Residence Agreement
Wilfrid Laurier University Residence Agreement 2024/25
The Residence Agreement (the “Agreement”) contains important legal terms and conditions about your rights and responsibilities while living in a residence building at Wilfrid Laurier University (the “Residence”). The Agreement contains provisions that create obligations for you and imposes financial and/or other responsibilities should you fail to fulfill your obligations.
Please read the conditions of the Agreement carefully.
Upon admission to Residence, and for the term of residency, I acknowledge and agree to comply with the terms and conditions in this Agreement and to abide by all Residence rules, regulations and guidelines, as may be amended or updated from time to time, in the University’s sole discretion. I understand that this is a legal and binding agreement.
This Agreement becomes effective upon receipt by Wilfrid Laurier University (“Laurier” or “University”) of the signed acceptance of an Offer of Residence. The signed Offer of Residence constitutes acceptance of these terms and conditions and evidence that the Resident fully understands and agrees to be bound by this Agreement and all applicable University and Residence policies and standards as a condition of living in residence at Laurier.
Table of Contents
1. Residence Room
1.1 Students living in a Laurier Residence (the “Resident”) will be assigned to a specific room in Residence by the University (the “Room”). The Resident must be a registered full-time student at Laurier in order to be assigned a Room and live in Residence.
1.2 Any change in student registration status must be reported as soon as possible to the Residence Office. In the event that a Resident drops down to part-time status, it may impact their ability to remain in Residence. If a Resident is no longer enrolled in any University courses, they will be required to vacate their room. If a Resident is required to leave residence as a result of their student registration being voided by the University, residence fee and charges will only be refunded based on the date of a completed withdrawal. The check-out process must be completed, and the room/building keys returned to the Residence Office, for the withdrawal to be considered complete.
1.3 The Resident may not assign or transfer the Room or permit any other person to occupy the Room except as permitted by the University. The Resident may not change rooms without the consent of the Residence Office, in consultation with the Residence Life Management Team. If the change is approved, the Resident must complete all paperwork and return all keys from the original Room.
1.4 The University may reassign the Room by giving reasonable advance written notice if the University determines in its sole discretion that such re-assignment is advisable in the interests of health, safety, well-being of an occupant and/or the Residence community, maximization of resources, as a result of an outcome of the conduct process, or the administration of the Residence program.
2. Occupancy
2.1 The occupancy period in Residence for the Fall academic term begins on the assigned move-in day of Fall Term and ends 24 hours after the Resident’s last scheduled examination in the Fall Term. The occupancy period for the Winter academic term resumes 24 hours prior to the first scheduled day of classes in the Winter Term until 24 hours after the Resident’s last scheduled exam in the Winter Term. If a Resident does not have any exams scheduled on the official University exam schedule, they must depart Residence by the first designated study day of the semester in question. Under exceptional circumstances, a student may request permission from the Residence Life Manager to exceed the occupancy period for a limited time. There may be a daily/weekly charge for occupancy before or after the official occupancy period. Under NO circumstances may a Resident stay in Residence after April 30 during any academic year.
2.2 The Room will only be held for the Resident until the Friday following the first day of the start of classes for the academic term to which the residence application applies, unless alternate arrangements are confirmed in writing with the Residence Office, in advance.
2.3 The Resident accepts full responsibility for the use of the assigned Room and its contents and accepts all financial responsibility for damages and/or losses incurred. The Resident agrees that rooms may be inspected from time to time. Following inspection and at the sole determination of the University, the Resident will be invoiced for any cleaning and/or repairs required.
2.4 The Resident is required to remove all personal property before moving out. All charges for additional cleaning required, for removal of personal property, and for any loss or damage to the Room will be billed to the Resident’s student account(s).
2.5 Belongings left behind upon move-out will be considered abandoned and will be disposed of by the University. The University accepts no responsibility for the storage or safekeeping of property abandoned in residence rooms and/or residence common spaces.
2.6 The Resident acknowledges that this Agreement and the Resident’s occupancy in Residence is not governed by or subject to the provisions of the Residential Tenancies Act, 2006, S.O. 2006, c.1 as amended from time to time.
