Explore Program in French
Please read the contract below before printing and filling
out the Residence Application Form you will
find in Word and .pdf format at Residence Application Form
EXPLORE AT UBC – RESIDENCE CONTRACT
This Contract defines the standards of behaviour required
from all residents and their visitors while present on
or about all residence property, (which includes, but is
limited to, all residence buildings operated by the Department
of Housing and Conferences, parking lots, and surrounding
grounds), and during all residence related events, even
if the events occur off campus. Living with others in a residence
is different from living in a private apartment or house.
What you may feel comfortable with in private may not be
safe or appropriate in a shared residential environment
has a mandate to support the University’s academic
This document is important. It outlines the contractual agreement
between you and the University. It defines the policies
and regulations governing the offer of housing and the
terms and conditions of accepting residence in the student
residences managed by the Department of Housing and Conferences.
In this Contract, the contract holder will be referred to
as “you” or “your” in the general
form of “resident,” “residents,” “student” or “students”.
Reference to these terms in this Contract applies to you,
as the context requires. In this Contract, your room will
be referred to as your “accommodation.” References
to accommodation will mean your bedroom, shared living area,
or residence common area, as the context requires.
You have accepted accommodation in a student residence managed
by the Department of Housing and Conferences. The terms
of your agreement are outlined in this Contract and confirmed
by the Summer Housing Application Form you have signed.
By accepting this offer you have confirmed that you agree
to comply with the terms and conditions outlined in this
Type of Contract
You agree that this Contract creates a licensee/licensor
relationship. The Residential Tenancy Act of British Columbia
is not applicable to this Contract or your accommodation.
Contract Term and Eligibility
This contract is for the duration of the Explore Program
at UBC. Residents must be currently enrolled students in
the program or be determined to be otherwise eligible.
The University will not discriminate in room or house assignments
on the basis of race, colour, religion, national origin,
ancestry or sexual orientation.
The University reserves the right, without notice, to change
accommodation assignments and/or to consolidate vacancies
by requiring you or other residents to move from one accommodation
to another. This may include requiring you to move to a different
residence area, floor, building or different type of room
You agree to the terms of this Contract and to abide by all
provincial and federal laws, as well as all University
and residence rules, regulations and policies. To the extent
that there is any discrepancy between matters dealt with
both in this Contract and any other publication of the
Department of Housing and Conferences or the University,
the provisions of this Contract shall prevail.
Amendments or exceptions may not be made to the terms of
this Contract without the written permission of the Director
of the Department Housing and Conferences. During the term
of the Contract, changes may be made by the University.
You are bound by these changes. Such changes will be published
by placing notices on the residence bulletin boards one
week before the changes become effective. Implementation
of the changes may be immediate when, in the opinion of
the director of Housing and Conferences, the health or
safety of any person may be adversely affected by a delay.
This Contract and your accommodation cannot be lent by you
to another person, even when money or other consideration
is not exchanged. You alone may occupy the accommodation.
Unauthorized occupancy may result in the eviction of both
you and the other person(s) occupying the accommodation.
To the extent that the University is unable to fulfil, or
is delayed or restricted in fulfilling, its obligations
under this Contract by any cause beyond its control, the
University shall be relieved from the fulfilment of its
obligations during that period and you shall not be entitled
to any compensation as a result thereof. The University
shall not be responsible for failing to meet its obligations
under this Contract due to a strike by its employees, a
lock-out of employees by the University and/or any other
form of job action or labour unrest, or due to acts of
God, including fires, floods, earthquakes, intervention
by civilian or military authorities, or governmental legislation.
The University of British Columbia is not responsible for
any property that is lost, stolen or damaged in any way,
regardless of cause, wherever this may occur on the residence
property, including storage facilities and your accommodation.
The University of British Columbia is not responsible for
any injury, damage or loss whatsoever caused to you or
your guests while in or about the residences of the University
campus or while engaged in activities organized or sponsored
by the University. Without limiting the generality of the
foregoing, the University shall not be responsible for
injury, damage or loss to you or your guests due to:
the use of residence facilities and equipment, including
but not limited to exercise equipment, sports equipment,
climbing walls, barbecues, tennis courts and basketball courts.
taking part in socials, dances, plays or other organized
or sponsored activities.
taking part in organized or sponsored off-campus activities
including hiking trips and tours.
