Accepted room offer

Terms & Conditions

Upon my submission of this contract to University Housing, and for the term of my residency, I become the “Resident” of the assigned “Room” and hereby acknowledge that this is a legal and binding contract.

1. The Resident shall be enrolled as a full-time student at St. Francis Xavier University in order to be assigned to Residence.
2. The Resident shall pay to the University:

   New Students	Returning Students
   A housing fee of $500 (see section #20 for refund information) to be applied to Residence fees in September. Housing fees for the 2027 / 2028 academic year. Meal Plan fees for the 2027 / 2028 academic year.	Residence fees for the 2027 / 2028 academic year. Cancellation of Residence contract will result in a $500 forfeiture fee (before August 10th). After August 10th, cancellation of residence contract will result in paying 15% of the residence fees. See section see section #20 for refund information Meal Plan fees for the 2027 / 2028 academic year.

   Residence laundry fees will be $170 for the 2027 / 2028 academic year. Early arrival fee to residence is $200/day, only if approved by University Housing.

   Tenant insurance is a mandartory fee of $90 for the academic year with will be applied to the student account. *Price is subject to change until we recieve confirmation from the external provider.*

   University Housing will provide details to the Resident about the fees associated with the room type to which they are assigned and the meal plan. Residence fees apply to the room and meal plan for the undergraduate academic year, but does not include the December to January University closure period as set out in the 2027 / 2028 St. Francis Xavier University Academic Calendar. Failure to pay the residence fees in accordance with the established deadlines may result in the University withholding academic results and degrees. It may also result in termination of this contract and eviction.
   
   Christmas Closure Fees: : In extenuating circumstances, and with pre-approval by December 1st by the University Housing Office, students who stay during the Christmas Closure must pay the set holiday break rate for the residence for which they are assigned. Room assignments are at the discretion of the University Housing Office.

3. Subject to the terms herein, the University shall permit the Resident to occupy the Room from: * These dates are subject to change pending University Senate approval and as outlined in the 2027 / 2028 StFX University Academic Calendar.

   New Students	Returning Students
   September 3 & 4, 2027* until 24 hours after the Resident’s final exam in December or by noon the day after the exam period ends, whichever date is sooner (dates are subject to change) January 4, 2028* 8am until 24 hours after the Resident’s final exam in April or by noon on the day after the exam period ends, whichever date is sooner.	September 6, 2027* 9am until 24 hours after the Resident’s final exam in December or by noon the day after the exam period ends, whichever date is sooner (dates are subject to change) January 4, 2028* 8am until 24 hours after the Resident’s final exam in April or by noon on the day after the exam period ends, whichever date is sooner.
   Flexible Residence Contracts	All Students
   Residents whose program requires them to live away from campus to study, clinical practicums, practice teaching etc., during the academic year and who wish to be considered for a Flexible Residence Contract, please contact the University Housing Office for more information at residence@stfx.ca	Residences officially open 2nd term at 8:00AM on January 4, 2028*. Dining Hall will open on January 4, 2028* for supper. No Early Returns prior to January 4, 2028.