2.7 The Resident acknowledges that construction, renovation or repair projects near the Residences, may, from time to time, cause noise, disruption, and/or inconvenience for some or all Residents. The University will not offer fee adjustments or any other compensation for the inconvenience resulting from such work.
3. Fees and Charges
3.1 The Resident shall pay to the University all fees and charges for the Room and any applicable additional fees, including meal plan fees. The Residence deposit fee will be considered to be part of the first payment installment for Residence and is non-refundable.
3.2 Failure to pay any required fees by the established deadlines will result in interest charges and at the sole discretion of the University, the possible withholding of academic results, restriction on future course registration and awarding of degrees. In addition, the failure to pay fees may, at the sole discretion of the University, result in the termination of this Agreement and removal from the Room.
3.3 The Resident is required to pay fees for the full eight-month term of this Agreement (i.e. the Fall academic term and the Winter academic term). Residence fees and charges are not refundable if the Resident chooses to leave Residence while maintaining student registration at Wilfrid Laurier University.
3.4 Residence fees and charges are not refundable if the Resident is required to leave Residence for conduct-related reasons, including violation of the terms of this Agreement, Residence policies and standards and/or non-academic misconduct set out in the Residence Code of Conduct and the Wilfrid Laurier University Non-Academic Student Code of Conduct (University Policy 12.3).
3.5 In the event of termination of this Agreement by the University without fault, misconduct or breach of this Agreement by the Resident, the University shall provide, at the University’s discretion (i) a pro-rated refund of Residence Fees already paid by the Resident, or (ii) a pro-rated credit to the Resident’s University account of Residence Fees already paid by the Resident. There is no refund of the $600 Residence deposit fee. Residence fees will not be refunded for withdrawals after December 1st in the Fall academic term or for withdrawals after April 1st in the Winter academic term.
4. Risk and Responsibility
4.1 The Resident shall not do or permit anything to be done in the Room or a University residence building which:
a. is illegal;
b. is contrary to the Residence or University policies or standards;
c. is a nuisance or interferes with other resident’s reasonable use and enjoyment of the Residence;
d. is a danger to anyone in Residence;
e. causes or could reasonably cause damage to a person or property in Residence.
4.2 The Resident accepts responsibility for the safekeeping of the keys and access card(s) issued for the Room and/or residence building(s). The Resident agrees to report all lost or stolen keys, access/student cards to the Residence Office within 24 hours of them being missing and shall make arrangements to pick-up replacements within 10 days. Key replacement for lost and/or damaged keys and lock changes (if required) will be processed at the resident’s expense.
4.3 The Resident is responsible for cleaning and maintaining an orderly state of the Room during the term of the residency, including ensuring the Room is clean and free from garbage that may pose a health or safety risk.
4.4 The Resident agrees that the University reserves the right to have authorized staff enter rooms for the purpose of maintenance, repairs, inspection, University investigations, emergency, or determining that the Resident is compliant with Residence and University policies and this Agreement.
4.5 The Resident understands and agrees that any damages, theft and/or loss of University property in a common area that cannot be identified as the responsibility of specific individuals, will be the responsibility of all students in the Residence section, floor, community, or building in which the damage, theft and/or loss occurred. The Resident understands and agrees that the costs for repairs, cleaning or replacement of University property will be divided and assigned to each applicable Resident and that the Resident shall pay their proportionate share.
4.6 The Resident agrees to be accountable and responsible for the behaviour of their guests and for ensuring that guests observe the terms and conditions of this Agreement and the Residence policies outlined in the Residence Code of Conduct.
4.7 The Resident understands that property and liability insurance will be included as part of the Resident’s residence fees. This insurance will cover the Resident’s personal belongings and protect the Resident against loss or damage that the Resident may be liable for. Insurance coverages provided through this program are $10,000 contents coverage, $1,000,000 personal liability coverage and $2,500 additional living expenses. For Residents who maintain their own insurance throughout their residency, the coverage provided by this program is primary and any personal policy will sit in excess. The Resident will receive a policy in their name outlining the coverages provided under the program, and will be provided a website address where they can access the policy wording.
