BEGINNING OF THE ACADEMIC YEAR
You will be greeted by one of our residence life staff members when you arrive. They will give you an information package and accommodations agreement that you are required to read and sign before receiving your keys. If you are under 18 years of age, your parent or guardian must sign the agreement for you. Pets are not permitted in ÎçÒ¹av residences. If you have a service or support animal, you will need to make a formal request and wait for approval before you can bring the animal onto the premises. For more information, please refer to the Health and Wellness section.
LATE ARRIVAL
If you are arriving later than your program’s start date, you must contact the accommodations manager prior to your move-in date and give them written notification that you will be late. If you do not arrive and register for your room by the start date of your program, and you have not notified the accommodations manager, your room reservation will be cancelled.
MOVING IN EARLY OR EXTENDING YOUR STAY
If you need to move into your room earlier than your assigned move-in date, or to stay longer than the date you are expected to move out, you will need to apply to have your occupancy extended. All requests must be made in writing to the accommodations manager. If you are granted an extension, a prorated fee will be charged. The college reserves the right to limit the length of an extension granted at the prorated rate.
DAMAGE DEPOSIT
When you move in, you will be given a room inspection sheet that lists the condition of the room. We expect normal wear and tear on our building, but damages that appear to be more than normal wear and tear will be the responsibility of the tenant and could lead to disciplinary action. Tenants are responsible for any costs incurred to repair or replace an item, and for extra cleaning of damaged or neglected items in the room.
If damages occur in shared areas and cannot be attributed to a specific tenant, charges will be divided among the tenants of the apartment or all the tenants in the residence if applicable.
Removing window screens is prohibited. If you remove a screen, you will be charged the full replacement cost.
ROOM KEYS
Any student who gains illegal access, or attempts to gain illegal access, to another student’s room (including using the rightful tenant’s key) will be sanctioned and can be evicted from the residence with no refund.
Your residence room is furnished with a double bed, bedside table, dresser, desk and chair. The kitchen has a table, chairs, a microwave, fridge, and stove. Moving furniture from the common rooms into private rooms is prohibited. This list can help you decide what you need to bring with you:
DECORATING
Feel free to put up pictures, posters, and other types of wall decorations using poster putty. You are not permitted to hang anything using materials that will damage the walls, such as tape, tacks, nails or screws. Painting and papering the walls is prohibited. If you have items that are offensive to others, you should keep them in your room and out of sight. Please do not put posters in the hallways or stairwells.
The furniture that is in your room is the property of ÎçÒ¹av and should not be removed from the room. Tenants will be billed for any missing or damaged furniture.
Make sure that you have tenant insurance in case your valuables are lost, damaged, or stolen. Contact your (or your parents’) insurance company to find out if you are already covered under a homeowner’s policy or if you will require additional insurance. If you need separate tenant’s insurance, the cost is usually quite low and worth the investment.
CLEANING CONTRACT
ÎçÒ¹av staff will give your room a thorough cleaning and inspection before you move in, and you are required to sign a cleaning contract. You are expected to keep your room clean and tidy, and to ensure that the bathroom and kitchen area, including the appliances, are properly cleaned.
Cleaning staff clean stairwells, common hallways, common areas and public washrooms.
CHRISTMAS
As noted in the Residence Life Agreement, residence fees do not include the Christmas vacation period. Students must move out 24 hours after their last exam. A move-out extension may be requested (but not necessarily granted) by students who request an extension before December 1. Under special travel circumstances, students may apply before December 1 for extensions to stay in residence during the holiday break. If granted, additional fees will apply. The date that residence will reopen after Christmas break will be communicated prior to moving in.
NOTE: Room inspections will be completed over the Christmas break.
END OF THE ACADEMIC YEAR
Students are required to vacate the residence 48 hours after their last class.
A student who wishes to withdraw from residence MUST inform residence staff by emailing residence@hollandcollege.com. Students are expected to vacate their apartment within 48 hours of being exited from their program. Students are also expected to follow the guidelines noted above in the "End of The Academic Year" section.
Students who are exiting from the college must ensure their exit form has been received by the registrar’s office prior to checking out. The accommodations manager will confirm the student’s exit with the admissions office prior to completing the checkout process. Prior to finalizing the checkout, a room inspection will be conducted by the accommodations manager. Failure to follow this procedure may affect the amount of any refund to which the student may be entitled. Students will be charged the appropriate room fee until the date that the withdrawal form and keys are returned to the accommodations manager.
The college’s admissions office will advise the accommodations manager of any student tenant that exits the college prior to the expected date of exit.
REFUNDS
All students have signed the accommodations agreement which states that they are obligated to pay for residence from September until their program end date. Refunds can only be approved by the chief financial officer (CFO) of the college or a delegated authority.