4. The Resident must apply at the University Housing Office prior to the beginning of the exam period for permission to extend their occupancy beyond 24 hours after their last exam for extenuating circumstances only. No student may stay in residence past Noon on the day the residences officially close in December and April. Residences officially close at Noon the day after the final exam period ends. Late stay charges will apply.
5. The Resident agrees to be governed by the conditions listed in the University Calendar, University Community Code, which may be amended periodically, both of which are available on the StFX website. Students are expected to familiarize themselves with all policies prior to arrival.
6. The Resident accepts responsibility for the use of the assigned Residence Room and its contents, which may not be removed, and accepts financial responsibility for any damages, theft, or loss incurred and any extra cleaning required due to the actions of the Resident and/or their guests. Students are required to fill out a residence check-out form when vacating a residence room on campus. Failing to submit this form may result in a $50 “failure to check-out” charge which will be applied to your student account.
7. Damages, theft and/or loss in a common area which cannot be identified as the responsibility of specific individuals will be the responsibility of the Residents living in the residence section, house, staircase, or floor in which the damage, theft and/or loss occurred. The cost for repairing damage to common areas or for replacing University property stolen or lost from common areas will be prorated among the Residents living in the residence section, house, staircase, or floor in which the damage, theft and/or loss occurred.
   1. in the case a student inflicts excessive damage in a residence room, residence section, house, staircase, or floor the decision to evict the Resident will be at the discretion of the University. (See Section 19).
8. St. Francis Xavier University assumes no obligation or liability for lost, stolen, or damaged items of personal property under any circumstance. Resident is encouraged to investigate tenant insurance.
9. The Resident acknowledges and agrees that authorized University personnel or its agents are entitled to enter, without notice, the Room for reasons considered appropriate or necessary for the University, including, but not limited to, reasons of health, safety or general welfare, to make necessary repairs to the Room, or to inspect the Room for suspected breaches of any applicable rules or regulations of the University. In the case of:
   1. the Apartments and Governors Hall, Residents are advised that their room may be inspected once each term and again at check-out;
   2. Traditional residence, Residents are advised that their room may be inspected during the December closure and again at check-out.
10. The Resident shall not do or permit anything to be done in the Room or Residence which is contrary to the University Code of Conduct and the Residence Standards.
11. Cannabis Usage: The Resident and/or their guests at no time are permitted to smoke, vape or use other drug paraphernalia in Residence or any other University property. The Resident must adhere by safe storage regulations of cannabis to prevent odors in residence.
12. The University may, from time to time, assign an alternate Room to the Resident, which may not be the same type of room as original assignment. Within 24 hours after the University gives notice to the Resident of the reassignment, the Resident shall vacate the first Room and occupy the reassigned Room. This includes residence relocations that are the result of disciplinary outcomes. Should the Resident refuse the alternate room assigned by the University and requests a type of room with a higher price and the University is able to accommodate this request, the Resident shall pay the University the difference in price. If the Resident chooses to refuse the alternate room offered during a room reassignment and relocates off campus, the Resident assumes full responsibility for the room fees for the 2027 / 2028 academic year.
13. The University may, from time to time, assign a new roommate to a double room or apartment. Roommate assignments during the academic year are made at the discretion of University Housing Office. 24 hour notification about a new roommate will be given to the existing Resident of the room. This is non-negotiable. Blocking a new roommate is considered a breach of the University Code of Conduct and Residence Standards.
14. The Resident shall not assign this Contract or permit any person to occupy the Room other than as assigned by the University. Any room moves not approved by Housing will be subject to conduct, including possible termination of the residence contract.
15. The University does not permit pets in residence at any time. The Resident must apply in writing to the University Housing Office to request an official service dog be considered. The request in writing must be received during the residence application period which is prior to move in. Service dogs must be registered with the Province of Nova Scotia. University Housing will evaluate each request on a case by case basis to see what options we might be able to provide.
16. Where the Resident does not vacate the Room in accordance with this Contract, the University or its agents may enter and occupy the Room, and the Resident shall pay the University for occupation of the Room beyond the date vacancy is required by this Contract. Late departure fee is $100 per day. b) The Resident is responsible to remove all personal belongings from the room as per their agreed upon departure date from residence. Any remaining items will be disposed of immediately following the departure of the student. The university assumes no responsibility for any items disposed of after the Resident departs campus are per the residence contract dates
17. If the University assigns the Room to the Resident after opening in either semester, according to the University Academic Calendar, the Room Fee and the Meal Plan fee shall be prorated to the day of the assignment. This includes short stay academic programs such as Masters Programs during the academic year. This clause shall not apply to room reassignments.
18. The University Housing Office may terminate this Contract by giving the Resident 24 hours notice if the Resident:
    1. ceases to be a student at the University;
    2. fails to make any payment owing under this Contract by the date on which it falls due;
    3. is dismissed from residence for disciplinary reasons;
    4. convicted of a criminal offence
    5. any breach of this contract.

In the case of a Resident being dismissed from residence or the contract is terminated, the Resident will not be permitted to apply to live in residence the next academic year.

In the case of a Resident being removed from residence, they will not be refunded residence or meal plan fees.

