Notice – April

Brock University
End of Winter Term Notice
April 2018

We hope you have enjoyed your stay in residence this year. Please note the following information about leaving residence at the end of the term. View the notifications that students have received (will receive) about the end of term.

Moving out of residence

When do I have to leave?

The Residence Agreement stipulates that students must vacate their rooms and leave residence by noon on the day following their last exam in April or by noon on April 26, 2018, whichever comes first. This policy exists to ensure that residence remains an environment conducive to academic success during the examination period. Please note if a student has not moved out by his/her designated date and time, it will be considered a violation of the Residence Agreement. The student will receive a $100-charge and will be required to leave residence immediately.

Extended stay policy

Any student wishing to be considered for an exception to the conditions outlined in the Residence Agreement must submit a Request for an Extended Stay form online explaining his/her circumstances by 11:59 p.m. Saturday, March 31, 2018. Students who do not submit a form by March 31 may still do so up to 48 hours prior to their scheduled departure date but they will be subject to a $50-administrative fee and the request may not be granted.

Simply go back into your residence application on my.brocku.ca to complete the request for an extended stay. Documentation is required to support requests for extended stays beyond noon on the day after a student’s last exam and a per diem charge for each night beyond the original departure date will be assessed. Please read the policy and attach any required documentation to the online request form.

Who is allowed to stay?

A student may be granted permission for an extended stay beyond noon on the day after his/her last exam only under extraordinary circumstances. Some examples of requests that may be considered are below. Please note that conditions may apply.

  • Academic requirements that are not listed in the exam timetable (i.e. take-home exams). Such a request must be accompanied by official documentation from your professor confirming that you have an academic commitment that requires you to stay beyond your scheduled time in residence.
  • International travel. Please submit proof of travel. Please note that extensions may not be given for multiple days regardless of flight schedules, so make your travel plans accordingly.

Students who have registered and paid to live in Brock’s Summer Residence Accommodation can apply for an extension to remain in residence until their official transition to their summer stay through the extended stay request form on the portal.

Please note that a student’s prior behaviour in residence will also be considered when evaluating extended stay requests.

Who would not be allowed to stay?

Here are some examples of requests we are unable to accommodate:

  • The person I am getting a ride with isn’t finished his/her exams until the last day.
  • The person picking me up can’t get that day off work.
  • I’m scheduled to work at my job (on-campus and/or in the local area) until April 30.
  • I don’t get my house off-campus until May 1.

Visit our Extended Stay in Residence Page for more details including step by step instructions on submitting your request.

Check-out procedure

  1. Students will be receive an email to their Brock account informing them of the date we have on record as their last exam.
  2. Students are expected to move out by noon on the day after their last exam.
  3. Do not leave your keys in your room. You are not considered to be moved out until you sign out with the appropriate service desk and return your keys and zippered mattress protector to them. If you do not hand in your keys at your scheduled move-out date and time, the door will be plugged and a lock change will be initiated immediately at your expense.
  4. Two options to consider for check out
    1. Express Check-out    Students wishing an express check-out can lock their room and return keys and zippered mattress protector to the appropriate Service Desk (North – DeCew, Earp, Vallee, Quarry View and South – Lowenberger, Village). The room will be inspected within 72 business hours after your departure, up to and including departures prior to Thursday, April 19. After Thursday, April 19, rooms/units will be inspected by Department of Residences Facilities staff once all occupants have departed and prior to anyone else entering the room/unit. Please note that if you choose an express check-out, you are held accountable for damage/cleanliness charges assessed to the shared/common areas regardless of whether you are the first or last person to move out. In traditional/semi-suite residences, this would mean a shared washroom and/or the room itself in double rooms. In townhouses, this would mean any area that is shared and accessible to all unit mates.
    2. Inspection Check-out  For students wishing an inspection check-out to have their room inspected prior to departing, they are responsible for calling the North Service Desk at x3706 or the South Service Desk at x4311 to schedule a check-out time once they receive the email confirming their departure date from the Department of Residences. Please note that appointments must be made at least 72 hours in advance and all of your personal belongings must be removed from the room prior to the check-out appointment. If your belongings remain in your room, your check-out appointment will be cancelled and the only option available to you will be the express check-out. Following the appointment, the door will be securely locked and the student will no longer have access to this space. Once the inspection check is complete, the student must check out at the desk. The room will be locked and students must immediately return their keys and zippered mattress protector to the appropriate service desk to complete their move-out from residence.

Room/Unit inspections and damage assessment

Once all residents have departed, Department of Residences facilities staff will conduct an inspection in every room/unit to assess the state of cleanliness and inspect for damages. No one other than Department of Residences facilities staff will enter the room/unit until after the inspection has been done. Conditions will be compared against your move-in inventory and condition report, and damages assessed accordingly. Students are individually responsible for their own room and jointly responsible for unit and/or common area damage, loss of furnishings, and cleaning charges if no specific individual(s) are determined responsible. This is regardless of whether you are the first or last to move out. Damages will be billed to your student account and you will receive an email to your Brock  account notifying you of charges by the end of June 2018.

