RESIDENCE
HANDBOOK
Seneca College - Newnham Campus
RESIDENCE
2015-2016
+ RESIDENCE COMMUNITY
LIVING STANDARDS
senecarez.ca
WELCOME TO RESIDENCE AND
EXPERIENCE THE DIFFERENCE!
As the Director of the Newnham and King Campus Residences, it is our hope that your
time at College is not only educational, but also an enjoyable experience that includes the
excitement and diversity of living in Residence!
Our mission is to provide a positive environment that supports the academic and social
development of our residents. Time management, conflict resolution, accountability,
tolerance and respect for others are but a few of the learning experiences gained from
living in a community environment. You will have the opportunity to establish new and
long lasting friendships while discovering self reliance and independence. Moving to a
new community and a new way of living can be a challenge. Our Residence Staff and
Residence Life Program are in place to help your transition to be as smooth as possible.
Your stay in residence will be one of the most memorable and rewarding aspects of
your College career. We look forward to meeting you, helping you enrich your College
experience and leaving you with memories that will last a lifetime.
Scott Woods
Director of Residence Operations
Seneca College Residence
WELCOME TO RESIDENCE
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WELCOME TO
SENECA COLLEGE
On behalf of Seneca College I welcome you to our Residence and am pleased to have you
as part of our On Campus Family. Over the next year you will find that living in residence
truly provides a home away from home atmosphere.
The life of a Seneca student involves so much more then academic instruction and
achievement. We know your academic success is essential to your future, but we also
understand you will develop skills beyond the classroom. Seneca students can acquire a
vast knowledge in academics as well as develop leadership, social and communication
skills by getting involved in campus activities and organizations. Our students discover
that to be truly successful in the world, strong personal and academic growth is a must!
Seneca Residence takes pride in the encouragement of student involvement in activities
that promote social interaction and personal growth. I hope you will take full advantage
of the opportunities offered to you and become an important part of our community.
Students find that living on campus is the best way to maintain their academics and
fully utilize campus resources. Staying in residence provides you with more access to
the campus and relieves the stress of commuting; putting everything you need at your
fingertips.
This guide will also serve as an essential tool for you to use during your year and we
encourage you to refer to it for any questions you may have.
We hope being part of the on campus living experience will provide you with fond
memories that will last a lifetime!
Elizabeth McCartney
Director, College Services
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WELCOME TO SENECA COLLEGE
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TABLE OF CONTENTS
IMPORTANT DATES TO REMEMBER
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YOUR CONTACT INFORMATION
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THE RESIDENCE MANAGEMENT 7
RESIDENCE SERVICES
Bicycle Storage
Print and Copy Services Game, Pool And Ping Pong Supplies
Garbage / Recycling Guest Sign-In / Out Services Housekeeping Services Residence Internet Services
Laundry Services
Lost And Found Mail Services
Vending
Maintenance Services
Parking Permits/Passes
Resident Card
Lock Out Cards
Replacement Keycards
Local & Long Distance Calls
Subway Restaurant
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OFFICES OF RESIDENCE SERVICES
Front Desk
Campus Convenience
Floor Lounges Residence Kitchen
Residence Life Office
RA Office
Supporting Your Success - Personally & Academically
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RESIDENCE LIFE GUIDE
Our Mission
Getting Involved
Roommates & You
Decorating Your Suite 15
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TABLE OF CONTENTS
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FREQUENTLY ASKED QUESTIONS
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RESIDENCE COMMUNITY LIVING STANDARDS
The People in the Residence Community
Objectives of the Residence Community Living Standards Rules that Affect You in Residence Residence Citizenship Offenses and Sanctions Judicial Procedures 22
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WINTER BREAK CLOSURE INFORMATION
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WINTER BREAK INSPECTION CHECKLIST
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MOVE-OUT CHECKLIST
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TABLE OF CONTENTS
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IMPORTANT DATES TO REMEMBER
SUMMER SEMESTER 2015
Summer Applications Open
Summer Semester Move-In Days March 1, 2015
May 9, 2015
FALL SEMESTER 2015
Fall Semester Fees Deadlines, Option 1, 2 & 3
Fall Semester Orientation Move-In Day Fall Semester Move-In Day
Fall Semester Residence Fees Deadline, Option 3
Study Week
Winter Applications Due
Fall Semester Residence Fees Deadline, Option 2
Exam Break/ Extension Letters Due
Fall Move-Out Forms Available
Exam Break Begins / Residence Closed
Exam Break Room Inspections
June 15, 2015
September 4, 2015
September 7, 2015
September 28, 2015
October 26 - 30, 2015
November 20, 2015
November 27, 2015
December 7, 2015
December 7, 2015
December 17, 2015
December 17 - 21, 2015
WINTER SEMESTER 2015
Winter Semester Residence Fees Deadline
Residence Re-opens
Winter Semester Move-In
Fall Semester Residence Fees Deadline, Option 3
Summer & Fall Application Available
Winter Move-Out Forms Available
Exam Week Begins
Winter Move Out/ Residence Closed
November 27, 2015
January 11, 2016
January 11, 2016
February 5, 2016
March 1, 2016
February 18, 2016
April 18, 2016
April 23, 2016
Students must depart 24
hours after their last final
exam
IMPORTANT DATES TO REMEMBER
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YOUR CONTACT INFORMATION
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Phone: 416-491-88
Mail is delivered on weekdays and can be picked up from your mailbox
located on the first floor or at the front desk. If you receive a parcel, it
will be held at the front desk and you will be contacted by phone, and/or
email. Please see page 11 for more information regarding mail services.
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YOUR CONTACT INFORMATION
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THE RESIDENCE MANAGEMENT
RESIDENCE MANAGERS
Residence Managers are available 24 hours a day, seven days a week. They are
responsible for the day-to-day operations of the Residence, including the Residence Life
Program, Building Services (Housekeeping and Maintenance), Safety and Security of
Residents, Staff and Guests and Facilities management. They are committed to making
your time in Residence a positive and memorable experience that will benefit you for life.
RESIDENCE LIFE STAFF
RESIDENCE LIFE MANAGER
The Residence Life Manager (RLM) is responsible for overall operations of the Residence
Life Department. In conjunction with the Residence Life Coordinators, the Residence
Life Manager ensures that our mission statement and principles are met in a fair and
consistent manner.
Paul Evans
Residence Life Manager
Tel: 416-491-8811 x5001
Fax: 416-491-0486 Email: pevans@senecarez.ca
RESIDENCE LIFE COORDINATORS
The Residence Life Coordinator (RLC) provides direct leadership to the Residence Life
Staff. The RLC also takes a leadership stance with emergency and crisis intervention,
room assignments and general direction of the Residence Life Team.
Andrea Pape
Residence Life Coordinator – Newnham Campus
Tel: 416-491-8811 x5003 Fax: 416-491-0486 Email: apape@senecarez.ca
Taylor Morihovitis
Residence Life Coordinator – Newnham Campus
Tel: 416-491-8811 x5004 Fax: 416-491-0486 Email: tmorihovitis@senecarez.ca
Hayley McNamara
Residence Life Coordinator – Newnham Campus
Tel: 416-491-8811 x5005 Fax: 416-491-0486 Email: hmcnamara@senecarez.ca
RESIDENT ADVISORS (RA)
Your Resident Advisor is here to help you transition into your new community. Their role
in the community is to plan academic and social programs, assist you with academic and
personal concerns, and ensure the safety and security of the building. They are here for
you to make your residence experience the best that is can be.
All RAs have a @senecarez.ca residence email which includes their first initial and last name.
For example if your RA is John Smith their contact email would be jsmith@senecarez.ca
THE RESIDENCE MANAGEMENT
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RESIDENCE STAFF
Corrine Velie
Residence Services Manager
Tel: 416-491-8811 x6007 Fax: 416-491-0486 Email: cvelie@senecarez.ca
Katelynn Jennings
Residence Services Manager
Tel: 416-491-8811 x6931 Fax: 416-491-0486 Email: kjennings@senecarez.ca
RESIDENCE SERVICES REPRESENTATIVES
The Residence Services Representatives (RSR) are always available to help you with any
questions you may have about the Residence and the surrounding area. Get to know
them as they are a valuable resource at your disposal.
HOUSEKEEPING AND MAINTENANCE STAFF
Housekeeping and Maintenance staff is responsible for the up keep of all common areas
in the residence. Housekeepers will access suites on a bi-weekly basis to complete a
regularly scheduled cleaning of the kitchen and bathroom areas and report any challenges
that require attention from the management team. The Maintenance team will assess
work requests and perform repairs as required. Maintenance also conducts preventative
maintenance on residence facilities to reduce the probability of deficiencies that may
cause inconveniences to our residents, staff and guests. Questions or concerns about
these services can be directed to the Front Desk, at extension 6000.
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THE RESIDENCE MANAGEMENT
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RESIDENCE SERVICES
This part of your handbook will explain the types of services that are available for your use
and where to find them. As always if you have any questions, comments and/or concerns
they can be addressed by any one of our staff members.
BICYCLE STORAGE
Residence does offer both indoor and outdoor bicycle storage areas. Indoor bicycle
storage requires the resident to notify the Residence Life Office of their intention to store
their bicycles. This is for the purposes of ensuring bicycles are not removed by mistake.
Bicycles are not to be brought into the residence or stored in any suite or bedroom.
Residence does not assume any liability for lost or stolen bicycles.
PRINT AND COPY SERVICES
To access print and copy services a resident is required to come to the front desk with
materials they wish to copy. Staff does reserve the right to refuse to copy materials
based on content and purpose. If you wish to use this service, a cost will be applied. The
following rates apply for copying;
Each Page (Black and White) . . . . . . $0.25
Each Page (Colour) . . . . . $0.75
Applicable taxes apply to above charges
GAME, POOL AND PING PONG SUPPLIES
A variety of games and supplies are available through the Resident Advisor Office in the
evening. Items can be borrowed by a resident with valid Seneca One Card. The following
is a list of items available through the Resource Office.
•
•
•
•
Ping Pong Paddles and Balls
Pool Cues and Balls
Basketballs, Volleyballs, Footballs and Soccer balls
Board Games (I.e. Ticket to Ride, Taboo, Domination, Risk, etc.)
