CHRISTOPHER NEWPORT UNIVERSITY
2008-2009
Housing and Dining Services Contract
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GENERAL INFORMATION
The Housing and Dining Service Contract is a legally binding agreement. Signing of the Contract Acceptance Form constitutes a legal contract between Christopher Newport University and the student to fulfill the terms and provisions of the contract. The provisions and terms of the contract may not be waived, modified, or reassigned and the contract may not be broken or suspended unless an appeal form has been submitted and approved. The purpose of this document is to establish the terms and conditions of occupancy in the University’s Residence Halls/Properties, and mandatory participation in one of three University Dining Service board programs (where applicable). This document and the Contract Acceptance Form constitute an offer by the University to contract with the student indicated on the Contract Acceptance Form for housing facilities and dining services. The student may accept this offer to contract by signing and returning the Contract Acceptance Form. The Contract Acceptance Form must be signed and dated as evidence of acceptance of the terms and conditions, which are stated in this contract.
Nothing in this document proscribes or limits the authority and power of the Board of Visitors of Christopher Newport University to establish policy, rules and regulations, which shall be applied upon their effective date and operate prospectively unless otherwise stated. Further, the University reserves the right to make reasonable modifications to this contract to ensure personal safety or protection of property, provided reasonable advance notice is given. Such modifications will be considered a part of this contract with the same force and effect as though written herein. (top of page)
Acceptance of this contract by the University does not constitute a commitment of admission to the University. During the fall and spring semesters residents must be currently enrolled and registered full-time at Christopher Newport University. Students who drop below the minimum full-time course load (12 credit hours undergraduate, 9 credit hours graduate) will have their assignment and conduct history reviewed by Residence Life and may face additional restrictions including possible eviction. All residents must pay their outstanding debts to the University prior to occupancy.
Christopher Newport University requires 1st and 2nd year students to live on campus unless they reside in one of the following areas: Gloucester, Hampton, Isle of Wight, James City County, Matthews County, Newport News, Poquoson, Williamsburg or York County. This policy applies to 1st and 2nd year students who are: enrolling full-time; under the age of 22; unmarried, and not living with parents or legal guardians. This policy does not apply to transfer students. The residential experience is designed for students who reach 17 to 22 years of age by September 1, 2008. Students who are younger or older than the previously stated ages will receive consideration on a case by case basis. (top of page)
Christopher Newport University desires to provide room and board for students at the lowest possible rate, therefore, this contract is for the entire academic year to include the Fall and Spring semesters for students living in:
The contract period for students living in the following CNU Apartments is from July 1, 2008 to June 15, 2009:
The contract period for students living in the following CNU Village apartments is from July 15, 2008 to June 30, 2009:
The contract period for students living in Monroe Apartments is from August 25, 2008 to June 15, 2009.
Contracts signed in mid-year will be in force through the end of the designated contractual period depending upon the student’s building assignment. The contract period begins as soon as the student occupies the assigned space, and will either terminate 24 hours after the student’s last scheduled exam or stated termination date depending upon their room assignment. Any resident who, for any reason, discontinues as a regularly enrolled student and later returns for classes will be required to live on campus. Graduating seniors living in James River, Warwick or Potomac South will be provided housing until Noon the day after commencement without additional charge. (top of page)
New Student Applications: All new students either required to live on campus or wanting to live on campus, should complete and return a Contract Acceptance Form and submit a $250.00 Housing Deposit by May 1, 2008. Applications received after that date will be processed depending upon the availability of rooms. Transfer students are not required to live on campus, however, applications from transfer students interested in living on-campus will be accommodated when space is available.
Upper-class Student Applications: Students currently living on campus must submit a Contract Acceptance Form prior to the Housing Lottery. Current students submitting Contract Acceptance Forms after the designated lottery due date will be placed on a wait list. Once on the wait list, it is the student’s responsibility to cancel his/her contract if they no longer desire to live on campus. When space becomes available, the first person on the wait list (date receipt order) will be notified via telephone.
A one time $250.00 Housing Deposit must be submitted with a signed Contract Acceptance form and will remain active for as long as the student lives in university owned housing. The Housing Deposit is mandatory and serves as a room reservation and cancellation fee. Students who remain in university owned housing during the entire contract period and do not renew their contract will be refunded the entire deposit with out interest less any outstanding charges. If the deposit falls below $100.00 at any time, the student must restore the deposit to the $250.00 level. Summer term housing applications do not require a housing deposit. Refer to Cancellation of the Contract for detailed refund information. (top of page)
The Housing & Dining Service rates are determined annually and approved by the Board of Visitors. The student agrees to pay the rates which are established and announced in April 2008 for the 2008-2009 academic year. Failure to satisfy the financial obligations accrued under this agreement may result in one or more sanctions, pursuant to State of Virginia and University rules and regulations. Sanctions may include denial of further meals, denial of request for official grade transcript, denial of enrollment, eviction and sanctions allowed for under State law.
