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National Sun Yat-Sen University Dormitory Management Regulation (國立中山大學學生宿舍管理辦法)

National Sun Yat-Sen University Dormitory Management Regulation

Approved during the 1st Student Affairs Extraordinary Meeting of 1996-Academic Year on 01-09-1997

Amended and approved during the 2nd Student Affairs extraordinary meeting of 1996-Academic Year on 05-30-1997

Added and approved during the 3rd Student Affairs Meeting of 1998-Academic Year on 05-06-1999

Amended and approved during the 5th Student Affairs Meeting of 2000-Academic Year on 06-15-2001

Amended and approved during the 3rd Student Affairs Meeting of 2001-Academic Year on 01-08-2002

Amended and approved during the 1st Student Affairs Meeting of 2002-Academic Year on 01-10-2006

Amended and approved during the 2nd Student Affairs Meeting of 2005-Academic Year on 05-26-2006

Amended and approved during the 2nd Student Affairs Meeting of 2008-Academic Year on 06-05-2009

 

Chapter I        General Guidelines

Article One

This regulation has been devised for the purpose of to increase and to improve student dormitory management, student dormitory quality and the educational aspects of student living.

Article Two

The student dormitory facilities of NSYSU are meant to provide living accommodations for students enrolled at the University.  The dormitories include Wuling Villas One, Two, Three, Four and Five and Cuiheng Villa´s Building A, B, C, D, E, F, G, H and L.

Article Three

The management of the University´s student dormitories shall be governed by this regulation, unless stipulated otherwise by law.

Article Four

The Life Guidance Section of Student Affairs (hereinafter referred as LGS) shall be in charge of the planning and supervision of dormitory residential life.  The dormitory counselor-instructors shall be responsible for the following under LCS´s instructions:

1.      Provide guidance to student residents in accordance to student dormitory rules and regulations.

2.      Organize, analyze and report actions of implementation of student accommodation rules and regulations.

3.      Provide assistance and guidance to the dormitory student self-governance council´s works.

4.      Report on disciplinary matters.

5.      Plan, suggest and ask for safety equipment for student dormitories.

6.      Supervision of usage and maintenance of all dormitory equipment and installations.

7.      Devise duties and responsibilities, assignments and assessment of performance of the student dormitory counselors.

Dormitory counselor´s regulations and duties and responsibilities shall be devised separately.

Article Five

Dormitory Student Self-governance Council shall be constituted by resident students for the purpose of regulating dormitory life, promote autonomy, improve student welfare and provide dormitory management assistance to University.

Dormitory Resident Council´s bylaws shall be devised separately.

Chapter II       Dormitory Application and Assignment

Article Six

Accommodation application shall be filed in accordance with the University announcement or notification within the specified time.

Article Seven

Students can apply for bedroom bed assignment change within application period.  Dormitory occupation period is equal to one academic year.  If a student for some reason cannot continue to stay in the second semester, prior notice must be given during announced period by LGS. 

Article Eight

Each student dormitory bedroom have to be filled to capacity, if some bedrooms still have vacant beds, LGS has the right to make assignments for new applicants to move in.  Students who have already moved in cannot object to LGS´s new assignments.

Article Nine

Dormitory allocation order:

1.     Students with disabilities, students from offshore islands, Aboriginal students, overseas Chinese students, foreign students, students who possess official declaration of low-income household or major diseases from rural district office.

2.     For the undergraduate students, the allocation will be done in accordance with the applications.  If the beds available cannot meet demand, the allocation will done in the following order of priority:

(a)             Freshmen whose registered residence is not in Kaohsiung City.

(b)             Freshmen whose registered residence is in Kaohsiung City.

(c)              Returning students who have previously lived in the Model Student Dormitory and who have received satisfactory review. (If beds are not sufficient, students who are Kaohsiung City residents will be put on the waiting list).

(d)             Returning students whose registered residence is not in Kaohsiung City.

(e)              Returning students whose registered residence is in Kaohsiung City.

The distance between home and campus will be taken as basis of consideration for all the above mentioned (the residence address must have been registered for at least six months).

3.     In the case of accommodations for graduate students, allocation will be made by draw based on sectors and total number of applicants.  Once the initial bed assignment is made, LGS shall be in charge of re-allocations based on bed availability.

Article Ten

To facilitate the allocation and management of student dormitories, the dormitories are divided into all-male and all-female quarters. If necessary, LGS can also further divide the dormitories into graduate student and undergraduate student sections.

