Residence Contract

Applications for Residence can be submitted by anyone who is either currently registered or has received an offer of admission to the University (“Applicants”). Priority for admission to residence will be given to New Applicants and Returning Resident Applicants who are full-time students. Returning Resident Applicants are not eligible to apply if they have outstanding unpaid charges or are subject to an order barring them from Residence.

Residents who cease to be registered students at the University are not eligible for Residence.

New Applicants must have received an offer of academic admission from the University as a full-time student.

Returning Resident Applicants should submit their Applications no later than the Returning Resident Application Deadline.

Applicants should answer ALL questions on the Application. By submitting the Application, the Applicant is agreeing to the terms and conditions of this Contract applicable to Applicants.

During submission of the Application, a Residence Deposit is required for Fall/Winter Contracts in the amount of seven hundred and fifty dollars ($750.00 CDN) (Deposit).

Applications and Deposits received after the New Applicant Deadline will be assigned Residence rooms as available or placed on a waiting list. For Returning Resident Applicants, SHS must receive their Deposit no later than 4:30 p.m. EDT on the Returning Resident Deposit Deadline.

1. To be accepted into Residence, Applicants must enter into a Residence Contract (“Contract”). The Contract is comprised of three parts:

   • The Application,

   • these Standard Terms; and,

   • the Residence Community Living Standards (RCLS)

2. These three documents collectively make up the terms and conditions of the Contract. Those provisions of the Contract which apply to the Application process apply to all Applicants. Once Applicants become Residents, they are also subject to the terms and conditions of the Contract applicable to Residents. Applicants who do not become Residents will receive a refund of the Deposit in accordance with this Contract. The University reserves the right to amend the terms and conditions of this Contract including but not limited to Fees, Deposits and Refunds, upon reasonable notice.

3. Certain provisions of this Contract may specifically apply to either Fall/Winter Contracts or Summer Contracts.

1. Subject to early termination as provided in these Standard Terms, the term of the Contract (“Term”) commences on the date that SHS receives the Application and terminates at the Residence Closing Date. The period of occupancy for each Resident commences at Check-in Date and terminates at the Check-out Time.

1. Applicants will have an opportunity to express their preferences regarding choice of Residence or room arrangements. Efforts will be made to match Applicants according to their expressed preferences, but there is no guarantee that Applicants will receive their preferences.

2. Information regarding the many residence living options available in each of the Residences are available at Our Communities. Normally, preference regarding Residences and room types is given to New Applicants. Exceptions to this are the East Village Townhouses, University Houses and West Residence, which are typically reserved for Returning Resident Applicants or mature, graduate or transfer students.

3. Residence Learning Communities: Applicants with a preference for any of the Residence Learning Communities should explore Our Communities for additional information about each Learning Community. New Applicants applying for one of these options, should indicate this selection on the online application, and complete any required supplementary application form, if applicable.

4. Roommates: If two or more Applicants wish to share suite style Residence (ie. townhouse, apartment) there is an opportunity to select a roommate preference(s) once the Application is submitted. After the deadline date has passed, the Applicant may enter the surname and University of Guelph ID number of his or her preferred roommate(s) through the Housing Portal account. Roommates must have the same Residence preferences.

5. Accessibility Accommodation Requests: Applicants who wish to have their Residence or room preference considered in light of special circumstances including medical, religious or other grounds must complete and submit the Accessibility Accommodation Request Form, together with all applicable supporting documentation.

The Form must be submitted by the New Applicant Deadline or Returning Resident Application Deadline, as applicable, to be considered during the room placement process.

1. Priority for Residence or room assignments is determined through a random lottery process. Assignments are not provided on a "first-come, first-serve" basis, and are made at the sole discretion of SHS based on a number of factors, including but not limited to, number of Applicants, expressed Residence preferences and availability of room types.