While this contract is in effect, the student is required to meet all financial obligations of this contract. Room and Board fees must be paid in full prior to check-in unless other arrangements have been made (i.e. Federal Pell grant, Stafford Student Loan, AMS, VSSS, etc.) If applicable, the student should check with the Financial Aid Office to ensure all paperwork is in order and that they are eligible to receive aid. Verification of a pending financial aid award from the Financial Aid Office may be required before occupancy. Failure to fulfill the financial obligations of this contract may result in the suspension of services, including the meal plan, and eviction. (top of page)
Occupancy begins according to when the student moves in the assigned space, and terminates 24 hours after the student’s last scheduled exam or the dates provided in the contract. The student can move into the room on the opening time published by the University. No early arrivals will be permitted prior to the posted opening dates unless in connection with a University sponsored event and with prior approval by the Office of University Housing. Students arriving late must inform the Office of University Housing before freshmen move-in day to keep their room assignment. Except CNU Apartments and CNU Village, all residence halls will be closed during the Thanksgiving, Winter and Spring Breaks unless announced otherwise. Students may leave personal belongings in their assigned rooms during breaks. Occupancy of a residence hall room during breaks must have prior approval from University Housing or Residence Life. Students staying over breaks may be assessed an additional fee. (top of page)
Each residence hall room is designed to normally house one or two students. However, during peak occupancy periods some rooms may be designated for triple occupancy. The third person is reassigned to a double room as space becomes available. Freshmen may also be assigned to spaces typically reserved for upper-class students. Students who been assigned a room may not change their rooms or request roommate changes until the close of the second week of classes. If a space becomes available in any room for whatever reason, the Office of University Housing reserves the right to fill the vacancy and/or consolidate available space by moving residents. When space is available, double rooms may be rented as a single room on a first-come, first-serve basis. This is done at a rental rate higher than the regular double room rate.
The Office of University Housing makes freshmen and transfer room assignments in receipt order (those contracts returned first will be assigned first). All requests for specific roommates must be submitted in writing by both parties. Christopher Newport University does not guarantee assignment to a particular room, building, or type of accommodation. After June 30th, no requests to change rooms or request roommates will be honored until the close of the second week of the Fall semester. New residential students over the age of 20 will not be housed in traditional first-year freshman residences. These students will be housed with upper-class students.
After the first day of occupancy requests to change rooms or roommates must be approved by the Hall Director or the Assistant Director of Housing Administration. Unauthorized room changes will result in a $75 charge and the resident may be required to move back to their original room and judicial action may also be taken. Students may request a room change for convenience reasons, however, they are subject to a $50 processing fee. Room change request as the result of roommate conflicts do not carry a processing fee, provided the students have followed the guidelines established in the Residence Life Handbook and the Office of University Housing is notified in writing by Residence Life. When a student's behavior is such that no one wishes to live with that individual, the student may be billed for two beds or removed from housing.
The University is under no obligation to house a resident whose contract has been previously terminated due to a failure to abide by the conditions of this agreement, or any student who has been barred from the University and/or housing. (top of page)
A meal plan is required for all first-year residential students and upper-class students living in suite style rooms. Meals will be served during the hours designated by Dining Services. No meals will be served during the following periods: Fall, Thanksgiving, Winter, and Spring breaks. The University takes into consideration the average student will be absent for a certain number of meals and sets rates accordingly. For this reason, no credit adjustments or refunds will be given for missed meals or unused dining points. Exceptions will be made for periods of sickness or hospitalization, with medical verification, for only those meals missed in excess of 15 consecutive meals.
Whenever possible, Dining Services will assist students having special dietary problems upon receipt of a letter or dietary plan from the student’s physician and the CNU Disability Services Coordinator. Refunds or reduced rates cannot be made because of special dietary requirements. Special dietary requirements may increase the cost of the student's meal plan. Meal service provided under this contract is for use by the contracted student only. Students who allow other individuals to utilize their meal card (Captain’s Card) will be subject to judicial action and/or suspension of meal privileges. The University may suspend meal privileges if the student fails to make payment or fails to abide by the terms and conditions of this contract. Failure to pay fees does not constitute a release from this contract. The University is not responsible for any personal loss due to unreported lost cards, misuse or negligence of user. If a student’s Captain’s Card has been lost or stolen, there is a $15.00 replacement fee.
The University has formulated several meal plans for residential and commuter students that offer great flexibility. Each plan is designed to offer a defined number of meal opportunities in the residential dining facilities, and are enhanced by the addition of dining points and meal exchanges. Reference the Dining Services Website http://dining.cnu.edu/ for further information.
