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KOÇ UNIVERSITY

GRADUATE HOUSING

DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1

Dept. in Charge: DM

No : 1 / 11

1. OBJECTIVE

The objective of this directive is to establish the qualifications sought in Graduate Students who will stay at Koç University dormitories, administrative principles, student discipline issues, and the procedures and principles regarding housing inspections.

2. SCOPE

The Directive applies to Koç University Dormitory Management staff and the entire community of

Graduate Students seeking housing opportunity in the university dormitories.

3. REFERENCES

ISO 9001:2000 Article 5.5.3, Article 7.2.3

Y20-YM-001 Koç University Student Dormitories Directive

P20-YM-004 Student Dormitory Check-out Procedure

Institutions of Higher Education Student Discipline Regulations

Koç University Foundation and Organization Regulations

4. DEFINITIONS

4.1. Dormitory Commission: The Commission is comprised of Secretary General of the University,

Student Dean, Assistant Student Dean, Dormitory Manager.

4.2. Board of Trustees: It is the topmost decision-making body at the University and represents the legal entity of the University. The tasks of the Board of Trustees are described in the Foundation and

Organization Regulations.

4.3. Student Dean’s Office: The Office consciously formulates, develops, and monitors extracurricular activities that cater to the cultural, social, and personal development of students. It develops and implements programs that facilitate and support students as they adapt to university life.

4.4. MA/MS/MBA: Refers to the various departments of graduate study.

4.5. Visitor/Guest: Refers to all individuals except apartment residents.

4.6. Dormitory Officer: Refers to staff who offers a comfortable and peaceful housing ambiance to students qualified to stay at the dorms within the framework of predefined standards, and ensures that the activities aimed at improving service quality are managed, followed up, and inspected in accordance with the principles of Koç University Student Dormitories Directive.

4.7. Apartment: Refers to the off-campus apartments rented out to graduate students.

5. RESPONSIBILITIES



It is the responsibility of the Dormitory Manager to formulate this Directive.



It is the responsibility of the Secretary General to implement this Directive.



It is the responsibility of the Dormitory Management to implement and coordinate this Directive.

NOT: Kağıda baskı alındığında, özel olarak Süreç Geliştirme Birimi tarafından işaretlenmemiş kopyalar “Kontrolsüz kopya” dır.

KOÇ UNIVERSITY


DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1


No : 2 / 11

6. BASIC PRINCIPLES

None.

7. METHODOLOGY

7.1. General Conditions

Students with or without scholarship awards admitted to our University are accommodated in offcampus apartments. The apartments are furnished inclusive of white goods, and designed to accommodate 1 Graduate Student per room.

7.2. Breakdowns and Repair

Any breakdown in the rooms or off-campus apartments shall be fixed by the units or persons in charge upon logging on Trackit on the web page. The Dormitory Management shall not be held accountable for breakdowns that are not notified or that are fixed by the students.

7.3.

Housing Facility

Apartment allocation is planned in the following order:

1.

Full-scholarship graduate students who will be employed as assistants and residing in our out of

İstanbul

2.

Tuition-paying graduate students from outside Istanbul

3.

Tuition-paying graduate students residing in İstanbul

As for local/international guest research assistants who are commissioned for special research projects, and assistants who are required to extend their stay due to similar research projects, it may be possible to assign rooms upon approval of their Dean or Assistant Rector in charge of research, and on condition that there is a clear description of the budget that accommodates their rent.

Extension requests resulting from extended thesis studies may only be planned upon approval of the

Institute Director, in return for a specified rate, and based on room availability.

The abovementioned requests shall be notified to the Dormitory Management by the end of July each year.

There is no family housing available.

7.4. Housing Fees

The housing fee for the assistant staff stipulated by the University administration is deducted from the scholarship tuition of assistants. The scholarship to be paid out to other students is stipulated by the

Rector’s Office upon recommendation of the Dormitory Commission.

7.4.1.

The housing fee covers accommodation, ADSL, phone (fixed amount), general expenses

(apartment contribution fees), water, electricity, and transportation. The fee excludes food expenses.


KOÇ UNIVERSITY


DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1


No : 3 / 11

7.4.2.

The telephone bill is distributed equally among the apartment residents.

For students staying in apartments;

7.4.3. Heating Fees: In apartments featuring a “combi” boiler (individual heating) system; “1 sq.m. heating: 3,14 m 3 /month”.

7.4.4. Electricity Fees:

223 kwh/month for apartments accommodating 3 students


275 kwh/ month for apartments accommodating 5 students


7.5.4.1. Additional quota for electricity: An additional quota applies due to the electrical water heater system installed in our apartments in Acarlar Residential Complex.