The Resident Advisor Office is located on the main floor of the Residence, across from
the Residence Life Office behind the elevator.
GARBAGE / RECYCLING
Residents are responsible for removing their own garbage from their suite. Newnham
Campus has garbage chutes which are located at the end of the hallways as well as large
garbage bins which are located outside of the Residence. A recycling program is in effect
at the Residence, and all residents are encouraged to do their part and recycle.
GUEST SIGN IN/OUT SERVICES
All guests must be signed in with the Residence Front Desk at any time they are present
within the building and must be signed in by a current resident. Guests are required to remain
with this resident at all times. Proper English language photo identification is required.
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Proper photo identification includes:
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Valid Student Card (High School or Post Secondary)
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Valid Drivers License
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Age of Majority Card
Please note we are not able to accept Passports or Health Cards as a valid form of Identification.
Please speak with a staff member for complete information regarding the Residence
Guest Policy. Please note that guests are not allowed during Orientation, during the
Winter break, or exam period.
HOUSEKEEPING SERVICES
Bi-weekly housekeeping services are provided by the Building Services Team. A housekeeper
will come to the suite and provide a cleaning of your kitchenette and bathroom areas. Please
be aware that the housekeeping staff are not permitted to enter your bedroom and therefore
cannot complete any cleaning requirements of your bedrooms. Housekeepers are also
not permitted to touch any personal belongings of the residents. Therefore they are unable
to clean your dishes or remove them from the sink during their cleaning. To prepare your
suite for this cleaning, please ensure your counter, sinks, shower, floors and cabinets are
clear of any dishes, appliances and/or any other personal items. Please ensure garbage and
recycling is removed from your suite on a regular basis. In the event that your suite is in an
unacceptable state, your housekeeper will report this to the Housekeeping Supervisor who
will complete a follow up inspection and issue a written warning regarding the cleanliness of
your suite. You will have 48 hours, upon notification of your suite status, before a follow up
inspection occurs. Failure to maintain cleanliness standards will result in a housekeeper being
assigned to clean your suite at a cost to you and your roommate of $50.00 each.
RESIDENCE INTERNET SERVICES
Seneca Residence offers high speed internet, both wired and wireless, as part of your
Residence Fees. If you have any problems with the network, connecting to the network
or need troubleshooting assistance please call technical support at: 1-866-883-9898
LAUNDRY SERVICES
Laundry rooms are located on even numbered floors (4, 6, 8, 10, 12 & 14) are available
24 hours a day, seven days a week. Laundry machines are supplied and maintained by
Coinamatic. Please note that laundry machines do not operate on a coin system and require
a laundry card to use. During Move In you will receive this laundry card which will give you
access to our laundry machine system. A Laundry Card loader is located outside of the
Residence Life Office. You must load your laundry card prior to using it. It is recommended
that you do not load your laundry card with more than $10.00 per recharge. Residence and
Coinamatic are unable to refund money for lost or stolen cards. This laundry card must
be returned to the residence at the end of your stay and residence is unable to refund any
money remaining on the card. Please use this card wisely.
The following is the cost for laundry in the residence:
Wash Cycle . . . . . $1.65
Dry Cycle . . . . . $1.65
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TIPS AND HINTS FOR LAUNDRY
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Do not overload the washer and dryer - overloading the machines may result in
poor cleaning and drying results
•
Clean the Lint Trap - doing so will help prevent fire hazards and will increase the
efficiency of the dryers
•
Learn Before You Do - there are important steps in doing your laundry. Please
read the “How To” signs located in every laundry room.
•
Do Not Leave Your Laundry Unattended - it is important that you remove your
laundry promptly after your wash/dry cycles. You do not want your laundry to go
missing. Residence is not responsible for lost or stolen items. If you believe your
laundry has been stolen please report it immediately to the Residence Life Desk.
•
Be Considerate of Others - do not use all the washers and dryers at one time as
others may wish to do their laundry as well.
If you require a replacement laundry card please come down to the Residence Life Office
located on the first floor and a new card will be issued at a replacement cost of $20.00.
Any questions, comments and/or concerns regarding laundry facilities can be directed to
the Residence Life Office.
LOST AND FOUND – Available through Front Desk
Items considered to be a lost and found item will be recorded and stored for a period of
Six (6) months at the Residence. A lost and found log is available at the front desk. Any
residents wishing to place a lost and found request may do so at the front desk.
MAIL SERVICES – Available through Front Desk
Canada Post delivers mail straight to the front desk. Please ensure you stop by the front
desk to check if you have mail. All parcels or mail, will be delivered to the front desk for
you to pick up. Residents who are picking up mail items at the front desk are required
to have photo identification with them and sign for the item(s). Please be aware that
Residence Staff will sign for packages from Purolator, UPS, Canada Post or other delivery
companies, but will not however, sign for Cash on Delivery, or C.O.D.’s.
VENDING
Coin operated vending machines are located within the residence. They offer pre-packaged
snacks and beverages. Questions, comments and/or concerns with vending services can
be directed to Campus Convenience or the Front Desk.
MAINTENANCE SERVICES
Should you require a routine service of any kind, including but not limited to, electrical,
mechanical, heating or plumbing repairs, please fill out a maintenance request form
located online through Seneca Housing Portal at myhousingportal.ca/StarRezPortal_
Seneca_Newnham. The maintenance request form authorizes our maintenance team
to enter a room, between the hours of 10:00 AM – 5:00 PM (unless in an emergency
situation). Plugged toilets and sinks are the responsibility of the Resident. Plungers are
provided to each suite at the beginning of the year. Damages to the common areas of
your suite are the collective responsibility of you and your roommate unless damages can
be traced to an individual. Damages caused by your guests remain your responsibility.
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PARKING PERMITS/PASSES – Available through Seneca Parking Services
Parking Permit can be purchased through Seneca Parking Services at senecacollege.ca/
parking/. Parking questions can also be directed to 416.491.5050 ext. 22089 or by going
to the parking office on the first floor of the College “B” Building in room B1015 located
across from the bookstore.
SHORT TERM PARKING
Short term parking is available and is paid at the gate when you exit the parking lot. A map
of all college parking is available here: senecacollege.ca/parking/maps-stations.html.
RESIDENT CARD
During the move in process, residents will be given their Rez Card, a keycard which is created
specifically for a suite, to gain access to their room. Residents will be issued this keycard and
this card must be shown to staff upon entry to the residence and available at staff request
for identification purposes. This card is only valid for the current resident living in the building.
Each Rez Card includes a picture of the resident taken at the time the card is issued. Only Rez
Cards valid for the current semester for a current resident will be accepted.
LOCK OUT CARDS
Residents who have locked themselves out of their suites, by misplacing or forgetting
their keycards, may obtain a Lockout Card through the Front Desk. Residents must either
provide photo identification, or provide information to verify their identity. This Lockout
Card is available at a cost of $5.00 per lockout, which helps fund Residence Life events
throughout the year. Lockout Cards are created specifically for a Suite and are only able
to be used once.
REPLACEMENT KEYCARDS
Residents who have misplaced or lost their keycard, may obtain a new keycard through
the Residence Life Office. This replacement card is available at a cost of $20.00 per
card. Replacement keycards will be activated specifically for a suite. Upon activation of a
replacement keycard, the previous card will be de-activated and will not be usable.
LOCAL CALLS
To make a local call dial 9 then the number
LONG DISTANCE CALLS
Residents are able to make long distance calls to Canada and the United States free of
charge from the phone provided in their residence room. All other international phone calls
can be made with a phone card, which are available at Campus Convenience. Residence
cannot accept collect calls.
SUBWAY RESTAURANT - 1st Floor
Available from 8:00 AM to 10:00 PM, seven days a week residents are able to access
affordable and healthy meal options, through the daily specials and helpful staff.
*Hours are subject to change
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OFFICES OF RESIDENCE SERVICES
FRONT DESK - 1st Floor – Main Lobby
The Front Desk is staffed 24 hours a day, 7 days a week and offers the following
assistance to our residents:
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Mail Services
•
Print & Copy Services
•
Residence Lost and Found
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Residence Keycards (Lockouts)
•
General Inquires
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Guest Sign In/Out Services
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Provide Secure Access
CAMPUS CONVENIENCE - 1st Floor
Convenience without having to leave the building, whether you need a quick fix or
groceries. We carry a large selection of food items; dairy, deli, canned and frozen foods.
Need to clean? We have personal hygiene items, laundry products and cleaners for your
room. Forgot something at home? We have small electronics for your room and kitchen,
ethernet cables, school supplies and Seneca apparel. Need to communicate? We have
you covered there too, with cell and long distance cards always available.
FLOOR LOUNGES – Located on each floor across from the elevators
Residents have access to any of our themed lounges located throughout the building.
These lounges are great for individual and group use.
GAMES DEN – (Floors 2, 4, 8 and 12)
The Games Den is a fun space where residents can hang out, or get together to play
foosball, pool, ping pong, or on the arcade machine. All supplies can be rented from the
Resident Advisor Office.
COMMUNITY SOCIAL LOUNGE – (Floors 3, 7, 11 and 14)
Each Community Social Lounge provides comfortable soft seating for students to hang
out and chat, or as a communal space with access to a 60” smart TV with features such
as Netflix and YouTube.
MOVIE THEATRE – (Floor 5)
The Movie Theatre lounge will provide residents with a full theatre experience. Residents
can sign out times for the lounge, and will have access to a library of movies or the option
to bring in their own to watch on the big screen.
GROUP BOARDROOM – (Floors 6, 10 and 13)
This space provides a room for residents to work on group assignments or can be used as
a meeting space for group study sessions.
FASHION LOUNGE – (Floor 9)
The Fashion Lounge provides a space for outside of the classroom for fashion students to
work on their projects.
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FITNESS CENTER – (Floor 15)
A cardio based gym with treadmills, elliptical machines, and bikes available for residents
to use. The Fitness Center also offers free yoga classes to residents!
QUIET STUDY LOUNGE – (Floors 4, 5, 6, 7, 8, 9 and 10)
Small study spaces are available throughout the residence and are specifically designed
for individual or group study.
RESIDENCE KITCHEN - 1st Floor
This kitchen is equipped with stovetops and ovens. The kitchen is open 24 hours, seven
days a week and is used by residents, staff or guests who may require them. The kitchen
is also equipped with counter space and a sink to wash pots and pans promptly.