Meal plan changes or cancellations may be made throughout the summer. However, the last opportunity to decrease or cancel meal plans for the fall semester will be the first day of fall classes. Once a meal plan has been selected it will remain in force for the entire year. Residents will be given an opportunity, beginning in November, to select an alternative meal plan for the upcoming spring semester. The last day to decrease or cancel a meal plan for the spring semester will be the first day of spring classes. Students may increase their meal plan at any point during the school year. Cancelations and changes must be made by completing and submitting a Meal Plan Agreement form or submitting a written request or via CNU email from the student email account. Emails and written request need to include the following information; printed first and last name, student ID, and change being requested. Meal Plan Agreement forms are available in the Housing Office or at Meal Plan Agreement Form.
Important exceptions: Dining Services reserves the right to control the use of meal plans within campus dining facilities. Students with kitchenettes (including James River Hall Apartments, Barclay Apartments, CNU Apartments and CNU Village) may elect not to have a meal plan. If any student moves from meal-plan optional housing to University Housing where board is required, they will be immediately provided with a meal plan and billed for same on a pro rata basis effective the date of the move. Students moving from a room with out a kitchenette to a room with a kitchenette can file an appeal to cancel or change their meal plan. A student who is released from University Housing is automatically released from the meal plan. (top of page)
The resident is responsible for damages to their room, and for damage or loss to the furnishings and fixtures the University placed there. The resident agrees to pay for the restoration of the property to its original condition at the time of occupancy, or for repairs or replacement (except normal wear and tear), unless the identity of others responsible for the damage is established and proven by the resident. The resident moreover, is responsible for any damage or loss caused by their guests. Charges shall be divided by the number of students assigned to the room. If one or more roommates assume responsibility for the charges, a written statement signed by the responsible party must be attached to the Room Condition Form and submitted to the Office of University Housing so that appropriate fees may be assessed. Charges will not be assessed to one roommate based solely on the claims of another roommate. Damage fees upon final departure will be deducted from the residents’ housing deposit and a hold will be placed on their official academic records if the charges exceed the amount of the deposit.
Fire safety equipment located in on-campus living accommodations are in compliance with Virginia State Fire Code and must be used only for the purpose intended. Residents and guests should not tamper with fire extinguishers, smoke detectors, fire alarm horns, pull stations or other fire equipment. Violation of this regulation is a serious offense which may result in the resident being removed from housing, denied future on-campus housing, campus judicial action and possible legal action.
Replacement room key cards are available from the front desk at a cost of $25 per key. (Hard Keys are replaced at a cost of $50 per key). Residents who become locked out of their room and require the assistance of residence hall staff to gain access will not be charged for the first three occurrences during the academic calendar year. In the event a resident becomes locked out more than three times, a $10 charge will be assessed for each lock-out thereafter.
Although security precautions are taken, the University does not assume any obligation to pay for injury to person or loss or damage of property which occurs in its buildings or on its grounds prior to, during or subsequent to the period of this contract. Students assume the risk of loss of personal property they bring into their room and onto the campus. Students and their parents are strongly encouraged to purchase appropriate personal property insurance to cover personal property damage or loss. (top of page)
In the event the student abandons personal property, the Office of University Housing and/or the Office of Residence Life will attempt to contact the student. If unable to contact the student, the materials will be disposed of immediately and a disposal fee of no less than $75.00 will be assessed to the student’s account. The University assumes no liability for abandoned items.
The University will consider the student in default of the contract if the student fails to meet the full terms and conditions stated herein, or for violation of University and residence hall regulations as stated in the Student Handbook and Residence Life Handbook which are part of this contract by reference hereto. Default of the contract for the above reasons may result in the eviction of the student upon appropriate notice. If the University determines that the continued residency of the student would pose a danger to the life, limb, and health, or general well‑being of the student or other members of the residential community, the student may be evicted immediately. Any applicable damages to University or residence hall properties will be assessed. The student will be obligated to pay the balance of room & board charges for the contract period. (top of page)
UNIVERSITY AND RESIDENCE HALL REGULATIONS
Students are expected to conduct themselves in a manner which shows respect for the rights and privacy of others, the University, personal property, and local, State and Federal laws. All residents (to include those living in University owned houses and apartments) are bound by and expected to understand and comply with all policies and procedures set forth in the Housing Contract, Student Handbook and Residence Life Handbook.
1. The University reserves the right of entry into student rooms If possible 24 hours notice will be given by the University for the purposes of inspections, improvements or repairs. Submission of a Work Order request constitutes student consent for staff to enter the designated room. University officials may enter a student room for the purpose of investigating suspected violations of University or residence hall regulations. The University also reserves the right to enter without notice for an administrative search, if deemed necessary, due to circumstances of an emergency nature posing a threat to life or property, or where contraband to be confiscated is in view of on-campus authorities; or where the general welfare of hall residents is concerned. Staff may enter student rooms for the purpose of conducting a room inventory and/or completing checkout paperwork. This will occur within a week of a resident changing rooms, entering/vacating a housing assignment, or at the end of the housing contract period.
