Contract Agreements

View a sample contract in this section and familiarize yourself with contract agreements, conditions and dates. 

Contract Agreement Sample

The Residence Housing Contract is part of the Residence Application. This outlines the conditions regarding living in Residence at Lakehead University.

• View a Residence Housing Contract - sample only (PDF Format)

Conditions for Termination of the Residence Contract

The University may terminate a resident's agreement for:

• Violation of the regulations or rules of Residence
• Conduct which is considered to be detrimental to the well-being of the Residence community
• Conduct which is considered to be a threat to a person or persons living in Residence

In cases where the termination of the Residence agreement occurs for reasons stated above, written notice of termination will be provided to the resident. In most cases the resident whose agreement is terminated may not re-enter any Residence building. If a person does enter Residence unlawfully, he/she may be charged with trespassing under the Trespass to Property Act.

Furthermore, in cases where termination of the Residence agreement occurs for reasons stated above, the student evicted will be assessed a penalty of $500.00 or half of the term remaining, whichever is greater, as an eviction penalty.

Income Tax Information

For income tax purposes, students in Residence do not pay taxes on their Residence fees as the University Residences are on tax-exempt land. On Line 6114 (Student Residences) on your income tax form, you can claim $25 as your occupancy cost for the part of the year you lived in Residence. You do not need to have proof of Residence or tax receipts for residence fee payment.

Receipts

The Department of Residence does not provide receipts. If you are filing either a paper or an electronic income tax return, you do not need to include receipts with your return.

Cancelling Residence

Learn what is involved in cancelling your stay with us in Residence. Cancellations before and after arrival are addressed in this section.

Room Cancellations

Room Cancellations Prior to Residence Check-In

If you have returned your residence contract and wish to cancel your room reservation before moving into Residence, please note the following procedures.

All room cancellations MUST be directed to the Residence Office. Email cancellations will only be accepted from Lakehead University email accounts. Telephone cancellations will NOT be accepted.

Room Cancellations During the Residence Contract Period

The Residence Contract is binding for the full academic year.

Students who withdraw from the University and Residence by November 8, 2024 in the fall term or by March 7, 2025 for the winter term will be entitled to a prorated adjustment for both room and/or board. These students will be subject to a Residence Cancellation Penalty of $250.00 which will be applied to their student accounts.

As per Section 7 of the Residence Contract, a student who withdraws from Residence (but not the University) will be subject to the following conditions as outlined in the chart below:

Please note that moving out of Residence and leaving your keys in your room or returning them to the Residence Front Desk does not release you from your financial responsibilities.

Room Changes

Review how to change rooms within Residence and what procedures are involved.

Living with a roommate or housemates may be challenging. A key to living with others is compromise and acceptance. If, for some extreme reason room or building changes are necessary, the student(s) involved should contact their Resident Assistant. Students will be referred to the Residence Life Coordinator who must approve the room change. A signed roommate/house courtesy agreement will be required for approval. Room changes will be assessed a $50.00 administrative fee per student.

Room and building changes will not occur until the first business day in October.

Residence reserves the right to change room or building assignments at any time during the year.

Student Requested Room/Building Transfers

Starting October 1^st students may meet with the Residence Area Coordinator to discuss room or building changes. Student initiated room transfers will be subject to a $50.00 room transfer charge.

Residence Initiated Room/Building Transfers

The University reserves the right to fill vacant residence spaces at any time during the academic year, to assign roommates, to change room or house assignments and/or to consolidate vacancies by requiring residents to move from one accommodation to another. Residence will make every effort to notify current occupants of new roommate/housemate arrivals. Please understand that this notice may not always be possible.

Insurance, Liability and Privacy

Familiarize yourself with specific Residence policies

NOTE: The policies listed here are IN ADDITION TO ALL Lakehead University policies

Insurance and Liability

Lakehead University, including its directors, officers, employees, agents, volunteers, and contractors, assumes no liability for loss, theft, or damage to items of personal property, no matter how such loss, theft, or damage are caused and no matter where they may occur, including storage facilities.

Personal Information Privacy

Lakehead University Residence respects your privacy and will utilize your personal information in our possession, including your contact addresses and your Lakehead University email address, only as permitted by law for regular Residence business. Unless obliged by law, or by necessity to the extent permitted by law (for example, in an emergency), Lakehead University Residence will not, without your consent, provide your personal information to any person who does not need it to conduct Residence business or to any organization external to Lakehead University.

Damages

Learn about the damages policy and how damages in Residence are handled.