You agree you will not do, or permit to be done, any act
or thing which may render void or voidable any insurance
policy of the University. You agree to indemnify and save
harmless the University from and against any expense, loss
or damage suffered by the University by reason of your breach
or non-performance of any term of this Contract.
The University does not provide insurance for your personal
belongings. It is recommended that all personal effects,
in residence rooms, units, apartments, storage rooms, and
all other residence property including in all residence
buildings be covered by private insurance. The University
strongly advises you to obtain a residential insurance
policy that covers:
a) loss of personal property.
b) liability for personal and property damage.
Insurance may be available as an extension of your family’s
home insurance policy, or you can obtain your own insurance
Damages and Costs
You agree to pay for damages, lost property or extraordinary
service or administrative costs you or your guests cause
to University residence facilities whether through accident,
neglect or intent. All residents of a floor or house or
unit may be assessed for cleaning, damages, lost property
or extraordinary service costs where the person(s) responsible
cannot be ascertained by the University but where the damages,
lost property, or excessive mess were reasonably believed
by the Department of Housing and Conferences to be caused
by one or more residents of a floor or house or unit.
Authorized personnel of the University may enter your accommodation,
without prior notice, for reasons of health, safety or
general community welfare, or to make repairs and deliveries
to the room and room equipment, or to inspect the premises,
or to investigate possible breaches of this Contract.
You are supplied with linen, a mattress pad and one pillow.
Upon check-out you must leave the linen, pillow and mattress
pad folded on the bed (not in a drawer, on a shelf, in
a closet, with your roommate, or anywhere else). Failure
to do so will result in an assessment for the missing items.
Check-in and Check-out
At check-in you will be provided a “room condition
and inventory” form. You must use this form to document
the condition of your accommodation (i.e., any existing damage),
and the condition of and/or any missing inventory items including
bed linen. You must complete and return this form to the
housekeeping office in the Commons Block, and keep a copy
for your records.
You must vacate your room and return your keys to the Front
Desk before 11 am on the last day of the program, unless
a special arrangement is made with the Director of the Department
of Housing and Conferences.
After your departure, the room and common areas and their
contents will be inspected. Any missing items, damage not
documented on the “room condition and inventory” form,
or required cleaning will be assessed to you and/or deducted
from any fee refund.
Submission of a completed “room condition and inventory” form
is an integral part of any assessment appeal consideration.
If there is a question regarding responsibility for damages
to the room or unit or furnishings, this document will be
used in determining responsibility for the damages. Failure
to return the form may result in you being assessed for all
damages and missing items.
Common areas in units will be inspected from time to time
during the program to ensure they are kept clean and safe.
If you fail to keep common areas/units clean, it will result
in assessments and/or the possible relocation of you or other
Repairs and Alterations
All repairs and alterations to accommodations must be carried
out by University staff. Residents are prohibited from
repairing or altering the exterior or interior of their
room or unit and should report any required repairs to
their Front Desk. Without limiting the forgoing, residents
are prohibited from painting or wallpapering their room
or unit, etc.
You are required to report the presence or suspected presence
of pests in your accommodation to the Department of Housing
and Conferences. Authorized personnel of the University
may enter your accommodation to perform an inspection.
Should treatment be required, you will be required to comply
with the prescribed treatment methods and protocol. This
may include relocation and/or removal of furnishings.
Construction and Maintenance
There are on-going maintenance, renovation and construction
projects taking place in and around the residences. The
work typically takes place during regular business hours,
but may begin earlier or extend into evenings or weekends.
Prudent construction practices will be followed, but there
may be noise, dust, and temporary interruption of some
services, etc. There will be no compensation due to this
Transportation and Parking
a) Motorized Vehicles
Parking of motorized vehicles (which includes, but is not
limited to, cars, motorcycles, mopeds, and scooters) on the
University campus is strictly regulated.
All vehicles parked on Residence property are subject to
the University parking regulations as amended from time to
time, as enforced by Parking and Access Control Services.
Residents or visitors in violation of University parking
regulations may have their vehicles towed at their own expense
in accordance with these regulations.
Bicycle theft is a common problem throughout the University
campus, including residences. Good quality locks or chains
are recommended for all bicycles. All of the residences have
bicycle storage areas. Bicycles must not be stored in hallways,
lounges or in areas which impede exit from buildings. Bicycles
found in these areas will be removed.
c) Theft or damage
The University is not responsible for theft or damage to
cars, bicycles, motorcycles, mopeds, scooters, or any other
vehicle or any contents stored on or within them.