19. 1. New Entry Residents: Where the Resident notifies the University prior to June 1, that they do not intend to take a Room in Residence, the housing fee will be returned. If the resident notifies the university that they do not intend to take a Room in Residence after June 1, they will forfeit their $500 housing fee. If the resident notifies the University after August 10th that they do not intend to take their assigned Room in Residence, then the Resident is responsible for 15% of the room fee for the full academic year.
    2. Returning Residents: Once the returning resident accepts their room assignment, they are bound to the residence contract. Breaking a contract after accepting a room assignment will result in a $500 room forfeiture fee. If the resident does not notify the University prior to August 10th that they do not intend to return then the resident is responsible for 15% of the room fee for the full academic year.
20. Where the resident notifies the university in writing that they wish to decline their room assignment either after the resident takes up their room (this includes an off-campus move) or after the day when the resident was expected to take occupancy (this includes an off-campus move), then the Resident assumes full responsibility for room and meal plan fees for the 2027 / 2028 academic year except in the following cases:
    1. in the case of the Resident withdrawing from the University (academic withdrawal) up to and including November 1, they will receive a 85% credit for the remaining room and meal plan fees from the date they vacate the premises. The fees will be adjusted to the number of days the Resident occupied the room, plus 15% of the remainder of the year, meal plan and laundry fees from the date they vacate the premises. If the Resident withdraws in the first term after November 1 they will be charged room and meal plan fees for the first term. If the Resident withdraws in the second term up to and including February 1, the Resident will receive a 85% credit for the remaining room and meal plan fees from the date the Resident vacates the premises. The fees will be adjusted to the number of days the Resident occupied the room, plus 15% of the remainder of the year, meal plan and laundry fees from the date they vacate the premises. If the Resident withdraws in the second term after February 1, the Resident will be charged with room and meal plan fees to the end of the academic year according to the 2027 / 2028 St. Francis Xavier University Academic Calendar. Residents are required to vacate their residence within 24 hours of academic withdrawal; or
    2. any student registered in online classes only will still be responsible for all related Housing and meal plan fees. The student can live in residence as long as they are enrolled in at least one in-person or one online class at StFX
    3. in the case where the Resident is released from this contract due to compassionate circumstances, it is at the sole discretion of the University.
21. Whenever and to the extent that the university shall be unable to fulfill, or shall be delayed or restricted in fulfilling its obligations or any of them under this agreement in respect of the supply or provision of any heating, service, utility, or the doing of any work or the making of any repairs by any cause beyond its control, the university shall be relieved from the fulfillment of its obligation during the period which it is unable to fulfill or is delayed or restricted in fulfilling the obligation. It is understood and agreed that if the heating, water, or other service equipment or furniture provided by the university becomes damaged or destroyed, the university shall have reasonable time in which to repair or replace same.
22. Notwithstanding any other provision of this contract, should a condition or event occur which is outside of the control of the University, including without limitation strikes, lockouts, inclement weather, acts of God, fires, riots, arson, drought, floods, earthquakes, wind, hail, invasion, epidemic, pandemic, acts of terrorism, intervention by civil or military authorities, the subjection to government regulations, or orders or acts of war (declared or non-declared) or any other cause beyond its reasonable care so that the University is delayed, hindered or prevented from providing or continuing to provide the Room to the Resident, the University reserves the right to:
    1. require the Resident to temporarily or permanently vacate the Room; and/or
    2. at the sole option of the University, terminate this contract.
    Notwithstanding the forgoing, the provisions of this section shall not under any circumstances operate to excuse the Resident from prompt payment of Room and Meal Plan fees for the 2027 / 2028 academic year and the deposit and any fees paid in advance will not be refunded to the Resident. Should other accommodations be available on campus, the University may, but shall not be obligated to, offer an alternate room which may or may not be the same type of room. Should this contract be terminated, the University will determine if a refund of Room or Meal Plan fees will be provided to the Resident, if any.
23. Any excusing, condoning, or overlooking by the University of any default, breach, or non-observance by a student at any time of covenant, condition, or regulation in this agreement shall not operate as a waiver of the University’s rights under this agreement in respect of subsequent defaults, breaches, or non-observances of terms of this agreement, and shall not defeat or affect in any way the University’s rights in respect of any such subsequent default or breach.

MEAL PLAN

24. The Resident grants permission to the University to share their residence and permanent contact information with the food services provider if required.
25. All Residents must subscribe to one of the University Meal Plans, including taxable Declining Cash Balance which meets the minimum requirement as it applies to their Room assignment. Meal privileges are for the exclusive use of the Resident and cannot in whole or in part be transferred to any other individual.. Guest passes associated with the Block Plan are to be used with the Resident who has subscribed to the meal plan. Students in residence must indicate their meal preference by August 10th, those who do not will automatically be enrolled into the 415 Block meal plan.
26. Returning students in Riley Hall qualify for the 175 meal plan, all other returning students living in traditional residences will need to accept the minimum 350 meal plan. DCB only options are available in Governors, O’Regan, Power and Somers for returning students. New incoming students must accept a minimum 415 meal block plan.
27. Residence Meal Plans, including non-taxable Declining Cash Balance (DCB) dollars, are non-refundable, (with the exception of 19 a, b and c of this contract) and cannot be carried forward to the next academic year.
28. The University Community Code applies in all dining areas and food retail outlets.
29. Students starting in September, downgrades to your meal plan will only be accepted until October 1, 2027. Students starting January, downgrades to your meal plan will only be accepted up until January 14, 2028.

KEYS

30. The Resident shall be issued either a set of keys or have their Student ID card encoded for access to their Residence and their assigned Room.
31. The Resident is responsible for the safe keeping of the keys/card and must report all lost or stolen keys/card to a member of University Housing Office within 24 hours of not having the keys/card in their possession on weekdays or to a Community Advisor on weekends or holidays.
32. The Resident shall pay a key replacement and/or lock change fee for all lost or stolen room keys. Call outs to replace locks and keys on weekends and holidays will result in an additional charge. Lost Student ID cards are subject to a reprogramming fee and replacement fee.The Resident shall pay a key replacement fee of $50 for lost or stolen key and a replacement fee of $150 for entrance/exit door keys. Lock replacement fee is $500, $1,300 if swipe controlled.
33. Keys may not be duplicated or transferred to other individuals.
34. All residence keys must be returned to University Housing when the Resident vacates the Room. If a room key is not returned, the room will be re-keyed and the Resident will be charged for the replacement of the lock and keys at the cost of replacement and labour as determined by Facilities Management. If an entrance/exit door key is not returned, the Resident will be charged a key replacement fee.