NOTE: The policy listed here is IN ADDITION TO ALL Lakehead University policies

Residence cannot accept claims from residents that the last person to leave shared accommodations (bathrooms) will ensure that all areas are in order. These responsibilities cannot and will not be assigned to one resident. All matters regarding cleanliness, room furnishings and overall condition of the living area must be in order before each resident leaves. It should be noted that the Department Residence will not accept claims from individuals that a particular resident is responsible unless the named student(s) accepts responsibility for the situation in a document outlining the damage/deficiency and bearing his/her signature.

Damages to individual rooms will be assessed to room occupant(s). Any damages done to common areas and individual rooms will be assessed at the end of each residence term or when a student changes Residences or leaves Residence.

Any accidental damage will be charged to the responsible individual(s). An example of this would be playing catch outside and accidentally breaking a window. If you cause accidental damage, report it immediately to the Residence Front Desk.

Residents are responsible for all actions of their guests, who may have caused damage.

If damage was deliberate, the person(s) or House or building may be disciplined in addition to paying damages. Damage charges will be assessed at the current rate of repair or replacement. Please be advised that individual and House damages are dealt with throughout the academic year. Damages that cannot be assigned to an individual, House or building will be divided equally among all Residents who had access to said locations. These All Residence Charges are tallied throughout the academic year and are applied to student accounts at the end of the Residence Contract.

Only University personnel or contractors will be used to repair all damage.

Residents can help curb vandalism by reporting what they know about acts of vandalism to their Resident Assistant. Remember, individuals who damage Residence property are spending your money.

Your Rights

You have the right to:

• a safe and secure residence environment
• a reasonable peaceful and quiet place in which to study and sleep
• reasonable privacy and the proportionate use of your room/living space, both in terms of space and time
• choose your means of recreation and relaxation
• have the assistance of your Resident Assistant (RA) and other Residence and University Staff when you require help
• know what is OK and NOT OK in Residence

Your Responsibilities

You have the responsibility to:

• respect the rights of others
• keep your room/bedroom door and apartment doors locked, and to:
  • not give out your long distance authorization code
  • not prop doors open or let strangers in
• keep your stereo and your voice at a reasonable volume, and to remind others that you expect the same from them
• let your roommate(s) and others know of your wishes and preferences for hours of sleep, study and visitation
• work through any disagreements you may have in a peaceful manner as established by the guidelines of both the Department of Residence and Conference Services
• know and abide by the laws of Ontario and Canada, including those pertaining to alcoholic beverages and illegal drugs
• notify a staff member of any problem(s) you experience in a timely manner, and to cooperate with him or her as he or she works with you to solve the issue(s)
• read the information sent to you by the Department of Residence, especially your:
  • Residence Contract (which you sign) and,
  • the information posted on the Residence website

Unacceptable Behaviour

Unacceptable behaviour is defined as those which are inconsistent with the Residence Community Standards set forth.

Ignorance, anger, alcohol or substance abuse will not be accepted as an excuse, reason or rationale for such behaviour. Residents are responsible for all inappropriate behaviour and/or damages that occur in their residence space.

You must observe the terms of the Residence Community Standards at all times. It is expected that each student is to make every attempt to prevent a problem from occurring, from escalating or to remove themselves from any situation which contravenes the Residence Community Standards. Students should also make every attempt to inform Residence Life Staff that an infraction is taking place. Being present during any infraction could result in disciplinary action being taken against all parties present.

Behavioural Contract

A formal document that requires a resident to meet specific behavioural standards.  The contract will outline consequences for failing to adhere to the conditions of the contract, and will accompany other sanctions such as fines or loss of privileges or room relocation.

Community and Educational Sanctions

These sanctions include but are not limited to:  community restitution, community service, creating an educational program for the community and/or reflection paper describing what the student has learned from an incident or series of incidents.

Demerit Points

Demerit Points are assigned to all breaches of the Residence Community Standards.  Level 1 violations are assigned 1 demerit point for each breach, Level 2 violations 2 demerit points, and Level 3 violations 3 demerit points.

Eviction

When warranted and in the best interest of the Residence Community, a student may be evicted from Residence.  A student who has been evicted, may be removed immediately from Residence.  It is up to the student to make arrangements to move any belongings, and to find alternate accommodations off campus.  Any student who has been evicted from Residence will be banned from all areas in and around Residence, or any Official Residence function for the duration of their studies.

Fine

Fines are charged to a student's account if there is a serious breach of the Residence Community Standards.  The amount will vary, but are usually in the sum of $25, $50 or $100.  These fines are placed directly and immediately on a student's University Account.