4.8 The Resident understands and agrees that the University assumes no obligation or liability for lost, stolen, or damaged items of personal property under any circumstance. The University will not be liable, directly or indirectly, for any loss or theft of personal property, or damage or destruction of personal property.
5. Termination
5.1 The University may terminate this Agreement and require the Resident to vacate the Room for breach of the terms of this Agreement or violation of Residence Code of Conduct and the Wilfrid Laurier University Non-Academic Student Code of Conduct (University Policy 12.3) upon not less than 48 hours advance written notice. Resident conduct including: (i) possession of, using or trafficking illegal drugs, or any other controlled substance; (ii) harassing or violent behaviour; (iii) other serious conduct behaviour impacting the health or safety of other students or staff, may result in immediate termination of this Agreement and the Resident may be required to vacate the Room immediately for conduct related reasons.
5.2 If the University terminates this Residence Agreement for breach of its terms or for reasons related to the Resident’s conduct, the Resident shall remain responsible for payment of the full Residence fees for the full term of this Agreement and shall not be entitled to any refund.
5.3 The University may terminate this Agreement with written notice if the University determines, in its sole discretion, it is prudent to do so for health and safety or public health reasons or to maintain the safety, security or wellbeing of the University community, or if it determines it is required to do so by law or government directive.
5.4 A Resident who is unable to continue living in Residence due to medical reasons, and/or exceptional circumstances beyond their control, may submit a written application, along with any applicable supporting information, to the Residence Office to request a pro-rated refund of their Residence fees. Applications will be considered and determined by the University in its sole and absolute discretion.
6. Health and Safety
6.1 The Resident agrees to abide by all University procedures, policies, standards and instructions for health and safety on University campus. This includes, but is not limited to, any measures related to preventing or mitigating the spread of infectious disease or quarantining if a Resident is suspected of carrying an infectious disease.
6.2 The Resident acknowledges that the University may, from time to time, impose additional rules, procedures and protocols as it deems necessary or as it may be required to do so by public authorities to mitigate against the risk of the spread and/or transmission of infectious disease, including COVID-19 and related sub-variants, in University Residences. The Resident warrants that they will comply with all such rules, procedures, and protocols and understands and agrees that failure to do so may result in termination of the Residence Agreement and the Resident being required to vacate the Room.
6.3 The Resident will provide the name of an emergency contact with up-to-date contact information (telephone, email, address). The Resident consents to the university contacting the emergency contact in the event that the Resident requires emergency medical assistance, if there are health or safety concerns, and/or in the event that the Resident’s housing status changes. This emergency contact information will be entered into the online Residence Application and online Medical and Emergency Information Form. The Resident will notify the Residence Office immediately if there are changes to the emergency contact.
7. External Circumstances
The University shall not be liable for the failure to provide the residential accommodation which is provided for in this Agreement when such failure is caused by fire, explosion, water, Acts of God, civil disobedience or disturbances, strikes, lockouts, or other labour interruptions, pandemic or epidemic, vandalism, war, riot, sabotage, failure of public utility services, governmental rules, or any other courses which are beyond the reasonable control of the University (“Emergency” or “Emergencies”). If the Residences cannot open and/or must close for any such Emergency, the University will use reasonable efforts to ensure that students are notified in advance and the University will use reasonable efforts to mitigate against the effects of the Emergency. The University is not liable for any loss in these Emergencies. There shall be no compensation in any form whatsoever for inconvenience or discomfort suffered as a result of Emergencies or other circumstances which are beyond the control of the University. In the event that the Residences cannot open and/or must close due to the actions of third parties with respect to planned or unforeseen renovation or construction, which are beyond the control of the University but not an Emergency, the University shall make reasonable efforts to notify Residents in advance and provide substitute accommodation on- or off-campus.