2. In some circumstances, Residents may initially be given a temporary Residence or room assignment pending final assignment (“Temporary Space”). Whenever possible, the Resident will be advised of this in advance. A Resident assigned to Temporary Space will be required to move to the final assignment identified by SHS after Check-in. A Temporary Space rate will be charged on a pro-rated basis only for the days the Resident was assigned to the temporary location. Standard Residence Rates will apply once the Resident has been re-assigned. Relocations from Temporary Space to final Residence or room assignments are made as quickly as possible.

3. Unless a Resident advises SHS to the contrary in writing, Residents who are assigned a roommate will have their name and “@uoguelph.ca” email shared with their assigned roommates prior to their arrival at the beginning of term.

4. Residents who request accommodation between the Fall and Winter semester during the Holiday Break period may be assigned to East Village townhouses or West Residence due to holiday heat shutdowns. SHS reserves the ability to decide in its sole discretion, whether Residents can be accommodated during the Holiday Break period.

1. Residents may complete Check-in on the applicable Residence Opening Date and no later than noon of the first day of classes as identified in the University’s academic calendar. Failure to complete Check-in by the dates indicated will be deemed to be a breach of the Contract and may be grounds for Termination of this Contract under Section 17.

2. Residents may be required to complete specified online education/information modules prior to Check-in. Details regarding these requirements will be shared via email by mid-July each year, if applicable. Failure to complete Check-In requirements, especially the specified online education/training modules may impact your residence eligibility.

1. Residents are provided with a room inventory form at Check-in (“Room Inventory Form”). Residents must complete the Room Inventory Form carefully and return it to the assigned Residence Desk within 48 hours of occupancy. The Room Inventory Form is used by SHS to check against loss or damage to Residence rooms or their contents.

2. If a Resident fails to submit a Room Inventory Form, it shall be deemed an acknowledgment by the Resident that the Residence room and its contents were in immaculate condition and repair on the date possession was given.

3. Residents are held responsible for any damage or losses to their Residence rooms and its contents. Residents who change their Residence or room assignment are responsible for loss or damage which apply to their dates of occupancy.

4. Residents in apartment or townhouse-style accommodation are jointly and severally responsible, with the other Residents of the apartment or townhouse, for damage or losses to the shared areas of the apartment or townhouse.

5. In some circumstances, all Residents in a Residence or section of a Residence may be accountable for damage through Community Billing (see the Residence Community Living Standards).

6. Residents will be held financially responsible for damage to Residence buildings or property that results from willful or negligent actions by Residents, their guests, invitees and agents, even though it may not be their intention to damage University property. Further all Residents will be held responsible for any and all damages costs resulting from frozen and/or burst pipes caused by you or your guests, agents or invitees due to events such as failure to keep your windows closed in cold temperatures.

7. It is solely the responsibility of the Resident to report any damages to the Residence front desk to that a work order can be initiated.

1. Residents shall indemnify and hold harmless the University and SHS from all claims, liabilities, costs, expenses, damages, and legal expenses arising out of or in any way connected with Residents' or guests’, agents’ or invitees’ use and occupancy of the Residence rooms, shared areas or common areas or any other part or parts of the Residence.

2. The University assumes no liability, directly or indirectly, for loss or theft of personal property, including food or for personal injury, including death on the Residence property or for damage or destruction of such property by fire, water or other causes (e.g. loss of utilities), except where the same is caused solely by the negligent act of the University.

3. Residents are required to have tenant insurance to cover their personal belongings and public liability during the term of the Residence agreement and any renewals or extensions thereof at their own cost. All Residents living in Residence will be automatically enrolled in the University’s mandatory Marsh Insurance program. Residents cannot “opt-out” of the insurance requirement. Costs of providing such insurance will be included in the Residence fees billed to the student.

1. In order to assist with safety and security, Residents are required to have a current University I.D. card and to produce such I.D. and their Key when requested by any member of SHS or the Campus Safety Office.

2. For the protection of their personal possessions, Residents are advised to lock their doors when leaving their room. Lost keys should be reported immediately to the Residence Desk. If a key is misplaced or lost, a temporary key will be issued for up to seven (7) days to give the Resident time to find the original. However, if after seven (7) days, the original key cannot be located, a permanent key will be provided or the lock changed and the expense charged to the Resident.