House/Building Fine

A fine assigned to an area or building when damage has occurred and the parties involved cannot be identified.  This includes but is not limited to vandalism of white boards, tampering with fire equipment, damages to University property, etc.

Letter of Warning

A letter of warning may be issued to a student when there has been a breach in the Residence Community Standards.  This letter may also outline other sanctions received as a result of their behaviour.

Loss of Privileges

A temporary or permanent loss of residence privileges (e.g. guest privileges, building privileges, etc.) as a result of an incident.

Meeting With a Residence Life Staff Member

A formal meeting that a resident is required to attend to discuss unacceptable behaviour.  Consequences for not attending this meeting are outlined in Level 1 Offenses.

Probation

A student will be placed on Probation if there is a serious breach of Residence Community Standards, or if their total demerit points reaches six.  If a student is placed on Probation, the student may be allowed to stay in Residence for the duration of the academic year.  Furthermore, their conduct will be monitored and immediate eviction may result if further violations occur.  A student on Probation must meet with the Manager Residence Life and Admissions at the end of the academic year in order to decide whether or not he/she can come back into Residence the following year.

Residence Ban

A student may be banned from an individual House, Townhouse Unit, Apartment Building, floor, any area or all of Residence if it is deemed that it is in the best interest of the Residence Community.  Students who violate a ban, will have further action taken against them.

Restitution

Any damage, clean-up or replacement charges resulting from any violation of community standards and policies of Lakehead University and residence will be assessed to the student's/students' account(s).  This may be in addition to fines or other sanctions.

Room Relocation

A permanent move from a room on one residence floor to another or from one building to another as a result of an incident or series of incidents that may have caused a serious disruption to the community and/or an individual.

Report Under Lakehead University Student Code of Conduct

There are instances when actions go beyond the scope of Community Standards of Residence.  Students are reminded to be aware of the Student Code of Conduct and its respective sanctions.  The Student Code of Conduct can be used in place of the Residence Community Standards for any offense.  When a Community Standards Offence occurs which can all also fall under the Student Code of Conduct, a copy of the Residence Sanctions will be filed in the Office of the Vice-Provost Student Affairs for future occurrences.

Click here to view the Lakehead University Student Code of Conduct

Level 1

Actions by an individual(s) which interfere with the rights of other individual(s) to the enjoyment of his/her space or time in residence.  Any and all items deemed inappropriate will be confiscated and/or disposed of and the appropriate authorities will be contacted. 

Click here for Level 1 infractions

Level 2

Actions by an individual(s), which creates a significant disturbance to an individual or community in Residence.  Any and all items deemed inappropriate will be confiscated and/or disposed of and the appropriate authorities will be contacted.

Click here for Level 2 infractions

Level 3

Actions by an individual(s) which endanger the safety and security of themselves or other individual(s); and/or compromise personal or university property; compromise the integrity of an individual(s) and/or contravene the laws of the land.  Any and all items deemed inappropriate will be confiscated and/or disposed of and the appropriate authorities will be contacted.

Click here for Level 3 infractions

Consequences For Demerit Points Granted

Demerit Points                                                    Action

1 - 2                                                                       Letter of Warning

3 - 5                                                                       Meeting with a Residence Life Staff Member

6 - 8                                                                       Probation and/or Behavioural Contract

9 +                                                                         Eviction

The Community Standards Process

1.  Incident Occurs
2.  Documentation by member of Residence Community
3.  Documentation evaluated by a member of the Residence Life Management team (including meeting with witnesses and offenders if required)
4.  Determination of Offence and Sanction by a member of the Residence Life Management team
5.  Communicate Decision to resident by email (sent to Lakehead University email account)
6.  Resident may appeal to Manager Residence Services within 3 business days

Residence Appeals Process

A student has three (3) business days from the time they are officially informed of their sanction (via email) to submit an appeal.  Please ensure that you outline your grounds for appeal which include at least one of the following criteria:

• there is proven lack of procedural fairness, bias, unfair treatment, discrimination or improper investigation, etc.
• the sanction does not suit the violation or behaviour
• new information has been discovered which renders the original decision to be unreasonable in light of evidence presented

An example of a reasonable appeal:

• A Resident Assistant hears noise coming from the third floor, and does not come up to investigate, but documents random people from the third floor instead. 

Where to submit your appeal:

• Orillia Residence - lfortney@lakeheadu.ca
• Thunder Bay - resadmin@lakeheadu.ca