In order to facilitate the regularly scheduled maintenance and upkeep tasks, the dormitories shall be divided furtherly into sections.  Same year students shall be assigned to the same section.

CHAPTER III        Payments and Moving in


Article Eleven

Students who have received accommodation confirmation shall make the respective payment and deposit within the time period specified on the application. Failure to pay, give deposit or sign the dormitory contract on time by the student shall be considered as voluntary forfeiture, unless the failure was caused by force majeure.

Article Twelve

Any student who commits any of the following acts, once proven, shall be asked to move out of the dormitory within specified time period and shall not be able to apply for accommodations for the next semester.

1.     Make unauthorized transfer of allocated bed, occupy a bed without authorization, denies entry to other rightful residents with serious consequences.

2.     Serious offenders of gambling, abuse alcohol and cause trouble, fighting within dormitory grounds.

3.     Serious offenders of storing hazardous or prohibited substances.

4.     Allowed unauthorized non-residents to stay overnight even after receiving warning from counselor-instructor.

5.     Allowed person(s) of the opposite sex stay over the authorized visiting hours.

6.     Facilitate entry into student dormitories of unauthorized vendors and repeat offence after receiving warning from counselor-instructor.

7.     Install electric appliances not allowed by the University and ignore warning from counselor-instructor.  LGS publishes the list of prohibited appliances during the first week of each semester.

8.     Repeatedly cooking food inside the dormitory without authorization and ignoring warning from counselor-instructor.

9.     Keep animal(s) in the bedroom without authorization and ignoring warning from counselor-instructor.

10.  Make unauthorized changes to bedroom locks.

11.  Living in the dormitory during winter and/or summer breaks without proper going through the proper application/authorization process.

12.  Three traffic and parking violations of motorized vehicles inside dormitory grounds.

13.  Any behavior/act against public health or disrupts public order or affects public safety.

14.  Willful damage to dormitory property and equipment.

15.  Not paying on time for the damages caused to dormitory property due to personal negligence.

16.  In serious violation of rules and regulations defined by Student Resident Council.

17.  Have been proved to steal other resident´s personal belongings (following measures dictated by civil or/and criminal laws).

18.  Fire in the dormitory caused intentionally or by negligence.

19.  Switching beds with another student without prior authorization of LGS.

20.  Found and proved to have violated any of the prohibitions publicized by the University.

21.  Offenders who repeatedly ignore the smoking ban within dormitory grounds even after dissuasion attempts.

22.  Student whose accommodation fees are overdue for more than a semester.

Article Thirteen

In order to verify any of the above mentioned infractions, the counselor-instructor and officers of the Student Self-Governance Council shall have access to the dorm rooms.

Article Fourteen

LGS shall be informed and asked to carry out any reward or disciplinary measure to a student resident by dormitory counselor or counselor-instructor.

Article Fifteen

Regulations on access to single-sex dormitory quarters by a member of the opposite sex:

1.     Limited to emergency cases and when assistance needed for carrying heavy loads only.

2.     Access period:  between 10am to 8pm.

3.     A student who wishes to bring in a person of the opposite gender shall first obtain consent from his/her roommates; then make proper registration with the resident counselor or building manager.

4.     The temporary visitor must wear a clothing item specified by the university for the purpose of identification, such as a vest.

5.     Student who brings in a member of the opposite sex without proper registration shall be punished in accordance with rules and regulations.

6.     Student who brings in a member of the opposite sex against rules shall receive a reprimand.

7.     Student who enters repeatedly into the single-gender dormitory of the opposite sex without proper registration shall be disciplined accordingly.

CHAPTER IV        Staying at the dormitory during winter/summer break

Article Sixteen

Students who wish to stay in the dormitory during winter or summer break shall apply accordingly within the time period announced by LGS.

Article Seventeen

Student accommodation during winter/summer break shall be divided into single-gender quarters.  Only graduate students shall be allowed to retain their originally occupied beds.  All students with approved applications shall pay the fee accordingly.

Article Eighteen

Student residents shall clean their respective dorm rooms, return borrowed items within the last three days before the start of winter/summer break.  Personal belongings should be removed from the bedrooms, either to be taken home by the student or to be deposited in bedrooms designated by LGS as temporary storage areas.  The university shall not be responsible for the safe-keeping or provide any compensation for the damage or loss of personal belongs stored in the designated area if the personal items were not properly packed and grouped together.