RESIDENCE LIFE OFFICE - 1st Floor
The Residence Life Office is located on the first floor of the building in the hallway behind
the elevators. This office is where you can come to meet with our Housing Administrator,
Residence Life Coordinators, and/or Residence Life Manager. This office is open on
weekdays from 9:00 am and is a great resource for any questions or concerns you have
during your stay in residence!
RA OFFICE - 1st Floor
The Resident Advisor Office is located across from the Residence Life Office. The office is
a place where students can meet with RAs, as well as where the RAs work on events for
the building. Come to the RA resource office to:
• Get help with roommate conflicts
• Rent out games (i.e. pool cues, ping pong paddles, and board games)
• Get information on residence events
• Get to know RAs that live on other floors
SUPPORTING YOUR SUCCESS – PERSONALLY & ACADEMICALLY
Moving into residence is an exciting time, but it can also be difficult. Our residence life program
offers you many different resources and services to help you be successful. Go to our website to
learn more about these programs at www.senecarez.ca.
CHECK YOUR DRINKING
How much do you drink? Do you drink too much? How do you compare to the average college/
university student? Take five minutes to fill out this survey and learn a little about your perceptions
and habits related to alcohol. Once you complete the survey it will give you information
that may have a positive impact on your perceptions and habits. checkyourdrinking.net
ICOPEU
Stressed out? Anxious? Feeling down? Or, simply curious to learn more about how to
effectively cope with the challenges of student life? This interactive website has games,
videos, and multiple resources that will help you cope with some of the things that you
may find challenging or stressful while living in residence. icopeu.com
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OFFICES OF RESIDENCE SERVICES
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RESIDENCE LIFE
OUR MISSION
Our mission and commitment is to promote a social and supportive community,
with a strong emphasis on self-growth and development. We will implement quality
programming and promote a safe environment with high community standards which
reflects our diverse community.
GETTING INVOLVED
In joining Residence you have the chance to make living on campus what you want and
how you want! We have many opportunities and a variety of ways in which everyone can
join and be part of it all! Below you will find a list of all the ways residents can become
more involved!
RESIDENT ADVISOR (RA)
Your Resident Advisor (RA) is here to help you transition into your new community. Their
role in the community is to plan academic and social programs, assist you with academic
and personal concerns, and ensure the safety and security of the building. They are here
for you, to make your residence experience the best that it can be.
All RAs have a @seneacrez.ca email which includes their first initial and last name. For
example if your RA is John Smith their contact emails would be jsmith@senecarez.ca
SENECA NEWNHAM RESIDENCE COUNCIL (SNRC)
The SNRC is your student representation in residence. SNRC’s main functions are to provide
community events and leadership opportunities within residence. SNCR is made up of the
Executive Council, which includes positions such as President, Vice President, Director of
Finance, etc. and are elected into their positions in March (General Elections) or September
(Bi-Elections). Any student has the ability to join or participate in Residence Council. This
council works alongside and in collaboration with the Residence Management Team in order
to provide superior service to the students of residence. As well, they form the Welcome
Crew (WC) and move-in early to assist with the orientation of new and returning residents
during the move-in days.
REZ CUP
The residence building is divided up into “Communities”. Each community has a theme
and will compete each month in an event for the glory of the Rez Cup Trophy. The
challenges range from Academic, Charity, Active and Spirit Days. Points will be awarded to
each community based on participation. The points will be tallied throughout the academic
year. The winner at the end of the academic year will receive the trophy and a celebration
party. The intention is to build community and camaraderie throughout the building. Get
involved and have fun competing for the Rez Cup!
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RESIDENCE COMMUNITIES
When moving to residence you are offered the opportunity to be a part of one of the
following communities:
THEMED COMMUNITY
A Themed Community provides a unique opportunity for a student to surround
themselves with like-minded people and connect with students who share similar
educational interests and lifestyles. A student’s involvement in a themed community has
the potential to enhance their overall experience in residence. At Newnham campus two
Themed Communities are offered:
Fashion Arts
This community will be available to all students that fall under the Fashion Faculty.
The community will focus on all aspects of fashion and will have some tools available
to ensure academic success outside of the classroom.
Fire Protection
This community will be available to all students that fall under the Fire Faculty. In this
community students will be given the opportunity to network with students in their
program and live in an environment that supports experiential learning.
LEARNING COMMUNITIES (LC)
A LC is designed for residents who are looking for ways to connect with people who
share similar personal interests. These communities will foster a common passion and
have events tailored throughout the year to meet these goals. Each of the LCs are paired
with academic partners who have dedicated extra time and resources to enhancing
the learning opportunities for the students involved in these communities. At Seneca’s
Newnham campus two Learning Communities are offered:
Healthy Living
The Healthy LC provides an opportunity for students to become involved in a
community where the focus is on the importance of balancing a healthy lifestyle
while transitioning into post-secondary life. The community provides an active,
engaged and personal development-oriented environment, for students who are
passionate about having a healthy, well-rounded experience in residence.
Global Living
The Global Living LC provides an opportunity for domestic and international students
who share an interest in global diversity, to come together and celebrate cultural
backgrounds. Students will also have a chance to further develop their global
leadership skills and personal growth, through workshops, events and community
involvement.
STANDARD COMMUNITY
A community that is available for anyone to join! This community welcomes a variety of
students in different programs with a range of interests from all cultural backgrounds.
Resident Advisors will plan numerous events, ranging from academic to social focuses, to
support a student’s transition and growth.
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ROOMMATES & YOU
Moving into residence is an exciting time for everyone, and there are many different people to
meet! The most important person you are going to meet will be your roommate. In most cases,
you will not have met your roommate before this day! You will have many questions about
who they are, what they are about, how they spend their time, and will you get along for the
next eight (8) months? This part of the Handbook is devoted to making sure you have as much
information as you need to get to know your roommate and adjust to this new life experience.
Many residents come to college with great expectations about their roommate. Hopefully these
impressions will be true, but stress levels have a tendency to increase during certain times of
the year (e.g. Exams, Holidays, etc.). It is important to be aware and appreciate these stressful
times as you and your roommate may experience some rough spots. It is very important that
you communicate about things early so you can begin to understand each other.
COMMUNICATION TIPS
Communication is key to any relationship and it is no different with your roommate.
Remember that communication is an ongoing process and that leaving those “small”
things alone will eventually catch up with you. Make sure you discuss the challenges as
they arise and deal with them in a mature and responsible way. Visit our website www.
senecarez.ca and you will find a list of discussion points to have with your roommate
when you move in. Remember it is up to you on how much you wish to share and how
you choose to share it. Common rule of thumb is being upfront and honest and let your
roommate know what you are about and what limits you have. It is important to know
your roommate and develop a trust with them.
THINGS TO REMEMBER
•
Keep communication open and be honest about how you feel and what you are thinking
•
Be willing to make compromises
•
Give your roommate the respect, consideration and understanding you want in return
•
Discuss problems as they arise with your roommate, and not others.
•
If things change, be sure to let your roommate know. It is normal for your ideas,
feelings and even habits to change throughout the year. Situations change too!
•
If you run into challenges speak to your Resident Advisor – they are there to help!
WHAT IF I DO NOT GET ALONG WITH MY ROOMMATE?
It is expected that during the first two (2) weeks of residence, there is an adjustment
period for you to get to know and understand your roommate. Therefore during this period
of time there will be no room changes granted. However, if you have problems with your
roommate you will need to speak to your Resident Advisor. The Resident Advisors are
trained to mediate and work with conflict. This is a necessary first step to ensure that
every attempt to solve a conflict occurs. If this step is unsuccessful your Resident Advisor
will begin the roommate conflict process.
ROOMMATE CONFLICTS
Try as you might, even the best of friends and roommates run into challenges. During the
year you may have trouble understanding your roommate and why they do certain things.
This is normal and you are not alone. Your Resident Advisors are there to help you get
through any challenges that may come up. To help you understand the process in which
the Resident Advisors are taking; below is the outline of the Roommate Conflict Process.
Speak with your Resident Advisor who will take the following steps and complete a
Roommate Conflict Report:
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Step 1 - Will speak with you and discuss the conflict taking place
Step 2 - Will discuss the challenge and determine if further mediation is necessary
Step 3 - Will meet with both roommates separately (If Required)
Step 4 - Will meet with both roommates together and discuss the conflict (If Required)
Step 5 - Will take the appropriate steps to provide a supportive environment for both
roommates
Step 6 - Will take the appropriate steps to solve the roommate conflict
If you have a challenge and/or concern with this policy please speak with your Resident
Advisor. In a case where a roommate conflict is not able to be resolved, a Room Change
will be processed, but due to limited space within the residence, a room change may not
be granted immediately and may require some time. During this process the Resident
Advisor will complete a weekly check on the suite to ensure no further problems occur
while awaiting a room change to be processed.
DECORATING YOUR SUITE – Tips to Know
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•
•
•
•
•
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Nothing is to be fastened or hung on your window that defaces or compromises
the general esthetics of the outside of the building. The only acceptable form
of fasteners that we can use are the white sticky pads that you will find in your
welcome package
You may not decorate the outside of your suite, unless for special occasions
approved by the management
Decorations should be fire-retardant or flame-proof
Strings of indoor lights should not be in direct contact with any flammable
materials and should not be left on while the room is unattended
Real trees/plants are not permitted in the Residence
Artificial snow is not permitted in the Residence
RESIDENCE LIFE GUIDE
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FREQUENTLY ASKED QUESTIONS
Here are some common questions that are asked by our residents! If your question and/
or answer is not here, please see any one of our staff members to assist you!
WHAT IS THE STUDENT RESIDENCE AGREEMENT (SRA)?
The SRA is the agreement each of our residents are required to read, understand and
sign prior to moving into the Residence. The SRA is a legal document that serves as
the contract between you and the Residence which outlines your financial and social
obligations for becoming a resident.
WHAT IS THE PURPOSE OF THE SRA?
The SRA is in place to ensure the understanding of the responsibilities of the residence
staff, as well as you, the resident. It is important to understand that as a legal agreement
between both parties, each side has responsibility to ensure a secure, safe and
pleasurable environment.