You are responsible for taking reasonable precautions to
ensure that your accommodation and the building in which
it is located are protected from breaches of security.
This includes, but is not limited to, locking your door(s)
and window(s), not forcing or propping building entrance
doors open, not permitting unknown persons into the residence
building, and immediately reporting strangers or security
concerns. You are not permitted to copy any key or keycard
provided to you by the Department of Housing and Conferences.
Protection of Privacy
Personal information in possession of the Department of Housing
and Conferences about the Resident will not generally be
released to persons outside the University administration,
including family members or friends, without the written
consent of the applicant, unless permitted or required
Statement of Rights and Accompanying Responsibilities of
the Individual within the Residence Community
of the residence community rests on the balance of the community’s
ability to meet the needs of the individual and vice versa.
This balance is best achieved
when everyone is aware of their rights and accompanying responsibilities
to themselves, others and the community. The following guiding
principles describe the rights and accompanying responsibilities
of the individual within the residence community:
• Every person in the community can expect consideration and
respect for their feelings and needs, and in return has the
responsibility to show respect for the rights of every other
person in the community.
• Every person in the community can expect to live in an environment
where their possessions and the communal space are shown
respect by every other person.
Residence Standards Overview
The University of British Columbia is committed to ensuring
that all members of the University community are able to
study and work in an environment of tolerance and mutual
respect, free from harassment and discrimination. The standards
and regulations stated here strive to protect the well-being,
safety and security of residents and contribute to a residence
community that is conducive to residents’ academic
success, personal growth and development. These standards
are applicable on or about all residence property (which
includes but is not limited to all residence buildings,
parking lots, and surrounding grounds), and during all
residence-related events, even if these events take place
outside residence property.
Residence Standards Process
When a violation of the residence standards and regulations
is brought to the attention of the Residence Life Manager,
he or she is responsible for ensuring that an investigation
is conducted, and for deciding, when necessary, upon the
If you are found in violation of a residence standard or
regulation of this Contract you may be warned, placed on
probation or evicted from your accommodation and denied the
opportunity to visit University residences.
If the Director of the Department of Housing and Conferences,
or his or her designate, is of the opinion that you pose
a threat to your ability to study, to yourself and your well-being,
or to any other resident, then he or she may, without notice,
impose immediate sanctions upon you up to and including eviction
from your accommodation and referral to the police.
Residence Standards and Regulations
You are expected to use reasonable foresight to choose actions
that do not place the safety or well-being of yourself
or others at risk. These standards and regulations are
an important part of your Contract with the University.
Violation, or actions that contribute to — or facilitate — the
violation, of any of the following regulations may result
in standards action and possible eviction from residence.
If you choose to be part of a group that is violating residence
standards and regulations you may collectively and individually
be held responsible for the violation.
Residents are expected to keep shared living areas and the
exterior of their room/unit doors clean. Failure to do
so may result in cleaning charges, and/or further action
as may be deemed appropriate by the Department of Housing
and Conferences. Common area damage or unreasonable mess
may result in shared assessments, the possible relocation
of the residents of the floor/unit, and/or denial of future
Alcohol use in Residence
Residents who choose to consume alcohol must do so responsibly,
and will be accountable for their actions.
a) Drinking alcoholic beverages or carrying unsealed liquor
is permitted only in residents’ rooms, and at licensed
b) Drinking alcoholic beverages or carrying unsealed liquor
is not permitted in any other areas including, but not limited
to, patios, courtyards, elevators, washrooms, laundry rooms,
phone booths, hallways, stairwells, Commons Block corridors,
main floor foyers, house lounges (except as expressly permitted
by the Residence Life Manager), and areas outside the residence.
The possession, use, trafficking (which includes manufacturing,
selling, giving, administering, transporting, sending,
delivery, distributing) or offering to do anything related
to the possession, use or trafficking of illegal drugs
is prohibited. For greater clarity, marijuana, hashish
and their derivatives are considered illegal drugs for
the purposes of this Residence Contract. Any involvement,
whether direct or indirect, in any illegal drug or drug-related
activity is prohibited. Possession of paraphernalia that
is associated with the possession, use or trafficking of
illegal drugs is prohibited. These activities will result
in eviction and referral to the police.
