Contracts & Payments

Below you will find policies and procedures pertaining to contracts and payments for residence life at BSU.  These statements pertain to the current academic year, 2019-2020.  Please refer to the Terms of Agreement for any changes for the 2019-2020 academic year for on campus housing.

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Dates of Contract

The Residence Hall Contract is binding for the academic year (fall and spring semesters) or for the portion of the academic year remaining at the time of initial occupancy. The Department of Housing & Residential Life reserves the right to change contract dates. Notification of changes will be provided to all Residence Hall Contract holders through letters, departmental publications, and the Departmental website.

Fall Semester 2019

9AM, August 23 – Noon, December 19

Semester Break

December 19, 2019 through January 12, 2020
All residence halls remain open during the semester break. There is no charge to stay in a room if the Resident has a fall and spring contract. No meals are served during semester break.

Note: The first day of the Residence Hall Contract is the first day that housing is provided to the resident.

Early Arrivals & Late Departures

Residents are expected to plan arrival to and departure from the residence halls according to the dates of the contract. Early arrival and late departure are difficult due to the need to complete cleaning and repair, the use of rooms by summer groups, and the need to assign rooms to incoming students. If you would like to request early arrival to or late departure from the residence halls, you will need approval from the Department of Housing & Residential Life (48 hour notice is strongly suggested). The nightly charge is prorated based on your semester room rate.

Early Arrival Key Pick Up for Fall 2019

Monday – Friday: 8:00 a.m. to 4:00 p.m. at the Housing & Residential Life Office
All other times: Contact the Staff Member on Duty (218) 308-1292

Residential Living Requirement

Residential Life wants all students to be successful.  Living on campus is proven to result in higher grade point averages, more completed credits, and higher retention rates than students living off campus.  First-year students who are less than one-year removed from high school graduation and international students who are classified as unmarried and an undergraduate must reside in university housing until completion of their first academic year at Bemidji State University. All first-year and international students will be required to apply for university housing unless the student is subject to one of the exemptions below.

Certain first-year students will be automatically exempt from this policy but must submit for approval an EXEMPTION FORM  Exemption Form Residential Living Policy that one of the following criteria is met:

  • First-year students who are 21 years of age at least ten days prior to the start of fall term.
  • First-year students who will be living with parent(s) or legal guardian(s), within 50 miles of Bemidji State University, during the academic year will be exempt from this policy. Student must provide verification.
  • Current active military or veteran’s status-student must verify by submitting a copy of the DD Form 214, Certificate of Release or Discharge from Active Duty (if a veteran) or written proof of current military active duty.
  • Married and/or with legally dependent children, copies of legal documentation will be required to accompany the exemption form request.

Other criteria that may be considered after review of an exemption request include:

  • Independent student status-student must have been declared an independent student for the past two calendar years and not claimed by their parent(s) during the same period.
  • Limited credit student-students carrying less than six credits each semester of the academic year.
  • Medical and disability circumstances-exemption requests for medical or disability reason will be forwarded to the Office of Disabilities. This office will render a decision and notify the Residential Life Office.
  • Other-where it can be demonstrated that special circumstances exist which would create a substantial personal hardship which is exacerbated by living on campus and cannot be remedied by alternative means. Verification of special circumstances will be required.

Conduct, Criminal History & Privileges

Applicants for, and current residents with, a Residence Hall Contract are subject to a review of conduct and criminal history as it relates to access to or placement in campus housing and other residence hall privileges.

Bemidji State University reserves the right to deny or cancel a Residence Hall Contract to an individual whose conduct or criminal records indicates an actual or perceived threat or danger to the Bemidji State University community, including students, faculty, and staff.

In the case of current residents, if circumstances warrant, immediate action may be taken to cancel a Residence Hall Contract and other privileges under the same standards and process as a Student Conduct Summary Suspension (see Student Code of Conduct).