WHAT ARE PRIMARY AND SECONDARY CONTACTS?
It is strongly recommended that these contacts are the parents or legal guardians of the
resident. As the Primary or Secondary Contact you will serve as an emergency contact
and you may also be contacted if any other significant concerns or problems arise with
the resident. In the case where the Primary contact is unavailable, the Secondary contact
will be contacted. Once the Residence is provided with this contact information, the
Manager will notify the Primary and Secondary contacts, via the supplied e-mail, that
they have been identified as Primary/Secondary Contacts for the Resident. This e-mail
will outline the role and responsibility of the Primary/Secondary Contact and provide the
Primary/Secondary Contacts with the opportunity to opt-out of this role.
DO I NEED TO GET INSURANCE?
You are responsible for arranging adequate insurance coverage for all of your belongings.
The Residence insurance policy does not cover damage to or loss of your personal items.
You should contact your family insurance agent to determine if you are covered under
your parent/guardian’s current insurance, and if so, for what amount.
WHAT IF I CHOOSE TO LEAVE RESIDENCE BEFORE THE END OF MY SEMESTER/YEAR?
If you find yourself in a situation where you can no longer live in the residence, you need
to speak with the Housing Administrator. Moving out of residence does have financial
penalties and you should understand these penalties prior to making the decision to leave.
Please refer to the SRA for an explanation of our cancellation policies.
WHAT DOES MY SUITE/ROOM HAVE IN IT?
Each of our suites is equipped with a kitchenette, which includes a full sized refrigerator
and microwave, with plenty of cupboard space. A private in suite bathroom, with a freestanding shower, is shared with only your roommate. Each bedroom has an extended
double bed, desk and dresser, with cable TV.
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WHAT SHOULD I BRING WITH ME?
The following items are recommended for each student living in residence:
•
Bed linens, towels, comforters, pillows and blankets (bed size is double width
and queen length)
•
Cleaning Products – dish soap, broom, mops, rags, garbage bags, etc.
•
Alarm Clock/Radio
•
Computer (if required) – with Ethernet cord to connect to in room Internet port.
•
Appliances – toaster, coffee maker, kettle, iron, toaster oven, Foreman grill, etc.
(Please note that hotplates or any items with an open heat source or that do
not have an automatic shutoff, are not permitted in Residence. Please see the
Appliances Section for further details).
•
Laundry detergent and/or fabric softener
•
Pots, pans, dishes, glasses and flatware
•
Personal Products – toilet paper, shower curtain, first aid kit, etc. (Please be
aware that each suite is equipped with a plunger).
•
All school supplies that are needed
•
Small Furniture Items – bookshelf, night table, small dresser
•
Media player, gaming systems, etc.
WHAT SHOULD I NOT BRING WITH ME?
The following items are prohibited in residence and are not permitted by in residence at anytime:
• Animals – No pets of any kind are permitted in residence
• Weapons – No actual or replica weapon is permitted
• Hotplates/appliances with an open heat source or without an automatic shut off
• Candles or incense
• Kegs, Mini-Kegs, Texas Mickeys or items that encourage binge drinking
• No single serving glass alcohol containers (coolers, beer bottles, etc.)
• Drug paraphernalia of any kind
• Hooks and/or nails which could be placed in the walls
• Refrigerators, freezers or mini-fridges
• Large Furniture – couches, futon/futon mattress, dresser, etc.
HOW IS MY ROOM HEATED OR COOLED?
Each Suite is equipped with a single thermostat located in one of the bedrooms. This
thermostat controls the temperature for the Suite. Residence recommends you speak
with your roommate to determine a temperature that is appropriate for both of you.
This thermostat (Fan Coil Unit) works the buildings heating/cooling methods. Residence
operates on two systems throughout the year, which operate at different times of the
year. During the summer and early fall the building is on an Air-Conditioned System.
Adjusting the thermostat will only control the amount of cool air that is entering the suite
and not produce any heated air. During the late fall to spring the building is on a Heating
system. Adjusting the thermostat at this point will only control the amount of hot air
that is entering the suite and will not produce any cooled air. Please be aware that the
Residence must follow municipal guidelines and cannot turn on the A/C prior to timelines
provided by municipal law.
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WHAT ARE ROOM INSPECTION FORMS AND WHY ARE THEY IMPORTANT?
Room Inspection Forms allow the resident to note any damages or concerns with their
suite. Upon applying for Residence, you placed a security deposit on your account. This
security deposit is in place to cover any damages that may occur to your suite and/or
bedrooms. To ensure that damages which you have not caused are not charged to your
account, the Room Inspection Form is completed upon your move in. Residents are asked
to complete a thorough check of their suites/bedrooms and are to note any damages and/
or concerns on this form. Room Inspections are to be completed within 24 hours after
you have moved in and returned to the Front Desk. Residence Staff keep this form on file
for the year and upon your move out, complete a Room Inspection. Any damages and/or
concerns not noted on your room inspection form will result in a charge being placed on
your account and your security deposit will be affected.
WHAT FIRE SAFETY EQUIPMENT IS IN MY SUITE?
Each of our suites is outfitted with a smoke detector as well as a heat detector. The
smoke detector will activate an alarm that alerts you to the presence of smoke within
your suite. This alarm is limited to your suite and does not activate the building alarm
system. Please be aware that there are smoke alarms located in the hallways of the
residence and in the event you open your suite door with smoke present you will activate
the building alarm system. If at anytime you activate your smoke alarm and are unsure of
what actions to take please contact the Front Desk. The heat detector in your suite has a
small metal disc located on the bottom of the alarm. In the event of an actual fire this disc
will fall off the detector and activate the building alarm. If you touch, hit or tamper with
the heat detector you will activate the building alarm.
DO I NEED TO LET YOU KNOW WHAT APPLIANCES I HAVE?
No. If you bring in an appliance other than the fridge/freezer and microwave supplied in
your room, a visible serial number and a CSA or UL identififcation tag must be present. If
Residence Life Staff determine at any point that you have a non-CSA approved appliance,
device, etc. in your room you will be held in violation of the Residence Community Living
Standards. Appliances found in suites that do not have a CSA or UL identification tag
will have to be removed from the Residence. Please note: hot plates, open heat source
appliances and mini fridges are not permitted.
WHAT SECURITY FEATURES DOES THE RESIDENCE HAVE?
The Residence offers great security from the moment you pass through the controlled
entrances, until you slide your electronic keycard into your suite door to let yourself in. We
believe your safety is very important. To that end, we require that all visitors in the building
be registered prior to entry and provide a valid piece of photo-identification. All visitors
in the building will also be required to wear a wristband and remain with their host at all
times. All of the common areas are video recorded and we have staff on duty 24 hours
a day. Seneca Security also provides us with additional safety by staffing our Residence
Front Desk 24 hours a day and offering a 24 hour safe walk program.
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RESIDENCE COMMUNITY
LIVING STANDARDS
The residence community is a place that promotes a safe and peaceful environment that
supports the academic success of students as well as their personal and social development.
We aim to ensure that it is inclusive, responsible, and respectful. The Residence Community
Living Standards (RCLS) has been created in consultation with students and staff at colleges
and universities across Canada to ensure the residence environment achieves this goal.
Within the RCLS, the following items are discussed and defined:
1.
2.
3.
4.
5.
6.
The People in the Residence Community (the residence staff and their roles)
Objectives of the Residence Community Living Standards (our goals for
the community)
Rules that Affect You in Residence (residence rules, Seneca College policies &
Canadian laws)
Residence Citizenship (your rights, responsibilities and privileges)
Offenses and Sanctions (rules and consequences)
Judicial Procedures (incident reports, meetings, and appeals)
1. THE PEOPLE IN THE RESIDENCE COMMUNITY
Our residence staff work hard to ensure that you have a positive experience in residence
and at Seneca College. Below is a list of some of those people and their roles. The objectives
of the Residence Community Living Standards, which are explained in the next section of
this document, is our expression of the commitment we make to ensuring everyone has a
positive experience in residence.
DIRECTOR, RESIDENCE OPERATIONS (DIRECTOR)
The Director is responsible for the operation of the Seneca College Residence. The Director
is committed to ensuring that your overall experience in Residence is a safe, enjoyable
and successful one.
RESIDENCE SERVICES MANAGER (RSM)
The Residence Services Manager is responsible for the operation of the Seneca College
Residence. The RSM oversees the Facilities Department (Maintenance and House Keeping),
the Front Desk and the Housing Administrator.
RESIDENCE LIFE MANAGER (RLM)
Many of the day-to-day activities associated with “Residence Life” are overseen by the RLM,
including overseeing the direction and growth of the Residence Life Program, supervising the
Residence Life Coordinator’s and overseeing the judicial process associated with the RCLS.
RESIDENCE LIFE COORDINATOR (RLC)
The Residence Life Coordinators are full-time professionals that supervise the Resident Advisors
and ensure the successful implementation of the Residence Life Program. They coordinate
events, manage student conflicts and follow up with Incident Reports in the community.
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RESIDENCE LIFE STAFF (RLS)
Resident Advisors (RA)
The role of the Residence Life Staff is filled by returning students who live in the building and
plan educational and social activities in the residence. They provide valuable support and guidance to residents, while at the same time acting as a liaison with the Residence Life Management Team. They complete nightly rounds of the building and are available through the Residence Resource Room, located on the first floor across from the Residence Life Office, or by
request through the Front Desk. The Resident Advisors have the tools and knowledge to get you
the answers, direction and/or assistance you need, or can simply be someone to talk to.
2. OBJECTIVES OF THE RESIDENCE COMMUNITY LIVING STANDARDS
•
•
•
•
To create a safe, secure, responsible and respectful community by outlining the
standards of behaviour expected within the residence community and holding residents
and their guests accountable for behaviour that violates these standards and
encouraging residents to resolve their community living issues in a mature fashion.
To create an environment conducive to academic success by promoting behaviour
among residents and their guests that creates an effective learning environment.
To create an environment conducive to personal growth and development by
educating residents about the effect that their choices may have on themselves
and others around them and providing residents with an opportunity to learn
from their behaviour.
To create a fair environment by following the Principles of Natural Justice and
Procedural Fairness and clearly defining the standards and processes that residents,
guests and staff are expected to follow.