Smoking and Incense
Smoking is not permitted in residence buildings. Residence
rooms and all common areas, such as house or floor lounges,
study rooms, laundry rooms, elevators, washrooms, Common
Block halls, main floor foyers, stairwells and hallways
are non-smoking areas. Smokers outside the building are
to smoke far enough away from residence doors and windows
so that those inside are not affected.
The Resident shall refrain from the burning of incense or
scent, or certain kinds of incense or scent, in their unit
or elsewhere in residence. Open flames, such as a burning
candle or incense, are not permitted in residence.
Residents must be in attendance at all times while preparing
food in/on any cooking appliances, including but not limited
to microwaves, toasters, kettles, etc. Cooking appliances
may only be used in designated areas.
Possession of explosive or flammable material including,
but not limited to firecrackers, fireworks, dynamite, gasoline
or other such materials, etcetera is not permitted on residence
property. Possession of the same may result in eviction.
Propane tanks are not permitted in residence buildings.
Possession of weapons in residence including but not limited
to firearms, swords, hunting knives, sling shots, archery
equipment is prohibited. Wielding any object in a threatening
or aggressive manner may result in eviction and referral
to the police.
Activities that are considered dangerous or potentially harmful
to any person, including the resident engaging in the activities,
are prohibited and may result in eviction. Activities include,
but are not limited to: smashing objects, breaking glass,
dangerous horseplay (e.g., “dog piling”, wrestling,
etcetera), climbing the outside of residence buildings,
climbing into residence through windows, etcetera.
Using false identification for any reason, including gaining
access to a licensed event when underage, or signing out
a key, is prohibited, and may result in referral to the
Guests or visitors
Residents are responsible for their guest’s behaviour
whether they participated in, condoned or were aware of that
guest’s behaviour or not. Anyone who is invited to,
accompanied on, accepted or admitted to the residence property
(which includes but is not limited to all residence buildings,
parking lots, and surrounding grounds) is deemed to be a
guest of that resident.
A resident who facilitates the access (for example, opening
a locked door) for a stranger or ‘unhosted’ person
to residence property will be deemed to be the host of that
person and will be held responsible for that person’s
behaviour as if the person were their guest.
Residents must be present as hosts of their guests at all
times; however, their failure to be present does not mitigate
or relieve their responsibility for their guests’ behaviour.
Residents are responsible for their guests’ actions
until the guest leaves the residence property.
or acting as a host to a former resident who was evicted
and does not have visiting privileges, and/or
a person whose visiting privileges have been revoked, is
Residents are responsible for activities that take place
in their room or unit whether they are present at the time
of the activity or not. A resident’s failure to lock
their door does not mitigate their responsibility for the
actions of others that occur in the resident’s room
The Resident must have written permission to enter another’s
room and do so only with authorized use of the prescribed
key, without manipulating the lock, the door or the window.
Unauthorized possession or unauthorized use of residence
keys is prohibited and may result in eviction. Unauthorized
entry for any reason is prohibited, and may result in eviction
and referral to the police.
Theft or possession of another person’s property without
permission is prohibited and may result in eviction, and/or
referral to the police.
Damage to property
Damage to the personal property of other residents or damage
to residence or residence association property including,
but not limited to, posters and advertising materials is
prohibited and may result in eviction from residence and
an assessment for damages.
Playing sports or sporting activities in residence buildings,
hallways or common areas
It is not permitted to play physically active games including
ball hockey, football, golf, soccer, throwing a ball, Frisbee,
hacky sac, water fights, bicycling, etcetera, inside residence
Residents are not permitted access to unauthorized areas
unless accompanied by a representative from the Department
of Housing and Conferences. This includes areas not normally
used by persons other than staff, and includes but is not
limited to the top of covered walkways, roof tops, mechanical
rooms, hot water tank rooms, or any area marked “off-limit
to unauthorized personnel” or “staff only,” etcetera.
Accessing these areas is prohibited and may result in eviction
and/or referral to the police.
Removal of University property
Removing furniture or property from lounges and other common
areas without permission of the Residence Life Manager
is not permitted. Taking University property out of a residence
area without permission of the Residence Life Manager is
considered theft and may result in eviction and referral
to the police.
Safety equipment including sprinklers, smoke detectors, heat
sensors, fire exit signs, fire extinguishers, pull stations,
hoses, alarm bells, and any other safety equipment is necessary
to safeguard residents. Handling, using, or interfering
with any fire or safety equipment for any reason other
than in an emergency is prohibited and may result in eviction.