Our refund policy is as follows:
BEFORE OCTOBER 31 (SEPTEMBER – DECEMBER)
If you leave residence before Oct. 31 you will be required to pay for the first semester in full, but you will be eligible for a refund of 50% for the second semester. If you do not owe any money to the ÎçÒ¹av and you do not have any damage in your room, your security deposit will be returned.
AFTER OCTOBER 31
If you leave residence after Oct. 31 you will be required to pay for the full year and you will not be eligible for any refund. If you do not owe any money to the ÎçÒ¹av and you do not have any damage in your room, your security deposit will be returned.
A student will not be eligible for a refund at any time if they:
The college reserves the right to reassign individuals to different rooms and/or floors at any time should such moves be deemed necessary by the accommodations manager. Living with other individuals can be a challenge. Open communication with your roommate at the beginning and throughout the year on issues such as study habits, acceptable noise levels, cleaning, guests, etc. is essential and will help prevent conflicts. Tenants are expected to work together to resolve personal differences, with the help of a college counsellor if necessary. Tenants may request a room/roommate change only after one month of living in their assigned spaces. Changes, however, will only be considered after significant efforts to compromise have been made. Room changes are not made for reasons of convenience only. Changes may also be limited because of lack of available space.
All room changes must be pre-authorized by the college. Room change requests must be emailed to residence@hollandcollege.com one month after classes begin. Request for room changes will not be considered before this time. Students may be required to participate in a mediation session with their roommate (if applicable) before a room change is approved. Room changes are prioritized at the discretion of the college, based on the needs of all those who apply (not just on a first come first serve basis). Naturally, all room changes are also subject to the availability of alternate accommodation.
There are coin-operated laundry facilities located in the residence. The college is not responsible for damages to, or loss of, personal items. These machines accept quarters and loonies. You are responsible for providing your own coin(s) for the laundry machines.
Parking is available for all students who are registered tenants. You will be issued a ÎçÒ¹av student parking permit from your program. Keep your permit visible at all times while in the parking area because vehicles without visible parking permits will be towed at the owner’s expense. We do not provide parking for guests and parking in front of the building is Half Hour parking only. Please ensure visitors are aware of the parking restrictions. The college is not responsible for any damage that occurs to your vehicle while parked in our parking lot.
In Prince Edward Island we have a three-stream source-separation waste disposal system. This means that everyone sorts their waste into three streams: compost, recycling, and waste. You will find instructions on how to sort your waste posted by our disposal containers. Make sure that you take your waste to our disposal bins at the back of the building regularly to avoid unpleasant smells and fruit flies in your room. At first sorting can be a little confusing, but once you catch on, you’ll be surprised at how much of your waste is being turned into compost or recycled instead of buried in a landfill! Ask a staff member for help or visit www.iwmc.pe.ca for more information, or .
If you have a problem in your room that requires a maintenance call, such as a broken toilet or dripping tap, report the problem between 4 a.m. and 8 p.m. by emailing residence@hollandcollege.com, or call 902-367-7702 (Glendenning Hall) or 902-367-3770 (Cumberland Residence) between 8 p.m. and 4 a.m.
TELEPHONE
The telephone set included with the residence room is considered a component of the total contents of the student’s room. Occupants of the room are responsible for the security, safety, and the legal operation of these telephones. Abuse of the telephone system in any way will result in the removal of the equipment and services to that room.
The ÎçÒ¹av residence offers local phone service only. It is up to the student to apply for and establish any calling card account that they may require. Calling cards are portable and may be used on almost any line. They may be billed to the individual, as opposed to any particular line. They are the student’s responsibility and may not be billed to the student’s residence line at ÎçÒ¹av.
You can purchase calling cards from a variety of places such as SuperStore, Walmart, etc.; or Bell: 1-866-425-4268 (ask for a “no account” calling card); Primus: 1-800-670-2266.
MAIL DELIVERY
Canada Post delivers mail to the college’s central mail room once per day. The staff then sorts it and delivers it to Residence around 3 p.m. The mail is sorted at Residence and put in students’ mailboxes when the front desk staff begins their shift at 8 p.m.
There is no mail delivery on weekends, statutory holidays, or during college closures. If you are expecting something, please do not hesitate to check with the Accommodations Manager or RLC prior to 8 p.m.
YOUR MAILING ADDRESS AT HOLLAND COLLEGE IS:
Residence Name
Attention: “Student Name” Room # 140 Weymouth Street Charlottetown, PE, Canada C1A 4Z1
INTERNET
As part of your residence service, ÎçÒ¹av has installed state-of-the-art equipment in order to provide all residents with Wi-Fi service. You will be given your log-in information upon registration. If you experience any issue with service or connections, please notify a staff member.