8. Limitation of Liability
The University's total aggregate liability to the resident for any and all claims related to this Agreement or to the Resident's occupancy in Residence shall in no event exceed the amounts actually paid by the resident to the university pursuant to this agreement. In no event will the university be liable for the loss of business or profit or for any special, indirect, punitive or consequential loss or damage, regardless of whether such loss or damage arises under contract, tort, or based upon strict liability or other theory of law or equity, where such loss or damage arose in connection with this agreement or the resident's occupancy in residence. The pricing for residence reflects this allocation of risk.
9. COVID-19 Release, Waiver, and Assumption of Risk
Please read the following paragraphs carefully as you are giving up important legal rights, including the right to sue Wilfrid Laurier University.
9.1 The Resident acknowledges that starting in March 2020, the Government of Canada, the Province of Ontario, and local governments responded to the emergency of the COVID-19 Virus (“COVID-19”) by enacting a variety of statutory amendments, regulations, orders, by-laws, and public health initiatives and requirements.
9.2 The Resident understands that the University is legally required to operate its Residences in accordance with all applicable laws, including the Occupational Health and Safety Act and the regulations made under it, and in compliance with the advice, recommendations, and instructions of public health officials (together, “Government Regulations”), which are subject to change as public health circumstances evolve. The Resident understands that the University may also adopt rules and policies that relate to COVID-19 that are in excess of, or more cautious than, the then current applicable Government Regulations. As such, the Resident undertakes and promises to abide by Government Regulations and the University’s rules and policies in relation to the pandemic.
9.3 The Resident will immediately report to the Residence Office if they have been advised by a medical professional or a public health official to self-isolate or to be tested for COVID-19 and the Resident understands that this information may be shared with University staff on a need to know basis for health and safety and/or public health reasons. In either of these circumstances, the Resident shall comply with all University implemented COVID-19 rules and policies for students living in Residence, and the Resident understands and agrees that failure to do so may result in termination of this Agreement under section 5 and the Resident’s removal from Residence.
9.4 Assumption of COVID-19 Risks
I understand that while Wilfrid Laurier University has undertaken reasonable steps to lessen the risk of transmission of COVID-19 in connection with the Residence (including any related travel), the University is not responsible in any manner for any risks related to COVID-19 in connection with the Residence. I hereby voluntarily accept and assume all risk of loss, personal injury, sickness, death, damage, and expense arising from COVID-19.
9.5 Release and Waiver. In consideration of the provision of space in residence and other residence services provided by Wilfrid Laurier University I, hereby forever release, waive, discharge, and covenant not to sue Wilfrid Laurier University and its past, current, and future officers, directors, employees, members, volunteers, contractors, representatives, parents, owners, affiliates, agents, successors, and assigns (collectively, “Residence Provider”) from any and all damages, injuries, losses, liability, claims, causes of action, litigation, or demands causes of action or claims, including but not limited to those for personal injury, sickness, or death, of any nature whatsoever which may be incurred in relation to COVID-19 and in connection with my participation in Residence or any travel related thereto.
This COVID-19 Assumption of Risk, Release, and Waiver of Liability Agreement set out in this section (referred to in this section as the “Release and Waiver”) shall be binding on my heirs, executors, administrators, successors, and assigns. I expressly agree that this Release and Waiver is intended to be as broad and inclusive as is permitted by applicable laws, and that if any portion of this Release and Waiver is found to be void or unenforceable, the remaining portions shall remain in full force and effect. This Release and Waiver may be executed, made, and delivered electronically.
10. General
10.1 Notices: Any notices required to be given by the University to the Student under this Agreement shall be deemed to have been received if delivered to the Student’s @mylaurier.ca email address.
10.2 Assignment: The Student may not assign or transfer this Agreement or their Room to any other person.
10.3 Waiver: No failure or delay on the part of the University to exercise any right or remedy under this Contract shall be construed or operate as a waiver of that right or remedy generally.
10.4 Governing Law: This Contract shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable.
10.5 Enforceability: The University and the Student agree that if a provision of this Agreement or part of a provision, becomes, or is determined to be, invalid, illegal or unenforceable, such provision or part of a provision shall be deemed amended to conform to applicable laws so as to be valid and enforceable or, if it cannot be amended without materially altering the intention, it shall be stricken and the remainder of this Contract shall remain in full force and effect.