The review of conduct and criminal history will be completed by the Director of Housing & Residential Life in consultation with the University Conduct Officer and Director of Public Safety. Factors considered in the review include, but are not limited to:

  • Nature, severity and intentionality of the offense(s) (including the statutory elements of the offense(s));
  • Student’s age at the time of the offense(s);
  • Student’s account of the facts of the offense(s);
  • Date of the offense(s)/time elapsed since offense(s);
  • Student’s probation or parole status;
  • Number of offense(s), and pattern of offense(s);
  • Successful completion of criminal rehabilitation programs; and
  • Additional relevant factors (such as whether the underlying situation arose out of a housing situation)

Applicants for, and current residents, with a Residence Hall Contract denied contract privileges have the right to appeal the decision. Appeals shall be made to the Vice President for Student Development and Enrollment or his/her designee (as identified in the decision letter) within five (5) business dates of the Respondent’s receipt of the decision of the Residence Hall Contract review. The appeal shall be in writing, stating the ground(s) for appeal. The appeal letter will be reviewed by the Dean of Student Success, who may schedule an appeal meeting if more information is needed. The Dean of Student Success will notify the student within five (5) business days of receiving the appeal letter.

The appeal decision is final. Failure to file an appeal or request an extension in a timely manner constitutes a waiver of any right to an appeal.

If an appeal meeting is scheduled, an applicant/student’s adviser may attend. In the event new evidence is relevant to the outcome of the decision, the Dean of Student Success or designee may request an additional review.

Contract Cancellation

Prior to the Start of the Contract

Fall semester start

Before the contract becomes binding a resident may cancel the contract by giving written notice to the Department of Housing & Residential Life. If written notice is provided by August 1st, $50 of the $150 prepayment will be refunded. If written notice is provided after August 1st and before the effective start date of the contract, no refund of the prepayment is issued but the resident is relieved of any obligation under the contract.

Spring semester start

Before the contract becomes binding a resident may cancel the contract by giving written notice to the Department of Housing & Residential Life. If written notice is provided by January 1st, $50 of the $150 prepayment will be refunded. If written notice is provided after January 1st and before the effective start date of the contract, no refund of the prepayment is issued but the resident is relieved of any obligation under the contract.

Residents who move in as early arrivals, and who wish to cancel the Contract or who move out prior to the start of the contract will forfeit the $150 prepayment and are charged the early arrival rate through the date of checkout.

Residents who have paid the $150 prepayment and decide to delay attendance at BSU may transfer this $150 prepayment to the next semester. If the resident does not attend BSU and live in the residence halls the next semester, the $150 prepayment will be forfeited.

Cancellation Dates

First-year residents may not cancel their room unless withdrawing from the University.  With the exception of University Heights residents, non first-year residents may cancel the contract only at semester break (notification by December 1st) or upon immediate withdrawal from classes.  A University Heights 10-month contract is binding from August 1st through May 31st of each year.  A University Heights 12-month contract is binding from August 1st through July 31st of each year.  Residents of University Heights may not cancel after Fall semester and still attend BSU for spring semester.

Residents may change or cancel a board plan during the first two weeks of each semester and will be charged for the initial board plan through the week of notification. First-year residents are required to maintain a meal plan for the academic year.

Residents may not change or cancel a board plan after the second week of a semester.

Fall Residents Canceling for Spring Semester 2020

  • Fall residents who wish to cancel their contract for spring semester must submit a Room and/or Board Cancellation Request Form for spring semester at the Department of Housing & Residential Life on or before December 1, 2019.  University Heights: Mid-year cancellation while continuing to attend BSU is not allowed.
  • Fall residents who cancel their contract for spring semester must check out of their room by noon on December 19, 2019.
  • Fall residents who wish to cancel their contract for spring semester, but submit a Cancellation Request Form after December 1, 2019, will be charged a $150 late cancellation fee.
  • Fall residents who wish to cancel their contract for spring semester and leave the residence halls without submitting a Cancellation Request Form will be charged a $150 late cancellation fee.  Residents who leave possessions in their room will be assessed a $100 fee for removal of these items.  The items will be stored for 60 days and then abandoned.