7.4.5. Water Fees:

12 m 3 /month for apartments accommodating 3 students

15-m3/ month for apartments accommodating 4 students

18 m 3 / month for apartments accommodating 5 students

21 m 3 / month for apartments accommodating 6 students

The amount in excess of the abovementioned fees is monitored through the invoices delivered to the apartments on a monthly basis, and the amount exceeding the quota is deducted in equal shares rom the scholarships/deposits of students residing in that apartment.

7.5. Application and Placement Procedure

7.5.1.

Applications are filed at the Graduate Student Secretariat of the respective Institutes. In line with the incoming demand, Dormitory Management allocates apartments on the basis of availability and effectual rules.

All apartments are available as single sex.

For off-campus housing, allocation of rooms to newly assigned students who will be sharing the same apartment is identified upon coordination of the Dormitory Management, either by means of a draw among residents of the apartment or in order of application.


KOÇ UNIVERSITY


DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1


No : 4 / 11

The former residents of the apartment may move to the available rooms in the apartment upon notification of the Dormitory Management to issue grant of approval.

7.5.2.

Rooms with a bathroom are priced higher compared to the other rooms in the apartments.

Residents who are entitled to a room with a bathroom in the same apartment may renounce their right unless they are willing to pay the extra fee.

7.6.

Boarding Placement Procedure

7.6.1. A one-year contract is signed with the University.

7.6.2. In the event of mutual satisfaction, the contract is automatically renewed. Should the student decide to move out but fail to provide one-month notice, his contract shall be renewed.

7.6.3. Regarding assistant students with full scholarship, they pay the deposit in 2 monthly installments or the room rent is deducted monthly from their scholarship.

7.6.4. Graduate students without scholarship may pay the deposit and (4 months of) rent before the date of occupancy, and they may move in after signing the F20-YM-P10-02 Housing Contract.

The remaining 4 months’ rent is paid in the following February.

7.6.5.

Students who have deposited their payments sign the F20-YM-P10-02 Housing Contract at the

Dormitory Management. The Dormitory Officer and the student mutually fill out the F20-YM-

P10-01 Room Delivery Bill based on the inventory of the furniture in the room, after which the

Dormitory Officer turns in the room to the student.

7.6.6. Those who wish to move in on Saturday, Sunday or official holidays pay the dormitory fees in advance as described above, and move into their rooms after declaring their payment documents at the Dormitory Management. These students are obliged to sign the F20-YM-P10-

02 Housing Contract 5 business days within their date of occupancy and shall be dismissed of the Dormitory otherwise.

7.6.7. The housing period corresponds to the regular academic period for graduate studies. Check-out date is announced by the academic departments. During the period in question, the Dormitory

Management holds the right to switch rooms/apartments of students if deemed necessary.

Students lose their rights of residence in case the duration of their academic studies is extended.

When special circumstances emerge, extensions for housing period may be allowed, submitting a letter signed by the student’s professor from the Institute stating a valid reason. This should occur at least one month before the check-out date and the budget should be stated. Extensions of stay depend on availability. The end date for the extended stay should be specified on the permission form.

7.7. Moving Out of the Room /Apartment

Before moving out, students make an appointment with the relevant staff at the Dormitory

Management and initiate the check-out procedure.


KOÇ UNIVERSITY


DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1


No : 5 / 11

7.7.1. The apartment shall be subject to inspection by the Dormitory Management to identify any damages to the equipment or dormitory furniture, any outstanding rent, or any outstanding invoice payment for exceeding the quota. In case of an outstanding debt, the amount is deducted from the deposit and the balance is returned to the student. Since the electricity, water, natural gas expenses of a given month are invoiced one month later, the balance is returned to the student one month after moving out.

Students can no longer stay in the apartment after turning in the keys and filling out the checkout form.

7.7.2. Financial Matters:

7.7.2.1. Graduate students with TÜBİTAK (Scientific and Technological Research

Council of Turkey) scholarship,

7.7.2.1.1. Since assistant students on full scholarship (from TÜBİTAK) are reimbursed by TÜBİTAK, it is the student’s liability to pay the deposit in full to the bank accounts of our University.

7.7.2.1.2. Should assistant students on full scholarship (from TÜBİTAK) opt out of staying in rooms assigned to them by our University, they may get student aid for rent as long as they continue their relationship with our University.

7.7.2.1.3. Should assistant students wish to leave their room during the academic year, their rent will continue to be deducted throughout the contractual term. The initial deposit of 400 TL shall be returned to the students as they move out of the apartment, in accordance with the principles laid out in

7.8.1.

7.7.2.2. Graduate students with scholarship awards from our University,

7.7.2.2.1. The room fees of assistant students with scholarship awards from our

University get deducted from their salary on a monthly basis while the deposit amount is deducted in two installments.

7.7.2.2.2. Should assistant students wish to leave their room during the academic year, their rent will continue to be deducted throughout the contractual term. The initial deposit of 400 TL shall be returned to the students as they move out of the room/ apartment, in accordance with the principles laid out in 7.8.1.