3. RULES THAT AFFECT YOU IN RESIDENCE
Residence policies and procedures are related to where and how a student lives in residence
on Seneca College’s campus. These are detailed in the Student Residence Agreement, the
Residence Handbook and the RCLS. Seneca College policies and procedures are related to
an individual’s status as a student of Seneca College and their behaviour on campus, which
includes residence. Therefore, as a residence student your actions in residence can also affect
your academic status.
Municipal, Provincial and Federal laws and by-laws are related to you being a citizen in the city,
province and country. The standards outlined by Residence Management and Seneca College
are informed by these laws. Residence staff aims to ensure that all of these standards of
behaviour are respected and maintained while in the Residence.
Normally the Residence policies and procedures and Seneca College’s policies and procedures act independently of one another. However, Residence shares student conduct information with Seneca College upon request. In situations that create a concern for the safety and
security of students in residence and on campus, all important information will be shared between appropriate residence and Seneca College officials. In serious cases, allegation(s) may
be investigated by both the Residence and Seneca College and the student will be subject to
the sanctions under both sets of policies and procedures.
For more information about residence and Seneca College policies and procedures please
refer to the following websites: www.senecarez.ca and
www.senecac.on.ca/studentconduct
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SCOPE & APPLICATION
The RCLS applies to all residents and their guests. They are in effect:
(a) on residence property, including in all residence buildings and the grounds of the
residence;
(b) at off-campus events sponsored by residence or a recognized student leadership
group in residence;
(c) when the conduct of a resident has a substantial link to Seneca College, direct
implications for the proper functioning of residence; the well-being of residents; the
educational mission of Seneca College; or the interests or reputation of residence
and/or Seneca College. This includes any behaviour observed or carried out
through an online medium, by using text, audio, video or images, including but
not limited to Facebook, YouTube, Instagram, and Twitter will be treated as an
Offense detailed within these standards.
AUTHORITY
The RCLS is intended to be clear to all readers. If you have a question, consult a residence
staff member, as they have the authority to interpret the standards.
The RCLS attempts to identify a range of behaviours that constitute Offenses. Residence
reserves the right, in extraordinary circumstances, to identify and sanction conduct that
may not be specifically described, but which clearly does not support the stated objectives of
the Residence Community Living Standards or Seneca College polices.
PROTECTION OF PRIVACY
Residence respects the privacy and personal information of residence students and will
comply with the Freedom of Information and Protection of Privacy Act regarding the gathering,
retention, safeguarding and disposal of personal information.
All concerning behaviours and allegations of offenses documented in Incident Reports
will be made available to the Resident, Campus Security and the Office of the Director of
College Services.
All Residence reports, files and records, both paper-based and electronic, will be kept for a
period of three (3) years after the termination of the Student Residence Agreement. Files
related to an eviction will be kept for seven (7) years.
4. RESIDENCE CITIZENSHIP
You are a citizen of the residence community and a student of the Seneca College. You therefore
have certain rights and responsibilities. Your privileges are yours to maintain by respecting the
rules of Residence and Seneca College. Rights should NOT be confused with Privileges.
As a good citizen of our residence community, you acknowledge in a responsible way your rights,
responsibilities and privileges as well as the rights, responsibilities and privileges of others. We
hope that you participate in the community in a positive way and that you do your part to create
and maintain an environment that encourages academic success and social growth.
RESIDENTS’ RIGHTS
Within the residence community you, as a resident, have the right to:
(a) enjoy the rights and freedoms recognized by law, subject only to restrictions that ensure
the welfare and advancement of the residence community, as detailed in the RCLS,
(b) be free from discrimination, on the basis of race, ancestry, religious beliefs,
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(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
(l)
(m)
physical ability, marital status, colour, place of origin, gender, mental disability,
family status, source of income, age or sexual orientation,
enjoy an atmosphere intended to remain free from behaviour which is reasonably
interpreted as unwelcome; including (but not limited to) remarks, jokes or actions
which demean another person and/or deny individuals their dignity and respect,
study, work, read and sleep in your unit/suite/room without undue interference
from roommates or others,
occupy your assigned unit/suite/room and use its furniture, effects and services,
access to your assigned unit/suite/room,
expect that unit/suite/room mates will respect your personal property,
expect reasonable cooperation from others when you are sharing common
rooms/facilities,
live in a clean environment, requiring a joint and equitable effort from you and
your unit/suite/room mates,
reasonable privacy from unit/suite/room mates or others,
have your concerns considered by residence staff,
have all reported offenses investigated in a reasonable amount of time and
efficient manner,
expect confidentiality from residence staff with regards to all personal and
student conduct related information.
RESIDENTS’ RESPONSIBILITIES
With your rights there are corresponding expectations of behaviour within the residence
community. As a resident you have the responsibility to:
(a) read, understand and abide by the Seneca College Calendar, codes, policies and
regulations, guidelines and processes, including the Student Residence Agreement,
Residence Student Handbook, and RCLS,
(b) recognize the authority of all residence and Seneca College staff acting in the scope
of their position and to be responsive and cooperative in all dealings with them,
(c) treat with respect, civility, courtesy and consideration of all residents, residence
staff and Seneca College officials and conduct yourself in a way that permits
them to be successful academically and/or perform their duties,
(d) take all actions associated with good citizenship, including reporting violations
of residence and Seneca College policies, and taking all reasonable measures to
ensure the safety and security of the residence community,
(e) seek help or resources to protect and ensure your personal health, safety and
wellbeing, including addressing issues of self-harm which have the potential
to occur by action or neglect, including self-abuse, eating disorders, suicide
attempts, underage drinking, alcohol abuse or negligence related to health,
hygiene or medications,
(f) attempt to resolve unit/suite/room/community problems on your own before
you ask your RA to assist you in this process,
(g) conduct yourself and contribute in a positive and productive way to the residence
community through active participation,
(h) respect the rights, privileges and privacy of your unit/suite/room mates, work
with them cooperatively to keep your unit in a clean and tidy condition,
(i) respect the rights, privileges and property of all other residents and their guests,
and of the neighbouring community,
(j) take full responsibility for the conduct of guests, accompany them at all times
within the residence complex and ensure that guests are aware of, and abide by,
residence and Seneca College policies,
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(k) conduct yourself in a way that ensures the residence facilities and grounds are
kept in good condition, including keeping your assigned room and suite common
areas in a clean and sanitary condition,
(l) secure your personal property and obtain personal contents insurance,
(m) permit Residence or Seneca College staff or its officers entry when there is a
reasonable apprehension of danger or harm, or for the purpose of inspecting the
condition of the unit/suite/room and its contents,
(n) be solely liable to the Seneca College for any loss or damage to your room and
its furniture, telephone and effects of the Seneca College; liable for loss or damage
to the public facilities, furniture and equipment of the residence, including common
areas; and liable for any damages caused by guests,
(o) actively check your residence voice mail and Seneca College email account on a
regular basis for messages from residence staff,
(p) carry your Seneca College ID and show it when requested by residence or Seneca
College staff.
RESIDENTS’ PRIVILEGES
Privileges enhance the lifestyle in residence because they add to the pleasure of the
academic and social experience. Privileges are granted to residents upon arrival, based on
the principle that residents are expected to conduct themselves in accordance with the
RCLS . There is an important difference between Rights and Privileges. You can expect
your Rights to be respected all the time, and you can maintain Privileges with behaviour
in accordance with the RCLS. Privileges can be taken away through the judicial process if
conduct does not comply with the RCLS.
It is a privilege for you to:
(a) live in residence,
(b) use the common areas and facilities and their furniture, equipment, effects and
services,
(c) have unit/suite/room assignments to live with your friends,
(d) to live in residence in future years,
(e) consume alcohol within your assigned unit/suite/room or as a guest in another
residents unit/suite/room, and only if you are of the legal drinking age,
(f) use sound broadcast equipment, approved musical instruments or computer
speakers or subwoofers,
(g) invite and host guests in residence,
(h) be a guest in areas outside your assigned room/unit/building and/or enjoy
access to the residence complex, outside your assigned room/unit/building,
(i) participate in events and activities facilitated or sanctioned by residence.
5. OFFENSES AND SANCTIONS (THE RULES AND CONSEQUENCES)
An offense is any unacceptable conduct, actions or neglect that violates the RCLS, Student
Resident Agreement or the Seneca College’s policies. Offenses are described and classified
based on three levels of increasing severity.
Level 1 Offenses: Actions that interfere with the rights of another individual or community
to the peaceful use and enjoyment of their space in residence. Normal Point Range: 1-2
Level 2 Offenses: Actions that create a significant nuisance and/or disturbance to an individual
or community and/or repeated level one offenses. Normal Point Range: 2-4
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Level 3 Offenses: Actions that endanger the safety and security of an individual; significantly
compromise or damage personal, residence or Seneca College property; attack the
dignity/integrity of an individual; contravene the laws of the land; and/or repeated level
two offenses. *Any Level 3 Offense may warrant an eviction. Normal Point Range: 4-6
Sanctions are consequences for behaviour that violate the RCLS, Student Residence
Agreement, or Seneca College policies. Sanctions are intended to be primarily educational and
restorative in nature. Sanctions may be used independently or in combination for any single
violation. Repeated and/or multiple violations shall increase the severity of sanctions applied.
THE POINT SYSTEM
The point system is designed to help define the seriousness of specific behaviours and
where a Resident stands in the disciplinary process (i.e. how far away they are from
eviction). All offenses are associated with points ranging from a value of 1 through 6. All
offenses have a minimum value of one point. The assigned number of points will depend
upon the incident and/or its severity. Points remain on record for 365 days from the date
of the sanction, or as stipulated upon eviction. After a Resident has been found responsible
for an offense, the Resident will usually also be responsible for educational, restorative, or
punitive sanctions. In some circumstances, points may be removed after the completion
of educational or restorative sanctions. Within the Point System, the progressive disciplinary
process is summarized by the following table:
Points Accumulated
Stage in Disciplinary Process
1-3
Warning
3-5
On Notice
5-8
On Probation (Typically includes Behaviour Contracts and/or
Suspensions)
9+
Eviction (Exception: Any Level 3 Offense could warrant an eviction
even if the point accumulation is less than 9)
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1.3 Cleanliness
(a) Littering.
