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 not 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 that has a mandate to support the University’s academic mission.

Introduction
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.

Binding Contract
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 Contract.

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.

Assignment Policy
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 or unit.

Resident Agreement
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.

Contract Changes
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.

Unauthorized Occupancy
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.

Force Majeure
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.

Liability
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.

Insurance
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 package.

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.

Room Entry
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.

Linen
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 residents.

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.

Pest Treatment
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 disruption.

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.

b) Bicycles

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.

Security
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 by law.

Statement of Rights and Accompanying Responsibilities of the Individual within the Residence Community
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 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 appropriate penalty.

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.

Cleanliness Standards
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 residence assignment.

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 residence events.

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.

Drugs
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.

Unattended cooking
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.

Explosive materials
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.

Weapons
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.

Dangerous activity
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.

False identification
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 police.

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.

Accompanying 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 prohibited.

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 or unit.

Illegal entry
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
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 buildings.

Prohibited areas
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/security/fire equipment
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 objects
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.

Inappropriate behaviour
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.

Violence/Physical Aggression
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.

Noise
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 noise.

There may be no loud playing of radios, televisions, stereo or other audio equipment or musical instruments except during approved parties.

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 Manager.

Quiet Hours
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 and telephones.

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.