What do I need to do in my room/unit before I move out?

Avoid charges by leaving your unit/room in a clean and acceptable state:

  • Remove posters and adornments, including tape, sticky tac, and sticky notes  from all surfaces (i.e. walls, ceilings, windows, and doors).
  • Remove garbage/recycling and non-Brock items.
  • Place furniture back in its original location, See back of room move-in inventory and condition report for diagram and/or check online under Buildings & Amenities for each building.
  • Put beds back to their original state:
    • In the Village double rooms beds must be re-bunked at a height between two lines (in courts 7-12) and set back to bed over desk at the line (in courts 1-6)
    • In Vallee the bed platform must be put back to the lowest level
    • In Earp and Lowenberger there are two black lines on the foot board. Place the bed spring between these lines
    • In Quarry View the adjustable beds must be set back to the fifth and sixth rungs, in between the fourth and seventh rungs.
  • Clear cupboards, drawers, cabinets and countertops, and wipe all surfaces clean.
  • Vacuum carpeted surfaces and wash hard floor surfaces.
  • In washrooms:
    • Scrub the sink, toilet, and tub clean of soap residue, hair and grime.
    • Clear cupboards, vanities, and counter tops, and wipe all surfaces clean, including the mirror.
  • In kitchens:
    • Remove items and clean the fridge both inside and out
    • Clean stove top, including the element rings and burner plates, and inside oven, including the racks and oven bottom
    • Clear cupboards, drawers, and countertops, and wipe all surfaces clean.

Replacement of any original inventory item with non-Brock property is not allowed.

Below is a list of cleaning costs that you will incur if required in your room/unit/common areas. Work required by custodial staff is charged at a minimum of 15 minutes ($7.19) at an hourly rate of $28.76.

  • Removal of garbage and/or recycling
  • Washing  of blue recycle bins, grey recycle bins, kitchen garbage cans, bedroom blue recycle bins and bedroom waste cans
  • Removal of posters and/or adornments from all surfaces (walls, ceilings, windows, doors, etc.)
  • Removal of graffiti on surfaces (doors, walls, windows, or furnishings)
  • Removal of non-Brock items/furnishings left behind
  • Placing furniture back to its original location
  • Cleaning oven and/or stovetop
  • Cleaning fridge/freezer
  • Cleaning bathtub/shower
  • Washing shower curtain that is excessively dirty
  • Cleaning toilet/sink
  • Washing bedroom closet curtain that is excessively dirty
  • Cleaning dirty cupboards, drawers, counters and/or furniture tops
  • Cleaning wall spills, splatter
  • Cleaning/mopping/vacuuming floor

Below is a list of common repair and/or replacement costs that will be assessed:

  • Replace missing sink or bathtub drain plugs: $5 each
  • Replace missing/damaged shower curtain: $15
  • Replace missing bathroom plunger: $10
  • Replace missing/damaged entrance floor mat: $45
  • Replace missing/damaged entry door viewer: $75
  • Replace missing/damaged shovel: $12
  • Replace missing/damaged central vac attachments/hose (Village only): $10-$55
  • Replace missing/damaged kitchen waste can: $110
  • Replace missing bedroom/bathroom waste can: $30
  • Replace common area blue and/or grey recycling boxes: $15
  • Replace missing bedroom recycling blue box: $10
  • Replace missing zippered mattress protector: $30
  • Replace missing/damaged wireless access point: $600
  • Replace six outlet plug (DeCew only): $5
  • Replace missing/damaged window screen: $50 – $150
  • Replace glass in broken window: $150 and up
  • Replace bedroom dresser: $450
  • Replace bedroom shelf unit: $210
  • Replace broken mirror: $30
  • Replace missing or damaged mattress: $130
  • Placing bed(s) back to proper level or re-bunking: $25-$50
  • Replace bedroom chair: $185
  • Replace bedroom closet curtain: $45
  • Replace kitchen chair: $125
  • Replace living room end table: $200  coffee table; $250
  • Replace living room chair: $550
  • Replace living room sofa: $600 – $1100
  • Replace missing ceiling light fixture covers: $15 – $30
  • Steam cleaning a bedroom carpet: $50
  • Steam cleaning an entire townhouse unit: $95
  • Deodorizing and neutralizing odours in bedrooms (i.e. cigarette smoke): $100
  • Deodorizing and neutralizing odours in an entire townhouse unit (i.e. cigarette smoke): $450
  • Tampering with safety equipment (fire extinguisher, automatic door closers, exit signs, fire hoses, smoke detectors, heat detectors, carbon monoxide detectors, etc.): $75 tampering fee plus repair/replacement/clean-up costs
  • Repair holes in wal /damaged drywall: $50 and up
  • Replace/repair damaged interior doors: $290

Do not attempt to paint or repair drywall anywhere in your unit. If you do, it will be redone by professionals and you will be billed accordingly.