(b) Failure to keep your unit/suite/room in a clean and sanitary condition.
(c) Improper disposal of refuse, including leaving garbage bags outside of your unit/
suite/room or the garbage room/chute.
(d) Collection of empty containers, bottles or cans that is judged by residence staff,
for sanitary reasons, to be beyond recycling purposes.
1.2 Alcohol
(a) Open alcohol, where prohibited. Alcohol is only permitted to be consumed in
individual residence rooms/suites.
(b) Possession of single serving glass containers (i.e. beer bottles, coolers). Glass
bottles are often broken in residence and create a safety hazard.
(c) Possession of drinking paraphernalia. Examples of drinking paraphernalia include
funnels and beer bongs.
(d) Possession of ‘common source’ large volume alcohol containers that encourages
swift or high volume consumption of alcohol. A large volume alcohol container is
defined as: (a) a container that holds more than 500mL of beer or (b) a container
that holds more than 1.18L (40 ounces) of any type of alcohol other than beer
(such as wines and spirits). Examples of ‘common source’ alcohol containers
include kegs, mini kegs, and Texas Mickey’s.
1.1 Advertising, Soliciting, Campaigning and Selling
(a) Displays in windows or other prominent places promoting alcohol, illegal substances, pornography, or other inappropriate activities or messages.
(b) Unauthorized advertising, soliciting, promoting, or selling of products, events
and services in residence.
(c) Unauthorized campaigning in residence.
LEVEL 1 OFFENSES
Actions that interfere with the rights of another individual or community to the
peaceful use and enjoyment of their space in residence.
Loss of Privileges – a sanction that
places restrictions on certain privileges of
the resident.
Educational – tasks assigned as a
sanction designed to promote learning and
development.
d)
f)
Confiscation – removal of items from the
possession of residents that violate
the Residence Community Living
Standards.
c)
Fines – a sanction applied to a resident
whereby they are required to pay a
monetary fee.
Community Service – tasks or roles
assigned as sanctions, which contribute
positively to the reputation, welfare or
condition of the residence or surrounding
community.
b)
e)
Warnings – a verbal or written caution
that continuation or repetition of the
offending behaviour will constitute more
serious sanctions in the future.
a)
LEVEL 1 SANCTIONS
Normal Point Range: 1-2
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1.10 Unauthorized Articles and Theft
(a) Possession of equipment, keys, identification, appliances or furnishings not
authorized by residence or Seneca College.
1.9 Safety, Security and Fire Prevention
(a) Propping open a fire door, which includes room/suite/unit doors. This may
include using the deadbolt or another item to prevent it from locking and/or to
hold the door open.
(b) Improper use of an emergency exit.
(c) Entering and exiting of residence through windows.
1.8 Noise and Quiet Hours
(a) Non-compliance with Consideration Hours or Quiet Hours.
(b) Possession of, or use of, large musical instruments, such as pianos and drum sets.
1.7 Illegal Substances & Activities
(a) Possession of paraphernalia associated with the use of illegal substances (e.g.
bong, pipe, roach clip, hookah, and grinder)
1.6 Guests
(a) Failure to sign-in guests at the front desk.
(b) Failure to remain in the company of their guest until the guest has been signed out.
(c) Permitting a guest to stay over the limit of two (2) nights consecutively or ten
nights (10) in any given month (1) without approval from management.
1. 5 Facilities and Furniture
(a) Removal of furniture, appliances, window screens or other fixtures from
assigned rooms/units or common spaces and placing them elsewhere.
1.4 Disruptive Behaviour
(a) Throwing, dropping, kicking or knocking objects from residence buildings,
windows, or stairwells, whether intentional or unintentional.
(b) Throwing snowballs or other objects at Residence buildings.
(c) Participating in physically-active games or sports inside residence or within the
Residence grounds which could disturb residents, staff or the surrounding
community or cause damage to facilities or personal injuries.
Restitution – payment for damage
or loss experienced by Seneca College,
residence, residents, guests or others.
Wellness
Agreements – a signed agreement
between a resident and Residence
Management thatoutlines a resident’s
commitment to follow a set of guidelines
to ensure their personal wellness in
residence.
Corrective Sanction - At the discretion of
the Residence Life Staff, a sanction will be
created that takes into consideration the
harm caused by the violation of the
Community Living Standards. Such
sanction should address any impact,
material or otherwise, made on the
community as a result of the violation. The
sanction may be created with the
assistance of the people directly or
indirectly affected by the violation.
g)
h)
i)
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2.5 Harassment and Discrimination
a) Failure to abide by Seneca Colleges Code of Conduct or related legislation or policies which
defines harassment and discrimination.
b) Any conduct that could be deemed as bullying, including cyber bullying, or bullying on social
media be it via a group or an individual
c) Any statement that could be deemed as inappropriate or derogatory towards an individual or a
group
2.4 Guests
a) Hosting a guest during Seneca College’s Orientation Week, when Exam Quiet Hours are in effect,
or any other time when guests are not permitted.
b) Living or permitting someone else to live in a room/unit without an approved assignment from
residence.
2.3 Facilities and Furniture
a) Alteration, renovation or removal of the unit/suite/room, furniture, or equipment.
b) Installation of unauthorized furnishings, equipment or devices. This includes internet, phone, and cable.
c) Failure to keep access clear to electrical panel, heating unit and maintenance access.
2.2 Disruptive Behaviour
a) Creating or permitting behaviour in residence which is a nuisance or annoyance to residents, residence
staff, the surrounding community, or to the supplier of services authorized by residence or
Seneca College. This includes pranks/raids or similar actions that could be damaging to personal,
residence or Seneca College property or reputation.
2.1 Damages and Vandalism
a) Marking any surface through action or neglect, that is not deemed normal wear and tear.
b) Actions or neglect that leads to or has the potential to lead to damaging, offensive, or harmful
problems in residence, including water damage, odours, and insect/rodent infestation.
c) Failure to keep your furniture, fixtures and appliances in a good state of repair.
LEVEL 2 OFFENSES
Actions that create a significant nuisance and/or disturbance to an individual or community and/or
repeated level one offenses.
Communication Ban – a
sanction that limits the
privilege of a resident to
communicate freely with
another resident.
Transfer/Relocation – a
sanction that will reassign
accommodation either
within the residence
complex or to a location
off campus.
k)
l)
m) Persona non grata
(PNG) or Trespass
Notice – a sanction
given to an individual who
is denied the privilege to
enter residence. The PNG
individual is also
prohibited from attending any residence events
which occur outside of
the building. A copy of
All level 1 sanctions.
j)
LEVEL 2 SANCTIONS
Normal Point Range: 2-4
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2.12 Unauthorized Activities
a) Any gathering over the maximum capacity of a residence room.
b) Any organized event, activity or gathering that has not gained the approval of Residence Management.
2.11 Technology Misuse
a) Failure to abide by Seneca Colleges technology and internet policies.
2.10 Smoking
a) Smoking in residence is not permitted, including but not limited to the use of cigarettes, e-cigarettes
and vaporizers.
b) Smoking in an outdoor location on residence grounds within 9 meters of an entrance or exit is not
permitted by the Residence or Seneca College.
2.9 Safety, Security and Fire Prevention
a) Possession or use of candles, incense, lava lamps, hot plates, flame cooking devices, indoor barbeques,
deep fryers and the like are prohibited. Cooking devices without an automatic shutdown are not
allowed in residence.
b) Covering or removing smoke and/or heat detectors.
c) Blocking hallways, stairwells, exits and access to fire safety equipment.
d) Permitting entry of any individual (Resident, non-Resident or other) into Residence, either by
opening a door or giving Residence keys or swipe cards to that individual.
e) Overloading or tampering with electrical systems.
f) Tampering with video surveillance equipment or systems.
2.8 Respect and Cooperation
a) Failure to respond to the written or verbal communication or direction of residence or Seneca College staff.
b) Demonstrated lack of respect, civility, courtesy, or cooperation with a member of the residence
community, including residents, guests, residence staff, and Seneca College staff.
c) Failure to provide identification, or providing false identification when asked from a residence or
n)
Seneca College staff.
d) Providing a false report of an incident.
2.7 Pets
a) Keeping any animal or pet in residence.
2.6 Noise and Quiet Hours
a) Non-compliance with Exam Quiet Hours.
b) Excessive noise that interferes with the academic work of residents and/or significantly disturbs
the residence community and/or our neighbouring communities.
Denial of
Readmission to
Residence – a sanction
given to a resident who
will not be permitted to
live in residence in the
future.
the PNG letter is filed
with Campus Security.
A PNG individual found
or seen in residence at
any time will be reported
to Campus Security and
may be subject to further
sanctions under
residence or Seneca
College policies.
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3.5 Restricted Areas & Unauthorized Entry
a) Unauthorized entry into restricted areas of residence, including rooftops, basements, utility
rooms, offices, etc.
b) Entry into another resident’s room without the consent of that resident.
3.4 Illegal Substances & Activities
a) Possessing, using, making, selling or being under the influence of an illegal substance in residence.
b) Any behaviour or activities that contravene the laws of the land (i.e. gambling)
3.3 Harassment and Discrimination
a) Failure to abide by Seneca Colleges Code of Conduct or related legislation or policies which
defines harassment and discrimination.
(b) Any conduct that could be deemed as bullying, including cyber bullying, or bullying on social
media be it via a group or an individual
(c) Any statement that could be deemed as inappropriate or derogatory towards an individual or a group
3.2 Damages and Vandalism
a) Behaviour that causes, or has the potential to cause significant damage through action,
carelessness or negligence.
b) Willful damage, vandalism, graffiti or neglect that leads to serious damage to the residence,
Seneca College or private property.
q)
Residence Probation
– a sanction applied as a
serious warning against
future Offenses, usually
leading to eviction when
the next Offense (at any
level) occurs.
Behaviour Contract
– a signed agreement
between a resident and
Residence Management,
to comply with
established conditions of
conduct and to refrain
from specified conduct,
often used when a
student is placed on
Residence Probation; the
last step before eviction.
All level 1 and 2
sanctions.