3. While Residents have a reasonable right to privacy in their Residence rooms, SHS reserves the right to enter rooms and to take any and all steps necessary for the safety, security and well-being of others and to maintain building integrity and safety. Specifically, SHS staff will enter residence rooms on or around Fall Break, Winter Break and Reading Week.

4. In order to support the health and safety of Residents as a result of a Communicable Disease, SHS may change assignments in accordance with Section 9 and/or develop and require Residents to abide by certain requirements including but not limited to the use of personal protective equipment consistent with University, campus, governmental, public health and/or medical requirements, physical distancing etc. (“Communicable Disease Precautions”). Failure to abide by these Communicable Disease Precautions will be deemed to be a material breach and may result in Termination of this Contract under Section 17.

5. The University maintains an Asbestos Management Program in accordance with Ontario Regulation 278/02 – Designated Substance – Asbestos on Construction Projects and in Buildings and Repair Operations. Some University Residence buildings do contain or are presumed to contain asbestos. An up-to-date summary of asbestos containing materials in University Residence buildings can be found at Campus Buildings with Asbestos website.

The University maintains all asbestos containing materials in a safe condition during normal building operations. In the event of any maintenance, repair or renovation work, the University adheres to procedures in compliance with applicable regulations and legislation. The University shall not, in any event whatsoever, be liable or responsible in any way for any personal injury or death that may be suffered or sustained by a Resident or guests because of any asbestos.

1. Fees must be paid at the beginning of the applicable semester. Fees are normally set no later than the end of June each year and information on current Fees are available on the Student Housing Residence Fees website. Failure to pay Fees prior to the appropriate semester may be grounds for termination of the Residence Contract.

2. Deposits paid for a Fall/Winter Contract will be applied against the Fees for the Winter semester.

3. All Fees (excluding the Deposit) are paid through Student Financial Services.

4. Charges (as defined) are due at the end of the semester in which they are incurred and are paid through Student Financial Services. Failure to pay Charges may result in academic sanction in accordance with university policy.

5. This section will survive termination of the Contract.

1. Fall/Winter Contract Fees for FALL 2026 / WINTER 2027: Fees are established in the spring of each year through the Board of Governors for the following academic year cycle.

   • Fall 2026 - Winter 2027 Residence Fees: Residence fees vary by location, amenities and room type. For a full list of residence rates, visit Residence Fees on our website.

2. Other Rates:

   1. Temporary Expanded Space: In order to accommodate all residence applicants, it may be necessary to assign applicants to a Temporary Expanded Space placement. If this occurs, residents will pay an Expanded Space rate per the Residence Fees schedule. Expanded Space residents will be expected to relocate during the semester. Fees will be adjusted on a pro-rated basis.

   2. Extended Term: Residents who are granted permission for Early Arrival or Late Check- out Extension outside of the Contract term will be charged $40 per night, if approved for an extended term.

   3. Other charges: Additional charges may be applied to the student account for damages, repairs, lost keys, improper check-out, or fines related to violations of the Residence Community Living Standards.

3. Fall/Winter Contract - Additional Fees and Charges: In addition to the above-noted Fees, the following additional charges will apply:

   1. Interhall Council (IHC) Activity Fee: $28.30 per semester. This fee is collected on behalf of the residence student government to support hall council activities.

   2. Mandatory Insurance Fee: One-time non-refundable fee of $86.40 will be applied to all Residents residing in single student residence for the mandatory insurance plan.

4. Summer Residence Fees: Summer residence fees are found under Residence Fees on our website.

In addition to the above-noted Fees, the following additional charges will apply:

• Mandatory Insurance Fee: One-time, non-refundable fee will be applied for the Summer only Residence contracts for all Residents in single-student residences for mandatory insurance plan.

1. Termination by SHS:

   1. SHS reserves the right to terminate the Contract without notice where there has been a material breach of the Contract by the Resident, in SHS's sole discretion.