Article Nineteen

Dormitories not to be occupied during winter/summer break shall be closed at 3pm of the third day after the break began. Water and electricity shall be disconnected and only dormitory counselors and authorized maintenance personnel shall be allowed access.  Dormitories shall re-open seven days prior to registration day of the following semester at 9am.  Dormitories of the graduating class shall close seven days after the graduation date, at 3pm.

Article Twenty

Beside to give necessary maintenance, the university can also use the vacant beds to support activities held during winter/summer break.

Article Twenty-One

Students who were newly accepted into masters’ or doctorate programs can apply for temporary accommodations for the remainder period of the summer break after the national exam result announcement.  LGS shall be in charge of assigning available beds.

 

CHAPTER V         Dormitory Check-out

Article Twenty Two

Student residents shall apply for check-out under any of the following situations:

1.     Upon graduation, taking leave of absence, dropping out, transferring to another University.

2.     Be considered as voluntary check-out according to regulations.

3.     Have been ordered to check-out.

4.     Termination of accommodation contract.

Check-out Procedure:

(1)             Obtain check-out confirmation slip once all borrowed or assigned dormitory property have been properly returned to dormitory counselor;

(2)             Take the check-out slip to LGS office to complete check-out registration;

(3)             Return the keys;

(4)             Apply for refund (those who meet the requirements in point 1 of this Article) and receive the deposit back.  Students who had damaged any dormitory property can only apply for check-out after proper compensation had been made.

Article Twenty Three

Any student who wants to desist of his/her approved accommodation application should fill out and submit his/her check-out application before end of the deadline announced by LGS.  If the student has already moved into the dormitory, he/she should vacate within ten days (or earlier) after the semester has begun to make room for new residents.  Students who already completed the check-in procedure and paid the fee cannot ask for refund.


Article Twenty Four
Students in the process of definite check-out or checking out during breaks should always leave the bedrooms cleaned.  Compensation for damaging public property by the student shall be deducted from the student´s deposit before refund.  A student whose bedroom was left uncleaned or that didn´t pass inspection will not get its deposit back.  The deposit shall be used to hire professional cleaning service.  Should the deposit not cover the cost of compensation, the student will be required to pay the difference.

Article Twenty Five

Any student who has completed the check-out procedure is required to move out of the dormitory within three days.

Failure to comply the above rule will result in forced removal by dormitory counselor or counselor-instructor and to be reported to LGS for application of appropriate disciplinary action.

 

CHAPTER SIX      STUDENT DORMITORY INSTALLATION AND PUBLIC PROPERTY

Article Twenty Six

The property of the student dormitory is divided into two categories: for collective use and for personal use, to be listed by student dormitory counselors. Items assigned for personal use shall be cared for by the student and returned upon checking out.  User shall be responsible for any damage not caused by natural use.  Collective users shall be responsible for the damages caused to public property caused by improper or abusive usage.  General Services shall be responsible for the maintenance, improvement or replacement of dormitory property resulted from the normal tear and wear or natural aging.

Article Twenty Seven

The application and usage of the local telephone service and internet network shall be done in accordance with relevant rules and regulations.

Article Twenty Eight

For any necessary repair, maintenance and/or improvement works, student residents should fill out the proper form and give it to dormitory counselor, who in turn will pass on to General Services.  Only in emergency situations the students can contact General Services directly by phone and complete the paperwork afterwards.

Article Twenty Nine

The public areas of the dormitories including the plants shall be maintained by dormitory janitors supervised by General Services.

Article Thirty

Dormitory water, electricity and fuel shall be supplied by General Services in accordance to set time and quantity.  Should the dormitory student governance council agree to be responsible for the payment of additional use, General Service can authorize to extend the supply time and quantity limit.

General Service shall announce the dormitory water, electricity and fuel supply time and quantity according to necessity.

 

CHAPTER VII       Supplementary Provisions

Article Thirty One

LGS shall implement necessary security measures to ensure a safe living environment.

Key points of the safety measures shall be determined in a separate document.

Article Thirty Two

The bidding, contract signing and termination and other related matters related to additional services within dormitory grounds such as cafeteria, living supplies store or other installations, shall be executed by the resident student self-governance council, under the supervision of LGS and in accordance with University regulations.

Article Thirty Four

LGS can commission the student self-governance council to organize dormitory house-keeping competition.  Competition rules shall be first passed by the council and submitted to the dean of Student Affairs for final approval.

Article Thirty Five

This regulation shall be submitted to the University president for authorization of execution once passed by the student affairs meeting.  Same procedure applies for future revisions. (This document contains seven chapters and thirty-five articles in total)

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