Unintended interference with safety equipment (i.e., hanging
objects from sprinkler heads striking safety equipment
with an object) may also result in eviction. Residents
are required to evacuate buildings in the event of a fire
alarm or other emergency. Failure to evacuate during these
situations is prohibited.
Throwing, dropping, knocking or ejecting objects from residence
buildings, windows, balconies or stairwells, whether intentionally
or unintentionally, is prohibited and may result in eviction.
Throwing any object at residence buildings is prohibited.
Any conduct which is inappropriate or disruptive to the residence
community or the University, as determined by the Residence
Life Manager, is prohibited and may result in eviction.
Without limiting the foregoing, inappropriate behaviour
includes ‘mooning,’ and nudity visible outside
of the Resident’s room.
Raids or pranks: inappropriate or destructive
Initiating, encouraging, supporting or participating in raids
or pranks that are inappropriate, disruptive, offensive
or hostile toward residents and/or staff, or jeopardize
the safety and security of others is prohibited and may
result in eviction.
Physical aggression, violence, and/or sexual assault are
not tolerated in residence.
Physical aggression—Any physically aggressive or violent
behaviour, such as fighting, hitting, punching, slapping,
kicking, pushing, pulling, throwing objects at another, etcetera.
Sexual assault—Any unwanted act of a sexual nature
imposed by one person on another without consent, such as
fondling or sexual intercourse.
Anyone engaging in physically aggressive behaviour or sexual
assault may be evicted from residence, and may be referred
to the police.
The need for self-defence is recognized. Physical self-defence
is acceptable only when the Resident has no other means to
escape another’s physical aggression, and then only
at a level necessary to escape.
Attack on the dignity and security of an individual
Activity (verbal, written, graphic, physical) that is threatening,
racist, sexist, homophobic, or any form of discrimination,
harassment, sexual harassment or unwanted sexual attention
is prohibited, and may result in eviction from residence.
This can include, but is not limited to: posting or distributing
material and/or behaving in a manner that is offensive
and may contribute to an intimidating, hostile or uncomfortable
environment; putting offensive posters/pictures in areas
available for public view, including windows or common
areas; using e-mail, or other electronic messaging, voice
mail, message boards, mail, computer networks or other
mediums to convey nuisance, obscene, or otherwise objectionable
messages or materials; writing graffiti in residence buildings
or encouraging or engaging in offensive acts or behaviour;
repeatedly following or attempting to make unwanted contact
with another person.
Cooperation with staff and others
Residents and guests shall cooperate with requests from staff
members, emergency personnel and police. Failure to cooperate
with, and/or verbal or physical harassment or abuse of
a staff member (Residence Life staff, housekeepers, Front
Desk personnel, tradespeople, third-party contractors,
emergency and/or police personnel, etcetera) may result
in standards action or eviction from residence. Misleading
or not cooperating with a standards investigation may result
in standards action.
The Department of Housing and Conferences’ mandate
is to ensure that residents can study and sleep in residence.
Residence is a densely populated community, and some reasonable
living noise is to be expected. While absolute silence may
not be possible, excessive noise is not permitted.
In all residences, residents are expected to be considerate
24 hours a day, seven days a week. An individual’s
right for reasonable quiet study and sleep supersedes others’ rights
to make noise. In cases of dispute, the Residence Life staff
will determine what is reasonable. If someone asks that you
be quiet, respect that person’s wishes and reduce your
There may be no loud playing of radios, televisions, stereo
or other audio equipment or musical instruments except during
The use of the outdoor sports facilities such as the basketball
or tennis courts near residences is restricted to “non–quiet” hours,
and there may be special, limited hours of use during examination
periods, or other times as designated by the Residence Life
In addition to being considerate at all times, quiet hours
are those times during which residents are prohibited from
making noise which can be heard outside of their unit or
which can be heard outside the residence building and may
disturb a resident inside the building. This refers primarily,
but not exclusively to talking, noise from stereo equipment,
radios, televisions, musical instruments, computer equipment
Quiet Hours at Place Vanier: Sunday–Thursday 9 pm to
8 am, Friday and Saturday nights 1 am to 9 am
Life in Residence
The well-being of the residence community rests on the balance
of the community’s ability to meet the needs of the
individual and vice versa. This balance is best achieved
when all individuals are aware of their personal rights
and personal responsibilities to themselves, to others
and to the community as a whole.