7.7.2.3. Tuition-Paying Graduate Students,

7.7.2.3.1. May get hold of their room keys upon declaring the payment slip for the rent and deposit for the whole term at the Dormitory Management.

7.7.2.3.2. Assistant students who wish to leave their rooms during the academic year shall not be entitled to any return of payment. The initial deposit of 400 TL shall be reimbursed to the students as they move out of the room/ apartment, in accordance with the principles laid out in 7.8.1.


KOÇ UNIVERSITY


DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1


No : 6 / 11

7.8. Damage Indemnity

7.8.1. The use of the furniture in the apartment and common areas is under the responsibility of the apartment residents.

7.8.2.

Students who cause damage in the apartment are responsible to reimburse the damage.

7.8.3.

In case more than one student has caused the damage, the incurred loss shall be collected in equal amounts from each student.

7.8.4.

In case it is not possible to identify the source of the damage in common areas, the arising loss shall be reimbursed equally from the residents of the apartment/room or be deducted from their deposit.

7.8.5. Dormitory Management and Procurement Management shall calculate the incurred loss.

7.9. Housing Rules

7.9.1. Should the Dormitory Commission deem necessary, students who fail to adhere to the rules may get suspended or discharged from the apartment.

7.9.1.1.

Students suspended from the University for any reason shall be discharged from the apartment.

7.9.1.2. Our University refuses responsibility for student belongings left in the apartment upon dismissal from the University.

7.9.1.3.

In accordance with articles 7.9.1.1 / 7.9.1.2, any belongings found in the apartment shall be disposed of.

7.9.2. Visitors:

7.9.2.1.

The use of an apartment by someone other than the apartment owner is the responsibility of students who have received visitors.

Should such incident be repeated, the student gets suspended and is dismissed from the apartment with no reimbursement.

7.9.2.2.

Cleaning:

7.9.2.2.1.

The apartment is cleaned up in the beginning of the academic year before delivery to students.

7.9.2.2.2.

Students are liable to return the room in clean state to the Dormitory

Management.


KOÇ UNIVERSITY


DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1


No : 7 / 11

7.9.2.2.3.

Students who fail to fulfill their cleanup obligations in the apartments and common areas shall be charged a cleaning fee of 100 TL to be deducted from their deposit.

7.9.2.2.4.

Residents are liable to keep their rooms and common areas clean.

7.9.2.2.5.

No pets are allowed (e.g. cats, birds) in apartments and common areas.

Students who keep pets in the apartment shall be suspended from the dormitory.

7.9.2.2.6.

It is prohibited to pound nails on the walls, cause any damages, or use glue that taints the wall paint.

7.9.2.2.7.

Damages to the immovables in the apartment shall be deducted from deposits.

7.9.2.2.8.

Students who are moving out should return the room in its original state. Any damages to the inventory or outstanding cleaning charges shall be deducted from the deposit amount. All apartment residents share responsibility for any damages or cleaning charges of the common areas.

7.9.2.3. Cleaning materials: Apartment residents supply their own cleaning materials

(soap, toilet paper, etc.) for personal use.

7.9.2.4. Using the kitchens: Students who use the kitchens should follow instructions for use, and seek safety and hygiene, leaving the electrical devices safe and the kitchen clean.

7.9.2.5. Health: In case of health emergencies, students notify Koç University Health

Center. Dormitory Management closely monitors students’ health issues in coordination with the Health Center. It is prohibited to seek unjustified services from the Health Center.

7.9.2.6. Noise: It is prohibited to be too noisy to the point of creating disturbance for others, and raise the volume of electrical or electronic devices (such as music sets, TV sets or computers) too high.

7.9.2.7. Keys: In case a student loses his keys, he will be supplied with a new set of keys, with 30 TL deducted from his deposit for each key. Students shall bear the costs in case the door lock needs to be replaced.

7.9.2.8. Alcoholic beverages and their consumption: It is strictly forbidden to keep alcoholic beverages or empty bottles in rooms/apartments. Should such incident be repeated, the student’s right to residence may be written off.


KOÇ UNIVERSITY


DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1


No : 8 / 11

7.9.2.9.

It is strictly forbidden to use firearms, sharp objects, firework, or explosives.

Student shall be discharged from boarding with no prior warning.

7.9.2.10.

It is strictly forbidden to use and to keep drugs or stimulant substances. Student shall be discharged from boarding with no prior warning.

7.10. Room Safety

7.10.1.

The principal responsibility for the safety of rooms / apartments is upon students.

7.10.2.

It is highly recommended that students lock the doors as they leave the apartment /their room, and insure their valuables against theft or other sorts of damage.

7.10.3.

The University shall not be held accountable for incurred losses and damages.

7.10.4.