LEVEL 3 SANCTIONS
Normal Point Range: 4-6
3.1 Alcohol
o)
a) Consumption of alcohol by residents and guests under the legal drinking age or those on alcohol probation.
b) Drinking games or promotion of a social function which has the consumption of alcohol as its central
focus or purpose, because these activities promote irresponsible and dangerous alcohol consumption.
c) Imposing the physical effects of intoxication on the residence community, for example vomiting, p)
passing out, aggressive or significantly disruptive behaviour, or needing medical assistance.
d) Making or selling alcohol in residence.
e) Purchasing or supplying persons under the legal drinking age with alcohol.
LEVEL 3 OFFENSES
Actions that endanger the safety and security of an individual; significantly compromise or damage
personal, residence or Seneca College property; attack the dignity/integrity of an individual; contravene
the laws of the land; and/or repeated level two offenses.
*Any Level 3 Offense may warrant an eviction.
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33
3.11 Weapons
(a) Possession, storage, use or threatened use of a weapon. Weapons are prohibited in Residence
because they disproportionately increase the potential for harm to self and others.
3.10 Violence and Aggression
a) Any communication or behaviour that is perceived as offensive, abusive, aggressive or threatening.
b) Any physical aggression or violent behaviour (consensual or not) that causes or has the potential
to cause physical or emotional harm. These behaviours include, but are not limited to: sexual
assault, hitting, punching, slapping, kicking, pushing, pulling, bullying, stalking, fighting, retaliation
and threats of violence.
3.9 Unauthorized Articles and Theft
a) Theft or possession of stolen property.
3.8 Technology Misuse
a) Interference with the technology of the residence, Seneca College or another Resident.
b) Copyright infringement (i.e. illegally downloading music, movies or other media using the
residence internet connection).
3.7 Safety, Security and Fire Prevention
a) Possession or use of explosive or flammable material (i.e. firecrackers, fireworks and barbecue
propane tanks).
b) Discharging, tampering with, covering or operating any fire prevention or detection equipment for
any purpose other than the control of a fire.
c) Actions or neglect that leads to a fire.
d) Failure to follow the direction of Seneca Staff or Emergency Personnel.
e) Careless driving on Residence grounds.
f) Actions, carelessness or neglect that causes an elevator to stall and/or require repair.
3.6 Guests
a) Hosting a guest who violates any RCLS sanction including alcohol, illegal substances, respect
and cooperation, disruptive behaviour, harassment and discrimination, noise and quiet hours,
weapons, smoking etc. All residents are responsible for the actions and behaviours of guests
signed in with them at all times while in the Residence.
s)
r)
Recommendation
for Review under the
Seneca College Code
of Conduct – a sanction
where the Residence Life
Manager or designate
makes a recommendation
to investigate for
violations under the
Seneca College Code of
Conduct.
Eviction – termination
of the resident’s Student
Residence Agreement
(contract) with the
residence.
OFFENSE POLICY NOTES
Advertising, Soliciting, Campaigning and Selling
Residents or other community members who wish to campaign or advertise activities
associated with the residence or Seneca College are required to speak with a member of
the Residence Life Management team to seek permission to do so.
Guests
1. Residents must sign in their guests at the Residence Life desk before they enter the
residence.
2. The guest must leave one piece of photo identification with the front desk staff.
3. Residents may sign-in up to two (2) guests at a time.
4. While each guest is in the residence, the resident must remain in the company of the
guest at all times until the guest is signed out.
5. Guests are permitted up to a maximum of two (2) consecutive nights and no more
than ten (10) nights in any one (1) given month.
6. Guests should not in any way interfere with the rights of a roommate or other
resident to privacy, access, sleep or study at any time or anywhere within the residence.
7. A guest is any non-resident of the Residence building, or any resident of the building
visiting within your residence suite. Anyone (non-resident or resident) who is invited
to, accompanied on, accepted or admitted to the residence property is deemed to be
a guest of that Resident.
8. Failure to be present does not mitigate or relieve the residents responsibility for their
guest’s behaviour. Residents are responsible for their guest’s behaviour whether they
participated in, condoned or were aware of that guest’s behaviour or not. The specific
sanction(s) will be determined by the list of possible sanctions for the offense(s)
committed by the guest.
9. The Residence Manager requires any guests 16 years or younger visiting the residence
without a parent/guardian to have a signed form of consent from their parent/guardian.
This form will also include contact information for the parent/guardian. The Residence
reserves the right to call a parent/guardian in the event of a medical emergency or
due to behavioural conduct.
Harassment and Discrimination
Every individual has the right to a safe, respectful environment that is free from attacks
on their dignity/integrity. The Seneca College Policy on Harassment and Discrimination
addresses this topic in a comprehensive way. Residents and staff are encouraged to view
the full policy online. The RCLS will adhere to the terms of Seneca College policy. Harassment is
defined as any attention or conduct (oral, written, graphic, electronic or physical) by an
individual or group who knows, or ought to reasonably know, that such attention or
conduct is unwelcome, unwanted, offensive or intimidating. Bullying and hazing will be
considered harassment under this policy. Discrimination is one or a series of action(s) or
any behaviour based on a prohibited ground that results in the unfavourable, adverse or
preferential treatment which negatively affects or could negatively affect the employment
status of an employee or the academic status of a student, or the provision of any college
service. This may include, but is not limited to: the refusal to provide goods, services or
facilities without just cause; the exclusion from employment or employment benefits;
the refusal to work with, teach, or study with someone; or the failure to provide physical
access and/or housing accommodation. Differentiation between level 2 and 3 offenses
will be based on the intent and impact of the behaviours and the definitions of each level
described above.
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Illegal Substances & Activities
Any observations about the behaviour, speech, odour or physical surroundings of an
individual that cause suspicion of illegal activity will be investigated and/or reported.
Noise and Quiet Hours
Noise levels at any time should not detract from any Residents ability to pursue academic
endeavours or to enjoy a peaceful living environment. An individual’s right to reasonable
quiet supersedes another’s right to make noise. As a general rule, noise from your room/unit
that is audible outside your room, including in hallways, common areas, neighbouring units
or buildings, will be addressed by Residence Staff.
Consideration Hours are in effect 24 hours a day, 7 days a week.
Quiet Hours are observed in Residence: Sunday to Thursday: 11:00pm – 8:00am; Friday
and Saturday evenings: 1:00am – 8:00am.
Exam Quiet Hours begin at 11:00pm on the Friday evening before the final examination
period, which means quiet hours are extended to 23 hours a day. Residence will define a
Relaxed Hour during the evening when programming by Residence Staff may occur.
Unauthorized Activities
All organized events, activities or gatherings that have the potential to cause a disturbance, or
involve alcohol must be approved by Residence Management to ensure compliance with
liquor, fire safety, noise and other applicable policies. Maximum capacity of a residence
room is defined as the number of residents that live in the room plus 2 guests each.
Unauthorized Articles and Theft
Only refrigeration appliances supplied with the room/suite/unit are to be used. No others are
to be brought into the residence. Irons, toaster ovens, coffee makers, electric kettles protected
by an automatic “shut off” may be used. In order for appliances to be approved for use in the
residence, they must bear a visible serial number and a CSA or UL identification tag.
Violence and Aggression
In violent or potentially violent situations residents are strongly encouraged to go to a safe
place or vacate the premises if it is safe to do so and call for assistance.
Weapons
A weapon is defined as any device that is designed for (or could be used for) the purpose
to intimidate, threaten, harm or kill. Examples of weapons include, but are not limited
to, handguns, dart guns, nerf guns, rifles, air guns, pellet guns, paintball guns, BB guns,
crossbows, swords, hunting knives, fishing knives, martial arts weapons, brass knuckles,
replica weapons, or any other prohibited device as defined in the Criminal Code of Canada.
PRIMARY AND SECONDARY CONTACTS
Every resident is required to identify two people as their Primary and Seconddary
contacts. It is suggested that these people are parents or legal guardians of the resident,
as they serve as emergency contacts. They may be also contacted if any other significant
concerns or problems arise with the resident, such as significant violations of the
residence rules, late payments or fees, or concern for their well-being. Sections 5.01 and
5.02 of the SRA provide more details about the Primary and Secondary Contacts.
RESIDENCE COMMUNITY LIVING STANDARDS
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35
6. JUDICIAL PROCEDURES
PRINCIPLES OF NATURAL JUSTICE AND PROCEDURAL FAIRNESS
The Principles of Natural Justice and Procedural Fairness must prevail in Judicial Procedures
to uphold the principle that justice must not only be done, but be seen to be done. The
principles are explained below:
(a) The resident has the right to be informed of the allegation(s) of offense(s).
(b) The resident is entitled to an opportunity to respond to allegation(s) of
offense(s) at a meeting with residence staff and is also entitled to a reasonable
notice of the time, place and nature of the meeting.
(c) The resident is presumed not to be guilty of the alleged offense(s) until an
impartial and unbiased Decision-maker has determined the offense(s).
(d) The resident is entitled to reasonable disclosure of evidence of the Incident Report
prior to a decision. Fact-finding occurs at a meeting with the Decision-maker.
(e) At meetings to discuss level three offenses, the resident is entitled to call a
reasonable number of witnesses to the meeting to discuss alleged offense(s).
This must be arranged with the Decision-maker prior to the meeting.
(f) The resident is entitled to be advised in writing of the decision about the alleged
offense(s) and the sanction(s) applied (if any).The decision about guilt or innocence
and any associated sanction(s) should be made within a reasonable time.
STANDARD OF PROOF
The information necessary to prove that an offense has occurred is referred to as the
standard of proof. Outside of a court of law, the model used by Seneca College is called
the Balance of Probabilities. The standard of proof has been met if at the conclusion of an
investigation, based on all credible information, the Decision-maker believes that the incident
reported probably occurred. This means that the information provided in the Incident
Report and in the judicial meeting demonstrated that the violation is more likely than not
to have occurred. The standard of proof for criminal cases is beyond a reasonable doubt,
which does not apply in Residence Judicial Procedures.
INCIDENT REPORTS AND JUDICIAL MEETINGS
A summary of the Judicial Process is presented in the chart following this section. Residence
staff will record behaviours, actions or negligence that may be offenses against Residence
Community Living Standards in Incident Reports. When necessary, the Incident Report
may also include appendices, such as e-mails, photographs, and/or Security, Police or Fire
reports. Residence staff will notify the resident(s) of the alleged offense(s) and will notify
them of a meeting to discuss the matter.