Additional charges may be assessed for:

  • Lost townhouse unit front door key – lock change required: Village: $250; Quarry View two-bedroom: $185; Quarry View three-bedroom: $205; Quarry View four-bedroom: $230.
  • Lost townhouse bedroom key: $35
  • Lost traditional residence bedroom key – lock change required: Single room: $160; Double Room: $185.
  • Replace broken bedroom or unit key or temporary swipe card: $35
  • Replace lost or broken mailbox key: $10
  • Failure to move out by designated move-out date and time: $100 (per day).

There are also some uncommon repairs and/or replacements that may occur. These would be billed at time and material costs so no estimated pricing is provided.

The only people who decide whether a charge will be assessed for damage and/or missing inventory items are Department of Residences facilities staff who inspect and assess rooms once vacated. A residence don or desk staff member does not have access to view the conditions nor do they have the authority to make assessments. Therefore, stating you spoke to your don or a desk staff member whether a charge has been assessed to you will not be accepted as a valid appeal.  

Before checking out, please ensure that:

  • You’ve cleaned and tidied so that you don’t receive any charges as indicated above.
  • Your thermostat is turned to 16°C/60°F.
  • Any window in your room is closed and locked.
  • Your drapes/blinds are closed.
  • You’ve removed all personal belongings.
  • Your lights are turned off.
  • Your door is closed and locked. Those in Earp, Lowenberger, and Vallee must lock washroom doors, too.

Students are not allowed to leave belongings in their room. Property left behind will be considered abandoned and removal costs will be charged as indicated above.

Non-perishable food items, clothing donations and electronic recycling

Should you wish to donate any unopened, non-perishable food items that you have left over, clothes that you don’t want to take home, or printers/small appliances you no longer need, please place them in the donation bins that will be set up throughout residence lobbies and/or near garbage and recycling areas.

Exam quiet hours

Quiet hours are:

Sunday to Thursday, 11 p.m. to 8 a.m.
Weekends, including Friday, 1 a.m. to 8 a.m.
Extended quiet hours are implemented during the December and April exam period. Starting on the last day of classes (Monday, April 9, 2018) and continuing through until the end of exams, quiet hours are extended to 22 hours daily with only two hours for activities Sunday through Friday, 7 p.m. – 9 p.m. and Saturday 9 p.m. – 11 p.m. During these two hours, noise should not be excessive. Restrictions and reminders are posted in each residence. Please respect your fellow residents.

Guest policy during the exam period

To ensure an environment conducive to exam preparation, a special guest policy applies once exam quiet hours have started. Only Brock students are permitted as guests and only for the purposes of studying up until 11 p.m. After 11 p.m., only Brock residence students will be permitted as guests. During exams, 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.

Residence community standards

Any violations of the residence community standards can impact a student’s status for returning to residence the next year. For students not returning to residence, end-of-year violations are referred to the University Disciplinary Board, whose sanctions can impact a student’s overall status at Brock.

Dining hall hours

See the hours of operations for Dining Services because hours will be adjusted to accommodate for exams.

The last meal in the residence dining halls will be breakfast on Thursday, April 26.

Mail service/Packages

Notify any regular senders of mail (e.g. friends, newspaper/magazine subscriptions) of your change of address for the summer.   Do not have packages shipped to your residence address after April 17th.

Once you move out of residence, any of your mail received by the Department of Residences will be returned to sender.

Returning to residence

If you wish to return to residence for the 2018-19 academic year, you will be able to apply online starting in December. Immediately after submitting your application, you should receive a confirmation email. If you do not receive a confirmation email within 24 hours, contact the Department of Residences at res@brocku.ca or call 905-688-5550 x 3370. Non-receipt of the confirmation email indicates that your application was not successfully submitted. Your application and a $600-application fee must be received by Brock by June 1, 2018 or we will not process your application.

Options for parking during residence move-out:

All packed and ready to load belongings (15-20 minutes max)

  • You can load and unload near a residence building but you must be parked in a loading/unloading space.
  • Do not to park in accessible parking spots or in fire routes. The
    City still enforces these regulations on campus.
  • Ensure your four‐way flashers are on or that someone stays with the vehicle at all times.
  • If you follow the tips above and are out within 20 minutes, there is no charge.

Short-term parking (an hour or so)

  • For short‐term parking during the day only, there are parking meters in Lots J, K and QV.
  • You can pay by minutes (.50 cent minimum is required for the machine to activate) or 3.00/hour

Full-day parking

  • Visitor lots D and E are available for full-day parking ($10-daily rate at the D Lot kiosk or pay machines, or E Lot pay machines).
  • Daily parking permits can also be purchased for lots S, M, or QV to allow your help to park all day near residence. Residence students can get these permits at their Service Desk.  Payment by Flex Dollars only.
  • Overnight parking is permitted with a residence permit or with a residence overnight guest pass. This must be purchased by the residence student but remember no overnight guests are allowed in residence during exams, so this is only useful if a residence student is moving themselves home.

Village residents

  • If you live in Village Residence, DO NOT park in a fire route of your court driveway. These areas are clearly marked.
  • Always have four-way flashers on when in the unloading lane and/or have someone stay with the vehicle.