However, the University shall offer help to the student in managing the administrative and legal procedures.

7.11. Penalties

Students residing in apartments are responsible to adhere to the rules stipulated by Koç University and described in the articles above.

Dormitory Management preserves the right to control adherence to the abovementioned rules as it deems necessary.

Dormitory officers may advise the Rector’s Office to cancel the rights of residence of students who fail to adhere to these rules.

7.12. Discipline Procedure Regarding Housing

Students who are identified to disrupt order and discipline in the rooms or exhibit indecorous behaviors and attitude may be subject to “Warning and Reprimand” penalty by the Dormitory

Management.

7.12.1. Attitude and Behaviors Calling for Warning Penalty:

7.12.1.1.

Exhibiting indecorous behaviors and attitude that clash with the responsibility of being a student (Resistance to dormitory officer, not letting in the apartment, Ref

7.12. article etc.)

7.12.1.2.

Acting rude and disrespectful towards others (building residents, dormitory officers, etc.)


KOÇ UNIVERSITY


DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1


No : 9 / 11

7.12.1.3.

Disturbing fellow residents by not paying attention to cleanliness or being disorganized or disrupting order continuously.

7.12.1.4.

Being too noisy, causing disturbance due to improper use of audio-visual equipment.

7.12.1.5.

Failing to offer a timely response to the Dormitory Management’s queries without any justification,

7.12.1.6.

Refraining from receiving written notices calling for action or failure to respond to such notices on time; hampering the work of Dormitory Management.

7.12.1.7.

Failing to adhere to the issues explicated in the graduate housing directive.

7.12.1.8.

Repetition or continuation of such attitude and behavior may be subject to a higher level of penalty.

7.12.2. Attitude and Behaviors Calling for Reprimand Penalty:

7.12.2.1.

Exhibiting indecorous behaviors that discredit student prestige and abuse the trust in the student.

7.12.2.2.

Writing on walls, doors, dormitory furniture; scribbling signs or similar shapes; sticking items; causing damage; hanging posters or banners outside one’s own room without approval of the Rector’s Office or Student Dean’s Office; misusing the dorm rooms, facilities and surroundings.

7.12.2.3.

Removing, tearing, changing notices; writing, or drawing pictures on notices posted or permitted by the Dormitory Management.

7.12.2.4.

Providing incomplete or wrong information to the Dormitory Management or providing no information at all when requested.

7.12.2.5.

Failure to adhere to the issues stated in the housing directive.

7.12.2.6.

Repetition or continuation of such attitude and behavior shall be subject to a higher level of penalty.

7.12.2.7.

Polluting the surrounding environment.

7.12.2.8.

Accommodating non-residents in the apartment.

7.12.2.9.

Failure to abide by the rules and prohibitions set by the Dormitory Management and other authorized bodies.

7.12.2.10.

Keeping pets in the apartment.


KOÇ UNIVERSITY


DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1


No : 10 / 11

7.12.2.11.

Receiving two or more warning penalties, even if their content may be independent of one another

7.12.2.12

.Changing passwords of modems, etc. without notice of the Dormitory

Management.

7.12.3. Attitude and Behaviors Calling For Suspension Penalty:

7.12.3.1.

Keeping and using weapons, explosives, inflammables, injurious or destructive equipment in the dormitories.

7.12.3.2.

Gambling or keeping gambling tools and equipment in the dormitories.

7.12.3.3.

Using or keeping drugs or stimulants.

7.12.3.4.

Fighting.

7.12.3.5.

Stealing.

7.12.3.6.

Keeping and consuming alcoholic beverages.

7.12.3.7.

Disrupting peace and calm in the apartment.

7.12.3.8.

Using the apartment for purposes other than accommodation; subletting the apartment, throwing parties.

7.12.3.9.

Damaging dormitory furniture and facilities.

7.12.3.10.

Misinforming the Dormitory Management or providing them with false statement.

7.12.3.11.

Intervening with authorized personnel, disregarding warnings.

7.12.3.12.

Engaging in other inappropriate acts that offend good morals a student is expected to observe.

7.13.

All our students residing in dormitories shall be accountable for the most updated version of this directive published on the WEB site.

8. RECORDS

F20-YM-P10-01 Room Delivery Bill

F20-YM-P10-02 Housing Contract


KOÇ UNIVERSITY


DIRECTIVE

Y20-YM-003

Date : 20.11.2012

Update No: 1


No : 11 / 11

9. REVIEW

The Dormitory Manager is responsible with the review and update of this directive. The review process takes place in July each year.

10. REVISION/ DISTRIBUTION/ APPROVAL CHART

Revised page

Date Revision

20.11.2012 New Issue

Revised by

Distribution

Rector’s Office, Office of Secretary General, Dormitory Management, Security Management

Eligibility Approval (Dormitory Manager): Validity Approval (Rector):


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