2. The student is responsible for keeping the assigned room and its furnishings clean and orderly, for cooperating with roommates and suite mates in the common cleaning of shared bath facilities, in the common protection of property, and for advising the University of any deterioration or malfunction of facilities. Further, the student agrees to utilize public areas of the residence hall and residence hall equipment and furnishings appropriately and to contribute to their cleanliness.
3. Students who damage University property through negligence or willful actions will be financially liable and subject to disciplinary and legal action. All damage charges are due immediately upon receipt of the bill. Failure to pay charges promptly will result in denial of further meals, enrollment being blocked, cancellation of housing, and official records being held.
4. The student may not remove or alter University furnishings from the assigned room. Removal of residence hall property from its appropriate place is considered theft. A resident will be subject to disciplinary action and/or fined a minimum of $30.00 for this violation. Students may not alter or tamper with University equipment, electrical or telecommunication services. Radio and television antennas may not be mounted outside of the student room. A resident will be subject to disciplinary action and will be considered in default of this contract for tampering with elevators, fire alarms or safety/security equipment.
5. Safety/security equipment includes electronic access, key card locks and remote television monitors. This equipment is for the safety and welfare of students and guests and shall be used only for the purposes intended. Students are expected to fully comply with all security policies and established procedures. For added security, all residence hall guests must enter the residence hall through the lobby doors only. Guests must be signed-in by a resident and escorted at all times. For more information concerning guest and visitation policies, please refer to the Residence Life Handbook.
6. All residents must inspect their room at the time of occupancy and verify all damages and deficiencies that exist in the room on the Room Condition Form. Upon check-out, all residents have the option to check-out of their rooms with a Residence Life staff member or to exercise an “Express Check-out” option by following the instructions listed on the check-out envelope available at the front desk. Residents who do not check-out with a Residence Life staff member or by following the “Express Check-out” procedure will be responsible for fees relating to keys not returned, damages, and an improper check-out fee of $30.00. Students who do not turn in their keys will be responsible for the cost to replace those keys.
7. Residence hall staff will make announced room inspections for the purpose of monitoring compliance with fire and personal safety, maintenance and sanitary standards.
8. Solicitation is not permitted in the residential facilities and student rooms may not be used as a place of business.
9. Students are required to provide a UL-approved power strip for use with personal computers and peripheral equipment.
10. Decorative items such as fishnets, parachutes, and other such items which are flammable are not permitted to be hung from the ceiling or significantly cover wall surfaces in residents' rooms.
11. Toaster ovens, electric fry pans, grills, hot plates, and all appliances with open heating elements are prohibited in student rooms without kitchenettes.
12. Pets are not permitted in CNU housing with the exception of fish (Maximum: 10 gallon tank) and guide dogs who accompany the visually or physically impaired.
13. Windows and screens must not be unfastened or removed. Propping stereo speakers or other sound amplification devices in windows or doorways is not permitted. The throwing, dropping or shooting of any object endangers the safety of other persons and, therefore, constitutes a violation of hall regulations. Climbing out of, scaling the sides of or occupying the roofs, window ledges or outside structure of a residence hall or any other University building is prohibited.
14. Use, possession, distribution or being under the influence of marijuana or any narcotic, stimulant or hallucinogenic drug in violation of state or federal law is prohibited while on University-owned or controlled property. Possession of drug paraphernalia is prohibited. Such violation will put the student in default of the contract and will subject the student to University, State and Federal action.
15. State Law prohibits students under the age of 21 from consuming or possessing alcoholic beverages. Possession, distribution or consumption of alcoholic beverages is prohibited in all CNU Housing regardless of age. Possession or display of alcoholic beverage containers is also prohibited.
16. Smoking is not permitted in any residential facility. Students caught smoking in any residential facilities will be subject to judicial action.
17. Theft or possession of stolen goods, including University property and traffic signs and markers, is prohibited.
18. The following are not permitted in the residence halls/properties: Obstruction or disruption of housing or disciplinary procedures or any authorized function or event; unauthorized occupation of, or use of, or entry into any residence hall facility, area or student room; verbal or physical abuse or threat of abuse against any person on residence hall property; conduct which threatens the health or safety of any person; interference with any right of access to or passage through the residence hall or related area; interference with any contractual right of any person in the residence hall; misrepresentation, misuse or failure to provide identification/meal card upon request by a residence/dining hall/University staff member; failure to respond immediately and appropriately to a verbal or written summons from a residence hall/dining hall/University staff member. (top of page)
Residential students are responsible for any and all information contained in the Student Handbook and Residence Life Handbook located on the following website: http://studentlife.cnu.edu/.
By the University
By the Student
Revised 11/6/06, 11/9/07