The purpose of a Judicial Meeting between a resident and a residence staff member
(Decision-maker) is to investigate allegations of offenses detailed in an Incident Report.
This is the opportunity for residents to be heard and explain their behaviour to the residence
staff member. While these meetings must comply with the Principles of Natural Justice
and Procedural Fairness and may result in formal sanctions, they are not designed to be
highly formal in nature. At the conclusion of the meeting the residence staff member will
follow-up with the resident in writing with a Decision Letter, which will outline all necessary
decisions about offenses, sanctions and any related deadlines. If the resident fails to
attend the Judicial Meeting with the residence staff member, the residence staff member
may choose to proceed and make a decision based upon all evidence available.
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COMMUNICATION BETWEEN RESIDENT(S) AND RESIDENCE STAFF
Residence staff will endeavor to communicate with residents via several methods to
discuss Incident Reports, deliver Decision Letters, and any other important aspects of the
judicial process: (a) a voice mail on the resident’s phone provided to them in their room,
(b) an e-mail to their Seneca College e-mail account or the account provided in their
application, (c) a letter placed in a residents mailbox or under a resident’s room door, or (d)
in person. Attempts to contact and communicate with a resident is deemed to be
satisfactory when any two of the above methods have been used by Residence Staff.
SENECA RESIDENCE JUDICIAL PROCESS
Incident Report
Alleged violations of the RCLS are documented by Residence Staff in an Incident Report
Alleged Level 1 & 2 Offences
Judicial Meeting with RLC (or designate)
Resident(s) meet with the RLC to review the
Incident Report.
Decision Letter
RLC communicates
decision about allegations,
offences, and sanctions to
Resident(s) in writing.
Incident Referred to
RLM (or designate)
In situations where
Resident(s) are repeat
offenders or Level 3
offences are assessed, the
Incident will be referred to
the RLM (or designate)
Alleged Level 3 Offences
Judicial Meeting with RLM
(or designate)
Resident(s) meet with the
RLM/OM to review the
Incident Report.
Decision Letter
RLM (or designate)
communicates decision
about allegations,
offences, and sanctions to
Resident(s) in writing.
RESIDENCE EMERGENCIES
Although the three levels of Offences and the Judicial Procedures are intended to apply
to most situations related to behaviour, there are conditions that warrant a heightened
level of concern for safety, security, health and wellbeing. These conditions require special
authority and guidelines. The following definitions and procedures ensure a swift, effective
response to conditions to protect Residents, guests, staff, the community and the Institution.
In consultation with the College and its threat assessment and emergency procedures,
the Director, Residence Operations is granted extraordinary authority to respond to Resident
Emergencies.
DEFINITION OF A RESIDENCE EMERGENCY
In consultation with the College, the Director is authorized to determine if Residence
Emergency conditions exist, which is defined by any one of the following:
(a) evidence that a Resident, student, or staff has been harmed or appears to be in
danger of harm,
(b) evidence that a Resident, student, or staff has harmed or poses a threat to harm
another individual or the community,
(c) evidence that a Resident, student, or staff has inflicted self-harm or appears to
be in danger of doing so.
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37
RESIDENCE EMERGENCY PROCEDURES
In consultation with the College, the Director is authorized to:
(a) suspend other rules in order to effect a swift response to a Residence Emergency
(b) turn the matter immediately over to appropriate authorities
(c) immediately relocate the Resident(s) involved within the Residence or off
campus, pending a meeting with the Resident
(d) authorize an Exclusion, which takes effect immediately and without notice,
pending a meeting with the Resident. This means that the individual:
a. is prohibited from accessing any service or facility of the Residence
b. may be escorted from the Residence and/or the campus
(e) determine Sanction(s) at Levels 1, 2, and 3, following a meeting with the Resident.
APPEAL PROCEDURES
(a) The Principles of Natural Justice and Procedural Fairness must prevail in Appeal
Procedures to ensure compliance with the principle that justice must not only be
done, but be seen to be done.
(b) Any resident found in violation of the Residence Community Living Standards is
entitled to submit an appeal.
(c) A resident has 72 hours from the date they receive their Decision Letter to start
the appeal process. Depending on the original decision rendered the appeal
process proceeds as follows (see Appeal Process Chart):
a. The first stage is the informal appeal, where the resident contacts the
Decision-maker in writing to appeal the decision. The resident may present
new information and/or alternate sanctions for the Decision-maker to
consider. The Decision-maker may alter the decision and/or sanctions.
b. If the resident determines outcomes of the informal appeal are not
satisfactory and they have grounds for a formal appeal they may
complete the formal appeal request form and submit it to the Residence
Front Desk, to the attention of the Residence Life Manager.
c. In the event of an eviction, there is no informal appeal. If the resident
has grounds for an appeal, the resident may complete the formal
appeal request form and submit it to the Residence Front Desk, to the
attention of the Residence Life Manager and Director, College Services.
(d) The resident requesting an appeal must demonstrate in their appeal request that
they have grounds for a formal appeal, which includes providing evidence of one
of the following items:
a. Bias: Alleged and reasonable apprehension of bias of the Decisionmaker who imposed the sanction(s).
b. Procedural Fairness: Alleged substantive failure by the Decision-maker
to comply with the Principles of Natural Justice and Procedural Fairness,
which may have affected the decision.
c. New information: Substantive new evidence which could not have
been available to the Decision-maker when making the decision.
(e) Once an appeal request is received, the resident(s) will be contacted in writing
within 72 hours to either set-up their informal appeal meeting or to notify them if
their request for a formal appeal will be granted. In the case of an eviction appeal,
if the formal appeal is granted, the Director of College Services will set-up the
Eviction Appeal Committee, which will be comprised of three (3) members of
the Residence Advisory Committee. One of the members of the Eviction Appeal
Committee must be a student. Residents appealing an eviction will be provided
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with additional information about Appeal Meeting procedures.
The individual or committee considering the formal appeal may, after reviewing
the case:
a. Uphold the findings and/or sanctions;
b. Reverse the findings;
c. Reverse or modify the sanctions;
d. Determine that there was a procedural error and ask the original
Decision-maker to re-hear the case.
(g) During a formal appeal, all sanctions (minus financial sanctions) remain valid until
they are reversed or modified by the individual or committee hearing the appeal.
(h) All decisions made in a formal appeal are final and are not subject to further appeals.
(f)
Appeal letters can be found online at www.senecarez.ca under the Resources header
SENECA RESIDENCE APPEAL PROCESS
Outcome of
Judicial
Process
Decision Letter
from RLC for Level
1 & 2 Offences
Decision Letter
from RLM
(or designate) for
Level 3 Offences
Decision Letter from
RLM (or designate)
for Eviction
Informal
Appeal
Resident and
RLC Meeting
Resident presents
new information
and/or alternate
sanctions to RLM/
RLC for consideration.
Resident and RLM
(or designate)
Meeting
Resident presents
new information
and/or alternate
sanctions to RLM
(or designate) for
consideration.
No Informal Appeals
Formal Appeal Request Form
Resident completes this form to request a Formal Appeal
Formal Appeal
Appeal Meeting
with RLC
Resident presents
new information
and/or alternate
sanctions to RLC for
consideration.
Appeal Meeting
with RLM
(or designate)
Resident presents
new information
and/or alternate
sanctions to RLM
(or designate) for
consideration.
Director, College
Services (or designate)
Reviews the Grounds
for the Appeal.
Appeal
Denied
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Eviction
Appeal
Hearing
39
APPEAL HEARING PROCEDURES
In this section, the resident appealing the eviction is referred to as the appellant and the
Residence Staff whose decision is being appealed is referred to as the respondent.
1.
The hearing will proceed as scheduled, even if the appellant or the respondent
does not attend.
2. The appellant and respondent may bring witnesses to the appeal hearing.
Participation of witnesses shall be limited to providing evidence and responding
to questions from the appeal committee. Witnesses may be present at the
hearing only when providing evidence or responding to questions from the
appeal committee.
3. The appellant and respondent may bring one support person to the appeal
hearing; however, support persons shall not participate in the appeal unless
called on by the Chair to do so.
4. Neither the appellant nor the respondent shall have the right to representation by
legal counsel during appeal hearings.
5. The appeal hearing shall proceed as follows:
a. An initial briefing and review of the case by the committee members;
b. Presentation of the case by the appellant;
c. Presentation of information by the respondent;
d. Subsequent re-examination of either party or any witnesses if required.
6. Each appeal shall be considered independently and on its own merits.
7. The Appeal Committee will carefully consider only:
a. The appeal grounds;
b. The evidence supporting the grounds presented orally (during the hearing);
c. The written evidence presented in the appeal letter, appeal request
form and supporting documents;
d. The written evidence presented in the respondent’s response submission;
e. Any written evidence accepted by the appeal committee from the
appellant or respondent during the hearing, providing that the appellant
and respondent both had a reasonable opportunity to read, understand
and respond to the document.
8. At no time should the committee deal with any matter outside the specific
concerns set out in the request for appeal.
9. The burden of proof in a disciplinary appeal rests with the appellant, who must
make a case to convince the appeal committee to decide in the appellant’s
favour.
10. All information reviewed and discussed during an appeal shall remain confidential.
11. In addressing the appellant’s specific concern(s), the appeal committee should
feel free to direct the parties to provide and produce additional material or
witnesses directly related to the appeal.
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RESIDENCE COMMUNITY LIVING STANDARDS
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WINTER BREAK CLOSURE INFORMATION
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WINTER BREAK INSPECTION CHECKLIST
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MOVE-OUT CHECKLIST
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NOTES
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NOTES
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Important Contacts
EMERGENCY
Emergency Medical Services
Front Desk
Security
9-911
6000
416-491-5050, ext. 2565
HOSPITALS
North York General
Scarborough Grace Hospital
416-756-6000
416-431-8200, ext 6433
SENECA COLLEGE
416-491-5050
RESIDENCE
Seneca College Residence
1760 Finch Avenue East
Toronto, ON
M2J 5G3
Phone:
Fax:
Email:
Web:
416-491-8811
416-491-0486
info.newnham@senecarez.ca
www.senecarez.ca
Last Updated: April 2014
Residence professionally managed by
Campus Living Centres Inc.