Contract Termination

The Residence Hall and Dining Services Contract may be terminated by the University under the following conditions:

Academic Suspension/Non-Payment/Loss of Student Status
  • Residents who lose student status due to academic suspension or non-payment must vacate their room within 48 hours of notification of loss of student status. Residents will be responsible for room and/or board charges through the date of check out. The late cancellation fee does not apply.
  • Residents appealing loss of student status may maintain their Contract while they appeal. If the resident’s appeal is approved, the resident agrees to fulfill the balance of the Contract. If the resident’s appeal is denied, s/he must vacate the room within 48 hours of notification of the decision. Residents will be responsible for room and/or board charges through the date of check out.
Withdrawal from Classes

Residents who withdraw from all classes or have less than six (6) credits must move out of the residence halls within 48 hours of notification to vacate. Residents will forfeit the $150 prepayment and/or be responsible for room and board charges through the date of checkout.

Student Conduct

When loss of residence hall privileges or student status is a result of a Student Conduct System sanction, the resident is not eligible for any refund. Appropriate notice and appeal information are provided to the resident in this situation.

“No Shows”

Residents who do not check into the residence halls by 5:00 p.m. on the first day of class of any semester for which this Contract is in effect will be considered a “No Show.” The University reserves the right to reassign the Resident to another room. No shows who are not enrolled for classes by the 10th day of the semester for which this Contract is in effect, and who have not checked into the residence halls, will forfeit the $150 prepayment. No shows who are enrolled for classes and who decide to reside in a place other than the residence halls will continue to be responsible for room and/or board charges for 30 days after written notice of cancellation is received.

“Drop for Non-Payment”

If a resident fails to meet the University requirements for payment of fees, they may have their courses dropped for non-payment. In this situation, the resident must vacate their room within 48 hours of notification of courses being dropped. The resident will be billed for room and/or board charges through the date of checkout.

Contract Responsibilities

The University shall maintain the premises in compliance with applicable municipal and state health and safety laws, unless a violation has been caused by Resident or Resident’s guest(s). Residents shall provide the University with notice of any noncompliance and the University shall correct noncompliance within a reasonable time.

The University is not responsible for injury to persons or damages to anyone’s personal property that results form Resident’s negligence or Resident’s negligent use of privately owned or state supplied property or furnishings.

The Resident agrees to comply with all State, University, and the Department of Housing & Residential Life rules and regulations as stated in this publication. Contracts are not transferable from one academic year to another and rooms may not be sublet.

Payments

The annual room and meal plan costs are included in a separate publication. Payment for late contracts shall be made on or before the first day of occupancy. Balances are due in full twenty-five business days from the first day of classes.  Please view the link attached.

http://www.bemidjistate.edu/offices/business/cashiers.cfm

Residents unable to meet the payment deadlines must vacate their rooms within forty-eight (48) hours of notification by the Director of Housing & Residential Life or his/her designee. If in default of payment, the Resident is liable for all legal costs and collection fees which accrue in obtaining payment. Failure of the Resident to satisfy the financial obligations stipulated under this Contract will result in the denial of further meals, a hold of official records, and/or eviction from the residence halls.

PREPAYMENT

A $150 prepayment fee ($100 of which is non-refundable; see Cancellation Dates above for more information) must accompany every Residence Hall Contract. This prepayment fee will be applied to the Resident’s first semester payment.

Unavailability of Premises

In the event that any of the premises which are the subject of this Contract, which for the purpose of this provision shall include any and all areas in and about the residence halls, should be partially or totally lost, destroyed, or otherwise unavailable because of fires, strikes, or other events, so as to render them unfit or unavailable in whole or in part for the purpose of the Resident, then either the University or the Resident shall have the right to immediately terminate this Contract. The University shall not be liable to the Resident for any damages occurring as the result of such termination.