   2. SHS reserves the right to terminate the Contract without notice and in SHS's sole discretion where due to circumstances related to a Communicable Disease, SHS determines it is not appropriate to continue to offer residence accommodation.

2. Termination by Resident: Fall/Winter Contract:

   1. Residents with a Fall/Winter Contract who terminate the Contract early are subject to the Refund policy in section 19.

   2. Residents with a Fall/Winter Contract who terminate the Contract at the end of the Fall semester with prior written notice on the following bases (“Academic Bases”), are eligible for a refund of the Deposit in accordance with section 19. Academic Bases are defined as circumstances where the Residents:

      • will fulfill the requirements for graduation during the Fall semester, and have applied for Winter convocation;

      • are registered for the Winter semester in a University operated study-abroad programs; or

      • are participating in a Winter semester co-op work term.

3. Termination by Resident: Summer Contract:

   1. Residents with a Summer Contract who terminate the Contract early are subject to the Refund policy in section 19.

   2. Written notice of termination by Resident

   3. Written notice of termination must be delivered either by fax to 519-767-1670 or by email from the Resident's '@uoguelph.ca' email account to housing@uoguelph.ca

1. SHS communicates with Residents through their “@uoguelph.ca” email account. The e-mail address that Applicants supply on the Application will be used until their “@uoguelph.ca” email account is activated. It is a Resident’s responsibility to check his or her “@uoguelph.ca” email account regularly.

2. SHS does not accept responsibility for late or non-delivery of correspondence caused by Canada Post Corporation, courier companies, the on-campus mail services, or the Internet / email systems.

1. Survivorship: All clauses relating to damages, payments of Fees or Charges owing, survive the termination of this Contract.

2. Force Majeure: The parties to this Residence Contract agree that SHS shall not be held responsible for damages caused by delay or failure to perform undertakings under the terms of this Contract when the delay or failure is due to fires, strikes, floods, strikes, lockouts, Communicable Disease, public health emergencies, quarantines, acts of God or public enemies, lawful acts of public authorities or delays or defaults caused by common carriers which cannot reasonably be foreseen or provided against.

3. Residents acknowledge that the Government of Canada, the Government of the Province of Ontario, local Governments and/or public health authorities may respond to Communicable Diseases with legislative amendments, controls, orders, by-laws, requests of the public, and requests and requirements of the University (collectively, the “Governmental Response”). It is uncertain how long any Communicable Disease, and any related Governmental Response, may continue, and it is unknown whether there may be a resurgence of the relevant Communicable Disease and a resulting or supplementary renewed Government Response. Without limiting the foregoing paragraph, neither Party shall be liable to the other or be deemed to be in breach of this Agreement for any failure or delay in rendering performance arising out of:

   • the continued spread of a Communicable Disease;

   • the continuation of or renewed Governmental Response to control the spread of a Communicable Disease; and

   • a decision by the University made in good faith, to control the spread of a Communicable Disease, even if exceeding the then current specific Government Response.

4. Dates or times of performance by the University shall be extended to the extent of delays excused by this clause, provided that the University notifies the other promptly of the existence and nature of such delay and shall, so far as practicable, use reasonable efforts to minimize and mitigate the extent, effect and period of any such delay or non-performance.

5. Resident Health and Safety Requirements: Residents must comply with all applicable Governmental Response and/or University requirements addressing health or safety, including, but not limited to mitigating the risk of Communicable Disease. Without limiting the generality of the foregoing, the University’s requirements may include: pre-screening measures; educational training; Communicable Disease testing as University deems appropriate consistent with University, campus, governmental and/or public health requirements; information reporting and assisting with contract-tracing; using personal protective equipment consistent with University, campus, governmental and/or public health requirements; complying with campus density restrictions and physical/social distancing guidelines; implementing personal hygiene and respiratory etiquette; complying with any isolation, quarantine or other measures consistent with University, campus, governmental and/or public health requirements; and complying with any assignment or re-assignment as described in Section 9. Notwithstanding any other provision of this contract, University may immediately terminate this contract without prior notice if Resident violates this requirement.